1. Crossing the Finish Line: Writing a Job Acceptance Letter
Rationale: Welcome to “Crossing the Finish Line: Writing a Job Acceptance Letter.” The facilitator may use these PowerPoint slides in an interactive presentation to help students understand how to prepare a job acceptance letter. This presentation is ideal for students who are involved in the job search process.
Updated by Arielle McKee, 2014
Purdue OWL Staff
Brought to you in cooperation with the Purdue Online Writing Lab

2. Letter Content
You won the Race! You have the job of your dreams! Now it’s time to write the Job Acceptance Letter.
Topics Covered:
Purpose of the Letter
What to Include
Specifics
Format
Tone
Key Concepts:
The facilitator should begin by briefly stating what will be covered during the presentation. The bulleted information on this page highlights the main points that will be covered in the following slides.
Rationale:
The facilitator may point out at this time why it is important to write a job acceptance letter. A job acceptance letter is a written confirmation accepting a position that an employer has offered an applicant. It is proper business etiquette to acknowledge the offer and respond in a timely manner. The following presentation will highlight specific details that should be included.

3. The Job Acceptance Letter: Accepts a job offer
The Purpose
The Job Acceptance Letter:
Accepts a job offer
Briefly reaffirms the offer in order to complete the legal contract between you and the firm
May request clarification
Key Concept: The primary intent of a job acceptance letter is to accept a job offer. The facilitator should stress that this letter reaffirms the offer in order to complete the legal contract between the applicant and the firm. While the job acceptance letter may request additional information or clarification, this should be done carefully.
If an applicant has a great deal of uncertainty about their terms of employment, it is not appropriate to raise these concerns in an acceptance letter. Ideally, an applicant should request clarification prior to accepting a position. If this is not possible, the job acceptance letter should clearly state that the applicant is interested and willing to accept the position if certain terms are understood by both parties.
Activate each item in the list with a single mouse click.

4. Express appreciation for the offer State your acceptance
What to Include
The Letter Should:
Express appreciation for the offer
State your acceptance
Briefly reaffirm employment conditions
Seek any needed instructions based on employment or notices
Key Concepts: This slide highlights the main elements that should be included in a job acceptance letter. Each will be covered in greater detail in the following slides.

5. 1. Appreciation for the Offer Placement: First Paragraph
What to Include
1. Appreciation for the Offer
Placement: First Paragraph
Be appreciative and sincere
Reaffirm Offer: Clearly restate the job offer you received.
“Thank you for offering me a
Sales Associate Position at Denmark Inc.”
Key Concepts: The facilitator should highlight each area covered on this page. Explain to the audience the appropriate way to express their appreciativeness of the offer. It is critical to stress the importance of sounding grateful while being completely sincere. When reaffirming the offer, it is important to clearly restate the position (title) and the company name. This will personalize the letter and tailor it for the reader.

6. 2. Statement of Acceptance
What to Include
2. Statement of Acceptance
Placement: Follows the “Appreciation for the Offer” in the First Paragraph
Clearly states that you accept the position that was offered to you
“I am pleased to accept the position…”
Key Concept:
The statement of acceptance needs to be very clear and free from misunderstanding.
Examples:
The facilitator can give an example to the audience.
I would like to accept this position. OR
I wish to accept the position in Aviation Administration. OR
I graciously accept the position as Vice-President of Tanner Ind.
The style of this statement will vary depending on the structure and content of previous and following sentences.

7. 3. Reaffirmation of Employment Conditions
What to Include
3. Reaffirmation of Employment Conditions
Placement: Within the body of the letter, in the paragraphs following the first paragraph
Restate the conditions of your employment which should have been pre-determined and accepted by both parties.
This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position.
Key Concepts:
To restate the conditions of employment is to confirm for a final time certain details of your acceptance. This may include the salary, benefits, vacation time, contracts, etc.

8. Can I still negotiate job conditions in my acceptance letter?
What to Include
Can I still negotiate job conditions in my acceptance letter?
Any issues or job details that may be negotiable, should not be addressed for the first time in the acceptance letter.
When accepting, the applicant should have a complete understanding of the position and related details.
It is not appropriate to address serious issues or concerns after accepting; questions or concerns should be discussed before you accept an offer.
Key Concept:
The facilitator should emphasize that it is not appropriate to address serious questions or concerns when writing a job acceptance letter.
Rationale:
Ultimately, if the applicant knows the exact terms and conditions of the job before accepting it, he/she may use this information in considering whether or not to accept the position.
Placing a final confirmation of the conditions of acceptance in your job acceptance letter is done simply to reiterate the agreed-upon terms in which you chose to accept the position. This will act as a reminder to the employer and serve as a written statement of your terms of acceptance.

9. Placement: After the “Reaffirmation of Conditions” and before closing
What to Include
4. Seek Needed Instruction or Information Based on Employment or Notices
Placement: After the “Reaffirmation of Conditions” and before closing
Possible information to request:
Starting date of employment
Where to go?
Whom to contact?
“I would like to confirm a start date
of September 1st at 8am.”
Key Concept:
This is an important part of preparing for the job. The facilitator should stress that asking for these necessary instructions to begin employment shows organizational skills on the part of the applicant, and it allows the applicant to be well-informed and ready for their new job!

10. Tone The Tone of your Letter:
Tone = a writer’s attitude toward the reader and the subject of the message.
Your tone affects the way the message is conveyed and how effectively the reader will understand and act upon your writing.
Key Concept:
This slide discusses the appropriate tone that the applicant should utilize in the acceptance letter. The facilitator should begin by defining “tone” and the way in which a job acceptance letter should be written. The following slides will address this topic in more detail.

11. Tone What kind of “tone” should I use?
Write confidently--but not too confidently
Be courteous and sincere
Use nondiscriminatory language
Stress the “You” Attitude
Utilize an appropriate level of difficulty
Key Concept:
This slide highlights the tone that should be used in a job acceptance letter. Each topic will be covered in greater detail in the following slides.

12. Tone 1. Writing with Confidence
An employer will welcome a confident attitude and a self-assured personality.
However, an over-confident attitude may come across as arrogant or presumptuous.
NOT: “I am a valuable addition to your team
and will meet and surpass your expectations.”
INSTEAD: “I look forward to joining your team
and striving to meet and surpass job expectations.”
Key Concept:
A job acceptance letter should exhibit the self-confidence of an applicant. After all, the applicant has been offered the position for which he/she has applied. The employer has recognized the applicant’s talents and abilities.
However, the facilitator may stress that the applicant should avoid sounding arrogant or presumptuous. A tone that is over-confident will often deter an employer and can create tension and/or an uncomfortable situation.

13. Tone 2. Courteous & Sincere
Show your appreciation for the offer sincerely
NOT: “You are truly wonderful for offering me
such a prestigious position.”
INSTEAD: “Thank you for offering me a
Sales Representative position.”
Key Concept:
A job acceptance letter should clearly express gratitude for the offer. However, a tone should be used that appears gracious while remaining sincere. Excessive flattery or outrageous expressions of gratitude will immediately sound “fake” and “phony.” Because the “tone” of the letter is a direct reflection of the writer, the applicant should always assume a tone that is honest and sincere.

14. Tone 3. Use Nondiscriminatory Language
Never use language or convey messages that discriminate against any group or individual.
It is unprofessional to exhibit prejudicial behavior or to stereotype individuals.
Key Concepts:
A job acceptance letter should always use nondiscriminatory language that does not show bias or express discriminatory messages. Discriminatory language is never acceptable in a professional work setting. In fact, most companies have policies and regulations that state the equal employment opportunities enforced. Accordingly, an applicant should never use discriminatory remarks in a job acceptance letter; this will immediately present a negative image of the applicant and can create tension between the applicant and the employer.
Examples:
Avoid demeaning or stereotypical terms.
Not: After the girls in the office receive an order, our office fills it within 24 hours.
Instead: When orders are received from the office, they are filled within 24 hours.
Not: The Hispanic sales representative was easy to understand.
Instead: The sales representative spoke clearly.

15. Tone 4. Stress the “You” Attitude
Emphasize employer and company interests rather than your interests as the writer / future employee.
NOT: “I hope to gain valuable experience as a
Sales Representative at Forest Foods International.”
INSTEAD: “As a Sales Representative,
my objective is to maximize client relations.”
Key Concept:
The facilitator should stress the importance of utilizing the “you” (user/reader-centered) attitude. Most often, the employer considers the skills/experience of the applicant and what he/she may offer to the company. This is a primary concern of the employer. Accordingly, when an applicant prepares a job acceptance letter, he/she should keep in mind the goals and objectives of the employer.

16. An acceptance for an internship in Aviation Administration:
Tone
5. Utilize appropriate language
The text and message of your letter should match your audience’s needs and expectations
An acceptance for an internship in Aviation Administration:
NOT: “I look forward to learning about airplanes.”
INSTEAD: “I look forward to learning about the
manufacturing of aircraft and engines and
working with marketing divisions of various airlines.”
Key Concept:
The facilitator should stress that the acceptance letter should be written in a manner that matches the readability and knowledge level of the reader. This will ensure that the message is conveyed in an effective and accurate format. For example, it is not appropriate to use language that is highly technical and scientific when the reader is not familiar with such vocabulary. On the other hand, as the example on the slide illustrates, it is not appropriate to use vocabulary that is too simple or vague, when the reader has a larger vocabulary and knowledge base. In general, if the text and the message in the letter does not match the readability and knowledge level of the reader, the content of the letter may not be accurately interpreted by the employer.

17. Format Block Form: 1 inch margins Components: Personal Address
Recipient Address
Salutation
Body
Closing
Signature
Notations
Fonts: (Size 12)
Times New Roman
Helvetica
Arial
Garamond
Key Concept:
The facilitator should explain the structural elements of a job acceptance letter. Define all elements in detail:
Block Form-- All components flush with left margin (note that other letter formats are also acceptable - visit the Purdue OWL for alternate professional letter formats: modified block, mixed, etc.)
1 inch margins-- allow plenty of white space for readers’ eyes so text doesn’t seem cramped
Personal Address-- address of the person sending letter
Recipient Address—address of the person receiving the letter
Salutation: Dear Ms./Mrs./Mr.Smith:
Notations-- enclosures, typist initials
Recommended Font Styles
The facilitator should explain why this format is important to follow. This is the standard business letter format. It keeps the text uniform and organized in appearance. Preparing a business letter in this format will carry the message and intent of the letter most effectively.

18. Letter Model Key Concepts:
Date
First and Last Name
Their position/title
Company Name
Address
City, State, Zip Code
Dear Ms./Mr./Dr. Last Name:
The first paragraph of your job acceptance letter should contain your appreciation for the offer. This will reaffirm the offer. In addition, include a statement of acceptance that clearly states that you accept the position. Reiterate the position/job title/responsibilities at ______ company, and on what basis: Full-time, Internship, Part-Time, Semester Basis, etc…
In the body paragraph, include a reaffirmation of employment conditions. In other words, you are restating the conditions of your employment. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position.
In addition, in the body paragraphs request instructions based on your employment. If necessary, ask when you will began employment, if there is any additional information needed, or if you need any new contact information. This is part of the preparation for your employment, it shows that you are organized and detailed-oriented.
Your conclusion should briefly thank your employer again for the offer. Show your excitement and interest to begin a new job with their company.
Sincerely,
Your Signature (handwritten)
Your First and Last Name (typed)
Key Concepts:
This slide is a model of a job acceptance letter. The facilitator may review the structure, content, and style so the audience will clearly understand.

19. Where to Go to Get More Help
Purdue University Writing Lab
Heavilon 226
Web:
Phone: (765)
Purdue students in West Lafayette, IN may visit the Writing Lab in Heavilon 226. Worldwide users may call the grammar hotline with short questions. Worldwide users may also visit the Purdue OWL to access a large library of writing resources.

20. The End Crossing the Finish Line: Writing a Job Acceptance Letter
Brought to you in cooperation with the Purdue Online Writing Lab