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Crossing the Finish Line: Writing a Job Acceptance Letter A presentation brought to you by the Purdue University Writing Lab.

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Presentation on theme: "Crossing the Finish Line: Writing a Job Acceptance Letter A presentation brought to you by the Purdue University Writing Lab."— Presentation transcript:

1 Crossing the Finish Line: Writing a Job Acceptance Letter A presentation brought to you by the Purdue University Writing Lab

2 You Won the Race! You have the JOB of your dreams! Now its time to write the JOB ACCEPTANCE LETTER! Purpose Purpose What to Include What to Include Specifics Specifics Format Format Tone Tone

3 The Purpose Accepts a job offer Accepts a job offer Briefly reaffirms the offer to complete the legal contract between you and the firm Briefly reaffirms the offer to complete the legal contract between you and the firm May request clarification May request clarification

4 What to Include: Appreciation for the Offer Appreciation for the Offer Statement of Acceptance Statement of Acceptance Brief Reaffirmation of Employment Conditions Brief Reaffirmation of Employment Conditions Any Instructions Based on Employment or Notices Any Instructions Based on Employment or Notices

5 What to Include: 1. Appreciation for the Offer Placement: First Paragraph Placement: First Paragraph Be appreciative and sincere Be appreciative and sincere Reaffirm Offer: Clearly restate the job offer you received. Reaffirm Offer: Clearly restate the job offer you received. For Example: Thank you for offering me a Sales Associate Position at Denmark Inc.

6 What to Include: 2. Statement of Acceptance Placement: Placement: Follows the Appreciation for the Offer in the First Paragraph Clearly state that you accept the position that was offered to you Clearly state that you accept the position that was offered to you

7 What to Include: 3. Reaffirmation of Employment Conditions Placement: Placement: Within the body of the letter, in the paragraphs following the first paragraph Restate the conditions of your employment: These should be pre-determined and accepted by both parties. Restate the conditions of your employment: These should be pre-determined and accepted by both parties. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position.

8 Can I still negotiate job conditions in my acceptance letter? Any issues or job details that may be negotiable, should not be addressed for the first time in a job acceptance letter. Any issues or job details that may be negotiable, should not be addressed for the first time in a job acceptance letter. When accepting a position, the applicant should have a complete understanding of the position and related details. When accepting a position, the applicant should have a complete understanding of the position and related details. It is not appropriate to address serious issues or concerns after accepting a position. It is not appropriate to address serious issues or concerns after accepting a position. The applicant should discuss any questions or concerns he/she may have with the employer before accepting a job offer. The applicant should discuss any questions or concerns he/she may have with the employer before accepting a job offer.

9 Placement: Place after the Reaffirmation of Employment Conditions and before closing Placement: Place after the Reaffirmation of Employment Conditions and before closing Possible information to request: Possible information to request: Starting date of employment Starting date of employment Where to go? Where to go? Who to contact? Who to contact? What to Include: 4. Instructions Based on Employment or Notices

10 A Winners Attitude: Tone The tone is the writers attitude toward the reader and the subject of the message. The tone that the writer uses will affect the way the message of the letter is conveyed and how effectively the reader will understand and act upon this message.

11 What kind of tone should I use? Write confidently---but not too confidently Write confidently---but not too confidently Be courteous and sincere Be courteous and sincere Use nondiscriminatory language Use nondiscriminatory language Stress the You Attitude Stress the You Attitude Utilize an appropriate level of difficulty Utilize an appropriate level of difficulty

12 Tone: Writing with Confidence An employer will welcome a confident attitude and a self- assured personality. An employer will welcome a confident attitude and a self- assured personality. However, an over-confident attitude may affect the way a message is perceived. It may sound arrogant or presumptuous. However, an over-confident attitude may affect the way a message is perceived. It may sound arrogant or presumptuous. For Example: NOT: I am a valuable addition to your team and will meet and surpass your expectations. INSTEAD: I look forward to joining your team and striving to meet and surpass the job expectations.

13 Tone: Courteous & Sincerity When writing a job acceptance letter an applicant must show their appreciation for the offer in a way that is sincere When writing a job acceptance letter an applicant must show their appreciation for the offer in a way that is sincere For Example: NOT You are truly wonderful for offering me such a prestigious position. INSTEAD Thank you for offering me a Sales Representative position.

14 The applicant should never use language or convey a message that discriminates against any group or individual. The applicant should never use language or convey a message that discriminates against any group or individual. It is unprofessional to exhibit prejudicial behavior or to stereotype individuals. It is unprofessional to exhibit prejudicial behavior or to stereotype individuals. Tone: Use Nondiscriminatory Language

15 Emphasize the employer and company interests rather than the interests of the writer Emphasize the employer and company interests rather than the interests of the writer For Example: NOT I hope to gain valuable experience as a Sales Representative at Forest Foods International. INSTEAD As a Sales Representative, my objective is to maximize client relations. Tone: Stress the You Attitude

16 The text and message in the letter should match the readability and knowledge level of the reader The text and message in the letter should match the readability and knowledge level of the reader For Example: An acceptance letter for an internship position in Aviation Administration: NOT I look forward to learning about airplanes. INSTEAD I look forward to learning about the manufacturing of aircraft and engines and working with marketing divisions of various airlines. Tone: Utilize an appropriate level of difficulty

17 A Winners Gameplan: Format Block Form Block Form Components Components Personal Address Personal Address Recipient Address Recipient Address Salutation Salutation Body Body Closing Closing Signature Signature Notations Notations Size 12 Fonts Times New Roman Helvetica Arial Garamond

18 The Job Acceptance Letter Model g Date First and Last Name Their position/title Company Name Address City, State, Zip Code Dear Ms./Mr./Dr. Last Name, The first paragraph of your job acceptance letter should contain your appreciation for the offer. This will reaffirm the offer. In addition, include a statement of acceptance that clearly states that you accept the position. Reiterate the position/job title/responsibilities at ______ company, and on what basis: Full-time, Internship, Part-Time, Semester Basis, etc… In the body paragraph, include a reaffirmation of employment conditions. In other words, you are restating the conditions of your employment. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position. In addition, in the body paragraphs request instructions based on your employment. If necessary, ask when you will began employment, if there is any additional information needed, or if you need any new contact information. This is part of the preparation for your employment, it shows that you are organized and detailed-oriented. Your conclusion should briefly thank your employer again for the offer. Show your excitement and interest to begin a new job with their company. Sincerely, Your Signature (handwritten) Your First and Last Name (typed)

19 And the Race Goes On…. Off to Work you GO!

20 Where can you go to find extra help on your job acceptance letter? Purdue University Writing Lab Heavilon 226 Grammar Hotline: (765) Check our web site: edu edu brief questions: edu edu Help with drafting, revising, and editing your resumes and cover letters Purdue University Writing Lab


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