Acceptance Letter

Writing a letter to make a request or to seek favors is a common practice in the business world and otherwise. A letter conveys the ambitions and interests of the writer. Since every letter is written with some intention in mind, the writer expects the reader to send a reply. The reply may be in affirmative or negative. An acceptance letter is an affirmative letter. It is sent to convey the reader's willingness to grant him the favor. It is always sent as a reply to some kind of an application letter, an offer letter, and invitation. There are several instances where we write a letter of acceptance. We have discussed a few examples below:

A recruiter writes the letter to convey a candidate's selection for the job
A candidate writes a letter to convey his acceptance of the offer letter
A recruiter replies to a job seeker in order to accept his job application and give him an appointment for the job interview
An HR manager accepts the leave application of an employee and grants him the permission for the same by writing the letter of acceptance
An organization's management accepts the resignation or retirement of an employee
An educational institute replies to a student's application for admissions and confirms his place at the institute
A high profile individual accepts the invitation letter and sends his confirmation for attending a seminar, function, presentation, etc.
An organization accepts the tender or offer for sales/purchases made by a vendor

This type of letter has to be planned carefully and drafted neatly. Since this is an acceptance of some offer, the approach has to be enthusiastic and willful. It helps in showing clarity in thoughts from your side.

A Few Key Points to Remember:

Begin the letter with your name and contact details. This is followed by the name of the recipient, title/designation, organization's name, and address . Both the addresses should be aligned to the left side of the paper. There should be space between your address and the recipient's address.
Take care while using salutation. Begin with the word "Dear" followed by the addressee's last name.
If the letter of acceptance is sent to confirm the offer made for an admission or a job, you need to thank the concerned authority for granting you the opportunity, convey your acceptance, and show your eagerness to utilize the opportunity favorably. These three things have to be presented in the letter.
The second paragraph of the letter must convey the rules and regulations of accepting the offer. If some candidate is writing the letter, he must convey his acceptance of all the rules and protocols associated with the job or admission. If an authoritative person is writing the letter, he must enlist the terms and conditions on which the acceptance has been granted.
Always use a complimentary closure to end the letter. You can end the letter with words like " Yours truly" or " Sincerely yours " followed by your signature and then your full name.
Use professional fonts to write this type of letter. The font size used should be easily readable.
Proofread the letter before sending it. The letter should not have grammatical, typographical, or spelling errors.
Print the letter on a good quality paper and sign the letter before sending it.

An acceptance letter must be drafted accurately and professionally. A letter will not bring in the desired result if it fails to convey the message effectively. We hope the given guidelines and the examples will help you draft a highly professional letter of acceptance.

See more types of acceptance letters :

Retirement Acceptance Letter

College Acceptance Letter

Salary Acceptance Letter

Sample Acceptance Letter

Acceptance Letter to be Keynote Speaker for Seminar