Page 175 - DENG101_Communication Skills-I

Communication Skills

Notes 15.6 Acceptance Letters

Writing the acceptance letter is not as difficult as being sure you want to say “yes” in the fi rst place.

Once you decide to accept, say, a job offer it is a simple matter to say so. Therefore acceptance

letters are one of the least difficult letters to write.
Acceptance letters may be written in response to:
1. Job applications/offers
2. Admission requests: schools/clubs/organizations
3. Membership offers : board/commission/organization/club
4. Proposals

5. Speaking engagements
6. Changes requested
7. Invitations: dinner/meeting/party/hospitality
Acceptances are invariably brief and deal only with the acceptance. Be enthusiastic in your
response. It is entirely proper to simply state your acceptance and repeat the details of it to
your employer, i.e. your terms of acceptance. If possible, add at least one sentence containing
something personal or cheerful.
Send an acceptance letter as soon as you are absolutely sure that you want to accept the job
offer. If you need more than two weeks to decide whether or not to accept an offer, telephone or
write the person making the offer and ask for an extension of time to decide. Avoid ungracious

and unnecessary amplifications. Let your “yes” be a simple “yes”. Clarity is very important in
employee-employer letters. Knowing what to say and what not to say can make all the difference
with your acceptance letters.

In special cases, specially where the stakes are high, things may not be that simple. Before
accepting a job offer you should always ask for a written confi rmation that clearly outlines the
terms of your employment. Information that should be included is your start date, job title, salary,

incentive programs , benefits and who you will be reporting to. Not all employers voluntarily
provide such letters but it is better in the long run for you to be persistent in asking for one. It
could help prevent problems down the road. Remember, all these apprehensions should not
make your letter sound formal, stiff, conditional or even apprehensive.

15.6.1 Some Useful Guidelines

1. Try to make it read more like an informal letter.

2. Write specifically to the person that wrote to you. If it is different from the person that you
interviewed with and/or will be your manager, send copies to these people as well.
3. Tell them what you are accepting. Restate the details and any instructions they have
outlined.
4. Show your enthusiasm and excitement about your new job. Let them know what impressed
you about the company and the opportunities.

5. State any documents you may be including such as an Application Form, a Resume or any
other employment forms they might need.

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