A letter of acceptance is a simple letter that is sent by the receiver of the offer letter conveying his/her willingness to accept the offer of employment. It is again the first impression that the offeree creates on his/her employer in writing.
The letter should be brief, to the point and free from errors. Also, it should be grammatically correct and neat. The letter of acceptance should include the following:
i. Thank the organization for the offer
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ii. State clearly that you are happy to accept the offer
iii. Show enthusiasm in joining the orgamzation
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iv. Mention the joining date
v. Seek more time, if necessary, giving the reason for the same
vi. Signature and date
The selected candidate sometimes may not be in a position to report or join on the date specified in the offer letter, in which case he/she may have to seek extension of time for joining. In that case the letter of acceptance may have to state the circumstances under which an extension is being sought.
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There are occasions when the selected person may not be in a position to accept the job offer for some reason. In such a case, the candidate may have to politely decline the offer. Instead of an acceptance letter, the person concerned should send an appropriately worded regret letter.
This will ensure that while the job offeror is promptly informed about his/her non-availability, he/she still retains the goodwill with the organization.