Appropriate ways to email a job acceptance letter

Written by scott damon
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Appropriate ways to email a job acceptance letter
Respond quickly to a job offer out of respect for your new employer. (Getty Images)

Once you are offered a position by a company, you must determine if you will accept the offer. Some prospective employees try to negotiate for better terms, while others move to the acceptance phase without asking for additional compensation. Letting the company know of your acceptance through e-mail is acceptable. However, there are proper ways to handle and e-mail a job acceptance letter.

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Thank the company

In the opening sentence of your letter, thank the company for the offer and accept it. Share your gratitude for being offered the position. Inform your employer how much you are looking forward to joining your new colleagues and doing your part to help the company grow. If you discussed a specific project or aspect of your job during the hiring process, mention how passionate you are about that particular opportunity.

Restate the terms

Restating the terms of your employment is a way to make sure that both you and your future employer are on the same page. This includes base salary or hourly wages, retirement benefits, health benefits and sick, holiday time, personal time and the length of the contract, if there is one. If it seems awkward to place the terms of the deal in the letter, then place the information on the second page, so the employer is not reading it in the second paragraph.

Include the start date and location

There is nothing worse than showing up on the wrong day or in the wrong location for your first day of employment. Restate what you believe your start date is and where you will be working in the company. This eliminates possible confusion on day one about when, where and who you will be reporting to within the organisation.

Job preparation and training

If the job entails training or prep work before you begin, explain that you are excited to start that process as well. Mention that you are open to suggestions during the training process so that you will hit the ground running when joining the company. For example, if you are hired at a restaurant, you may be required to shadow someone else in your position initially.

Contact information

Leave current contact information that includes your home and mobile phone number as well as your business e-mail address. Refrain from using personal e-mail addresses for company business. If you only have a personal e-mail, set-up a new one that is strictly for business. Check your spam box before you begin and in the initial weeks after you start your job, as company e-mail may be unrecognised and end up in the wrong file.

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