What is an Acceptance Letter?
An acceptance letter is the written response which conveys a positive approach to the invitation, job offer, termination, refusal, gift, offer, scholarship, contract, and much more matters that require your returning action. A perfect acceptance should carry a positive vibe and affirmation. The acceptance letters are mostly used for sending to the prospective employers who have offered a job. But whether it’s a job offer or refusal, your acceptance letter should be prompt as it carries your professionalism and etiquette.
While the short, precise and prompt reply to the job offer or an accolade shows your gratitude and confirms your affirmation, the reply to termination or refusal portrays your professionalism (which is much appreciated) and positivity. Acceptance letter can sometimes be just a formality because you’ve already accepted a certain decision and you are just making it official by writing a letter!
Types of Acceptance Letters
Acceptance letters can be of many types. Not only it revolves around the job offers or awards but also covers the below aspects.
- Office Relocation
- Reporting to a superior person
- Scholarship, etc.
Thus, it becomes important to be aware of the acceptance letter writing hacks. You need to be polite, humble, and professional at the same time.
How to Write Accepting Letters
Now, that you know different types of acceptance letters and the importance they have, it’s time to move on to the main segment where we will describe you in detail how to write the accepting letters with the acceptance letter samples and templates.
The letter formatting often becomes a hassle for many people. We have, therefore, come up with a basic acceptance letter format that would help you craft the best piece of letter.
- Your Address
- Date of the Letter
- Recipient’s Address
- An introductory line along with the letter body
- Showcase of gratitude
- Name and Signature
Important Ingredients of a Letter of Acceptance
The letter of acceptance is not rocket science but it’s crucial to be cautious while writing it because you’re incorporating your written commitments. Also, the letter may reflect your personality! Thus, there are some vital components that are needed in a letter of acceptance for creating the best impact for yourself.
- If it’s a happy acceptance such as an offer, award or scholarship, show your gratitude for the opportunity provided to you. On the other hand, if it’s an unhappy acceptance like termination or refusal, you should be polite, professional and understanding of the matter.
- Thanksgiving should be there in the letter for the time provided by the organization (or a specific person) to you.
- Use formal language as the letter of acceptance itself is a formality.
- Whatever the acceptance is about, appreciate the idea or process you have gone through such as the job interview or a scholarship test or the time spent in your company.
- Mention dates such as joining date or resignation date or award acceptance date.
- Mention a brief introduction of yourself.
- Mention your remuneration (if it’s a business acceptance letter)
Mentioning these points would make your acceptance letter immensely appealing and appreciative.
Vital Aspects of Acceptance Letter Writing
In order to create the most effective acceptance letter and having an impact on the recipient, the following are some crucial factors you need to know.
Create a Framework
Similar to the other sorts of formal letters, the acceptance letters also require a framework to be followed in order to have suitable matters in hand. A predefined template or outline would help you have a better organization of the vital components of your letter.
Now, you need to logically organize the points with an objective and scope. An outline would help you craft the best piece of a letter that can be there. List the key points according to their importance and place them in the letter.
The common objective of every acceptance letter is an affirmation to the proposal sent to him/her before. When you create an objective in your letter, it conveys your affirmation of acceptance to the reader.
Be courteous and add a “thank you” at the beginning of the letter body which shows an immense amount of politeness. Moreover, when it’s about the objective, clear your decision in the first two sentences of the letter body which will be more comprehensible for the reader.
Define the Scopes
Defining the scopes from before is one of the most crucial factors of any well-written acceptance letter. Create a brief and upbeat acceptance letter that addresses the contingencies linked to the commitment you are making.
For most cases, mentioning the expenses, remuneration, the title of the position, location, starting date, terms, and conditions are a few common scopes to mention. Mentioning these points can help you understand whether or not they are approved. If there are some changes, you’ll have a reply from the opposite end. This will help you have things in your own terms (or known terms).
Draft the Letter
Now, since you have got an outline of the letter and are aware of the fact that you have to mention the objective in the first two lines with a “thank you”, the next step is to draft the letter. Fill in the blanks as per your outline. In this portion, the subject-matter is the focal point. Ignore the sentence structure, grammatical mistakes, and spellings.
If you are having trouble with the vocabulary, get help from a dictionary or Google for a suitable synonym, if the full sentences are not coming easily, keep them incomplete. It’s a rough copy. So, you can detect and correct your mistakes later on.
Short and Clear Statements
Being short and specific is always a great sign of a powerful acceptance letter. Begin the letter with a thanksgiving (as discussed above) and making your objective clear in the first two sentences (also mentioned above). You should thank the specific person, organization, institution, or peer which reflects your gratitude and humility towards the recipient.
You should also follow a formality of commitment related to your role as they are usually mentioned in an official letter. Afterward, you can restate the job terms or other aspects such as location, relative time, etc.
Address to a Person
The adage that says, “Business is done with people” applies to the acceptance letter writing as well. Professional or social courtesy is always a nice gesture when you are dealing professionally. In every part of the globe, individuals always like to be acknowledged and known for their individual position or title in the society.
When you address a specific person, you acknowledge their personal achievements or importance in the society or organization. Mention their names on the salutation, in the heading, and on the envelope. Try to address a specific person unless there’s a strict No-No rule.
Gratitude is an untold yet essential part of any official letter and especially, of the acceptance letter. When you thank the recipient, it’s a sign of respect for the person or organization the letter is being sent to. Acceptance letter itself is an acknowledgment of gratitude and you should never fail to show that.
Be it a gift, award, promotion, job acceptance letter, refusal or even termination, the gratitude in your acceptance should always be reflected which will add to your professionalism. Thank the person who’ve helped you throughout the process and convey a positivity in the letter.
A positive approach is always needed in the letter of acceptance. The positive attitude is often mentioned in real life but the fact is the acceptance letters also require a positive approach to have an impact on the readers’ mind. Your positive approach would make the letter immensely appreciative and avoid further complication.
The positive approach is especially important when you are accepting a resignation letter or termination letter or any sort of refusal. Don’t ever be offensive or use any abusive language while writing it. Always mention your hope for their success. When you convey a positive attitude like “I am delighted”, it makes you a better person and elevates your chances of getting more exposure in the future.
Close the Letter
Both the beginning and end of your letter should show gratitude since it’s a part of professionalism. When you finish your letter, mention some appropriate closing words like “Thanking and Regards”, “Thank You”, “Yours Sincerely”, “Yours Truly”, etc. This way, you finish your letter with the same gratitude you’ve shown at the beginning.
Now comes the final part of your acceptance letter – proofreading. This is the time to revise and review your crafted draft considering all the elements, tips, and factors mentioned in this guide. Edit the portions where corrections are needed. Eliminate the grammatical issues and make use of the right vocabulary.
Read the letter loudly to find any delicate mistake in that acceptance letter. If it sounds wrong, try to fix it. Otherwise, the letter would not be much impactful as you may expect.