How to receive job offer in writing?

Have you ever been in a situation where you were supposed to receive a job in writing? As remote working for companies across the country grows and the workplace is no longer located in a particular office, it is advisable to make it a habit to accept the job offer in writing.

Why do you need to accept a job in writing?

As in all contracts, it is in your best interest to receive and accept offers in writing. Larger corporations and companies may require written acceptance of the job after interviews, especially when interviews are conducted remotely and the interviewee is not travelling to the site to write the contract. Written job approval is a good practice and shows professionalism and diligence to the employer, even if it is not required.

How to accept a job in writing?

You can accept a job in writing by letter or, more commonly, by email. Use a letter if the employer has sent the job offer by letter instead of email. The acceptance letter must be well structured, error-free and formal. If you have been in contact with the employer by email, you can safely accept the job offer formally by email. Now let's get down to business.

 

 

Written acceptance of the job step by step by email:

  1. Write a clear and to-the-point title. It should be professional and tell the employer what the email is about, e.g. "Accepting a job offer - Jane Doe".
  2. Express your gratitude. Start by thanking your employer for choosing and trusting you.
  3. Accept the job offer.
  4. Review and agree to the terms and conditions of employment. If you have already done this, you can state this in an email (e.g. "I formally accept all the terms and conditions of the official job offer."). However, if you have negotiated something and you have not received it in writing – now is the time to formalize it. A simple sentence will do, e.g. "As we discussed, my starting salary is [X€] and [benefits] are part of the offer".
  5. Confirm the start date to avoid any misunderstandings. For example: "I confirm that my start date is next Monday 4 April". 
  6. End positively.
 

The body of your message could look like:

 

Dear Cecilia,

I was thrilled to receive your phone call yesterday. I am writing to formally accept your job offer for the position of Social Media Manager at XYZ. Thank you for the opportunity to put my skills to work and make the XYZ brand shine across multiple platforms.
As agreed, my starting salary is €52 800 per year, plus four weeks paid leave. I understand that health and dental benefits are available after ninety days of employment. If you need anything from me before the start date or if I need to bring any documents with me on the first day, please let me know. I am eager to start on 6th November 2022.

 

 

Thank you once again,
John Doe

Writing a letter of acceptance

Whether you write an acceptance letter or an email, it must be error-free, so make sure you proofread it before sending it to your future employer. Keep your letter short and to the point, but include these elements:

  1. Thank your employer for the offer.
  2. Accept the offer. You can mention that you are happy to formally accept the job offer and become part of the team.
  3. Explain any details, such as benefits. If you have everything in writing you can use the space to confirm them. If you first received an offer and then negotiated some of the terms, for example over the phone, you can use the acceptance letter to document them in writing (e.g. "As agreed, my starting salary is [X€] and [benefits] are part of the offer").
  4. Please indicate your start date. To avoid misunderstandings, it is a good idea to confirm the start date in your acceptance letter.
  5. End the letter nicely.
 

And eventually it will look something like this:

 

Hello Mikael,

Thank you for offering me the position of Editor-in-Chief of Bookster. I am delighted to formally accept your offer.
As we agreed on the phone, my starting salary is €4,200/month and one month's paid leave. I understand that I will pay my health insurance out of my salary. I confirm that I will start in two weeks' time, on Monday 23rd. If I am required to do anything else during this period or on the first working day, please let me know. I look forward to becoming part of the team!

 

Sincerely,
Jane Doe

In summary:

Salary and benefits should be negotiated before you accept the job. If you've had a good interview (or several interviews) and are expecting to be offered a job, it makes sense to prepare to deal with these issues beforehand. Knowing what you want is half the battle. If the employer doesn't make a written offer, it's worth asking for one. You can subtly ask the employer to send you something in writing by saying, "I'm excited to be working! I will go over the terms of your written offer as soon as I receive it. When do you need my reply?"

By remembering the following steps, you will be able to do the written acceptance of the job in a professional manner.

  • Thanks for the opportunity
  • Phrase in which you say you accept the company's job offer
  • Your title
  • Summary of salary and benefits as you understand them
  • Date when you expect to start
  • If you are sending an email, please add your name in the subject line and the words "Acceptance of job offer".

Read more tips here!