About Acceptance Letters
An offer for a job or an acceptance to a college can be exciting news for anyone pursuing a career. Sometimes the acceptance is not clear, and you need further explanation. Sometimes the offer is exactly what you are looking for, so you need to respond promptly. Whatever the reasons for writing an acceptance letter, the purpose is to confirm the offer and confirm the understanding of the offer. Writing an acceptance letter is a formality, which should follow a specific style.
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Format the Letter
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Set the letter up in block-style format. This is the usual business format. At the top, include your return address, the date, and the address of the company or school. The greeting should be to the individual who sent you the letter. Skip two lines from the date to the inside address and two lines from the inside address to the greeting.
First Paragraph
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In the first paragraph, thank the individual or company for the offer. The next sentence should be the acceptance. Include a brief description of the offer. Keep these sentences brief and formal.
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Second Paragraph
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The second paragraph is the documentation of the offer. Restate the specifics of the offer. This should include all details and provisions such as the salary, starting dates, and benefits. For the student accepting an offer at a college, this may include grants and specific deadlines for acceptance. This paragraph is the most important part of the letter, because it is the agreement between two parties before you sign a contract or other documents. If there is any confusing information, this is the time to ask for clarification.
Conclusion
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The last paragraph of the letter is to show your appreciation for the offer. The tone is gratitude, but it should not be overconfident. Keep this paragraph brief. Two to three sentences is appropriate. End the letter with a complimentary close such as "Sincerely."
Review
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Before sending the letter, go over it for spelling, mechanics, and grammar errors. Make sure the letter includes all the provisions of the offer. Check the tone of the letter to assure that it is gracious and formal. The font should be Times New Roman or a similar font. Avoid any unusual fonts. Keep the font size at 12.
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Resources
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