How to Write a Job Offer Acceptance Email
Accepting verbally is fine. Confirming in writing is smarter. Here's what to include, when to send it, and a template that makes the whole thing take five minutes.
Why accepting in writing matters
Most people accept on the phone and then wait for the contract to show up. That works most of the time. But a brief written confirmation of the key terms — start date, title, salary, any special arrangements you negotiated — creates a paper trail that protects you if anything shifts between the call and your first day.
Honestly, it's also just good professional practice. It signals organization and attention to detail before you've done a single day of work, and that impression matters more than most people realize.
When to send it
Within 24 hours of accepting verbally. If you've asked for time to review the offer, send the acceptance email as soon as you've made your decision — not after you've drafted your announcement post for LinkedIn.
Don't delay it. Companies occasionally move on to backup candidates when acceptance takes too long, and even if they don't, slow responses create unnecessary anxiety on the hiring side. Fast is professional here.
What to confirm in the email
Start date. Job title. Salary or hourly rate. Any special terms you negotiated — remote days, signing bonus, extra PTO, a different start date. Keep each one to a line. You're not drafting a contract, you're creating a clear shared record of what was agreed.
If anything in the formal offer letter looks different from what you agreed verbally, flag it in this same email: "I noticed the offer letter says [X] but we discussed [Y] — can you confirm?" Much easier to catch before you've started than after.
The template
Subject: Offer Acceptance — [Your Name] / [Role Title]
Hi [Name],
Thank you — I'm delighted to accept the offer for [Role Title]. Confirming the key terms: start date of [Date], annual salary of [Amount], and [any negotiated terms].
I'll review and sign the formal offer letter today and return it shortly. Really looking forward to getting started.
[Your Name]
Under 100 words. Specific on the terms that were agreed. Professional without being stiff.
What not to do
Don't gush. "I'm absolutely thrilled and can't wait to start!" reads as either nervous or performative. Keep the tone warm but composed — you've just agreed to a business arrangement, and composure is an asset from day one.
Also: don't include lingering salary questions, don't reopen negotiations, and don't attach anything they didn't request. This email is confirmatory. Keep it that way.
After you send it
Once you've sent the acceptance, resign from your current role if you haven't already. Do it promptly — the same day if possible. The longer you wait, the more awkward the situation becomes for everyone involved.
Keep a copy of the acceptance email. If there's ever any confusion about what was agreed — start date, salary, remote arrangement — you have documentation. That's the whole point of sending it.
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