How to Write a Job Offer Letter of Acceptance

You'd think a job offer letter of acceptance would be a simple enough thing to write, but there are some things to consider. The letter of acceptance is a business letter; it involves formal acceptance of the job offer and the terms of the job offer. Some of these letters are complex, and require answers in detail. We've got a few tips about how to handle job offer letters of acceptance for you.

Issues in job offer letters of acceptance

The basic job offer letter sets out the necessary information systematically:

  • The offer of a job
  • Job title
  • Salary
  • Date of commencement
  • In some cases, materials to bring with you on your first day, like ID requirements, etc.
  • Equipment or OHS safety gear, in some cases

Drafting your reply

The best way to deal with a job offer letter is to write your reply in a business letter format, addressing these points one by one. Use standard business phraseology in your reply:

  • Header: Cite job title and references provided: "I refer to your letter of .... "
  • Acceptance of job offer: "I'm happy to accept the offer of position of ....... "
  • Salary: "I confirm acceptance of the stated salary of $......"
  • Date of commencement: "I will attend (place of business) at ....AM.
  • ID and other requirements: "I have noted the requirements for identification and other materials."
  • Equipment, OHS safety gear: I have also noted the requirements for Occupational Health and Safety equipment.
  • Signature: A letter with an original signature is standard practice.
  • Date: Necessary to indicate date of formal acceptance.

Complications with letters of acceptance

Occasionally, complications arise with the requirements in job offer letters.

There are several things to bear in mind at this point:

  1. You're making a commitment in writing which goes on your work record with the employer. The acceptance commits you to the terms stipulated by the employer, but you may not be able to do some things at the required time.
  2. Some requirements for materials may take time to organize.
  3. Time frames can clash with other unavoidable commitments.

In some cases difficult issues may arise. These mainly deal with attendance, but may also involve other issues like required materials.

Before putting anything in writing:

Check with the employer's HR, stating that you intend to accept the job but have a problem. This is both a courtesy and a necessity.

Explain the situation simply. Ask for guidance on how to approach the issue. Most HR people will know how to get around the usual hurdles, so you may be able to sort everything out on the phone.

Allow them time to check their procedures if there's anything complex involved. These alterations are rarely a major issue for employers, but you can find yourself in a very counterproductive bureaucratic maze if you get anything wrong.

Amending the acceptance letter: You'll just have to modify your acceptance letter slightly to explain and verify the new arrangements: "I refer to my phone conversation with ...... and confirm that in accordance with verbal advice received I will....(describe the new arrangements verbatim)"

Add: "I'd like to take the opportunity to thank .... for the helpful information and advice I received."