An Acceptance Letter is written to accept a job offer, resignation, or promotion. The reason in the Acceptance Letter should be specified clearly to indicate what is the acceptance for. An Acceptance Letter can be given both by a superior or a subordinate depending upon what it is being given for. For example, if a resignation letter is being given to a superior by a subordinate, then the superior will give her/his assistant an Acceptance Letter – acceptance of the resignation. If an employee is being promoted, then the subordinate gives the Acceptance Letter to her/his superior accepting the promotion. An acceptance letter is written as an acknowledgment of accepting a job/ responsibility.
Since an Acceptance Letter is an official one, it should be very crisp, to the point and should indicate what is being accepted. It should be addressed to the person whose request of any kind is being received. The date from when the Acceptance Letter is valid should be very evident from the letter. To avoid any confusion in communication, it should not have any casual language written in it. The letter should also have a conclusion that relates to further actions that need to be affected.
Tips On Writing An Acceptance Letter
An Acceptance Letter should be formal as it is an official document.
The letter should be short, and to the point, as long letters lose their importance.
The date on which the Acceptance Letter is being given should be very clearly and prominently mentioned in the letter.
If the acceptance is being granted for a resignation, then the date from when the resignation is being accepted should also be indicated on it.
Since an Acceptance Letter is an official one, it should always be on company letterhead.
Copies of this letter should be kept in the employee’s personnel file and should also be displayed on the employee notice board to ensure that the existing employees are aware of any new developments in the organization. This promotes open communication between the organization and the current employees.
Acceptance Letter Template
Use our free Acceptance Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Letter Accepting Your Resignation.
Dear Ms/Mr. ____________
This is to inform you that I, on behalf of the organization, have accepted your resignation with effect from ________ (What is the Date of Relieving).
We would request you to please hand over the charge to Ms/Mr. __________ (What is the Name of the Replacement Employee) well before you leave to ensure a smooth transition. Also, the organization would require you to meet with the Human Resources Director for the settlement of severance payments and other compensations that may be due to you for having been an employee for five years. On behalf of the organization, I would like to request you to participate in an exit interview scheduled on _______ (date, time and venue).
We thank you for your contributions towards the growth of the organization and wish you all the very best in your future endeavors.
Thank you.
Yours truly,
________________
Name and Signature
Sample Letter
The following is a Sample of an Acceptance Letter.
From,
Courtney Dale
Head of Finance
Card Creature Enterprises
Date: DD/MM/YYYY
To,
Declan Lord,
95 Rhosddu Rd,
FERNILEE,
SK12 8LJ,
Scandinavia.
Subject: Acceptance of Resignation
Dear Mr. Declan Lord
This is to inform you that I, on behalf of the organization, have accepted your resignation with effect from DD/MM/YYYY.
We would request you to please hand over the charge to Mr. Cadury Staton well before you leave to ensure a smooth transition. Furthermore, please meet with Ms. Lalita Mukherji from the Human Resource department at the soonest for discussion on your severance pay and exit interview.
We thank you for your contributions towards the growth of the organization and wish you all the very best in your future endeavors.
Thank you.
Yours truly,
Courtney Dale
Head of Finance
Email Format
The following is the Email Format to be followed for an Acceptance Letter.
To: JosephBennett@dayrep.com
From: SeanWilliams@dayrep.com
SUBJECT: Acceptance of Resignation
Dear Mr. Sean Williams
This is to inform you that I, on behalf of the organization, have accepted your resignation with effect from DD/MM/YYYY. I request you to kindly meet with the Human Resource Supervisor to discuss the final terms of the termination of your employment.
We would request you to please hand over the charge to Ms. Irene Bonsoir well before you leave to ensure a smooth transition.
We hope you had a pleasant experience working with our organization. We thank you for your contributions towards the growth of the organization and wish you all the very best in your future endeavors.
Thank you.
Best Wishes,
Joseph Bennet
Head of Operations,
Fly Marketing Pvt. Ltd.
