How to Write a Company Acceptance Letter

A company acceptance letter is written when one company accepts some kind of proposal from another company. This correspondence usually takes place between the representatives of both the companies. The purpose of sending this letter is to let the receiving party know that their proposal has been accepted. The acceptance can be for a new project, supply of goods or insurance carrier. It is important that the letter is written in a professional tone and no mistakes are made. The below given steps will guide you on writing a company acceptance letter. The pattern of this letter is very much like other formal letters.

Instructions

  • 1

    Getting Started: Sender’s Information

    It is mentioned at top left corner of the page and contains the following details:

    - Sender’s Name
    - Designation
    - Company’s Name
    - Complete Address
    - City & Zip Code

  • 2

    Date

    This is the date of writing the letter and is mentioned with one line space after the above information is written. The format for writing is;

    DD/MM/YYYY

  • 3

    Recipient’s Information

    After the date, it is the recipient's information which is mentioned in the following way.

    - Recipient’s Name
    - Designation
    - Company’s Name
    - Complete Address
    - City & Zip Code

  • 4

    Subject

    The subject of the letter should simply give a hint of what is contained in the letter. Besides, it should always be BOLD & UNDERLINED.

  • 5

    Salutation

    The recipient is addressed here with his/her last name such as Mr. /Ms. /Mrs. (LAST NAME). If the name of recipient is not known, then it is good to write TO WHOM IT MAY CONCERN.

  • 6

    Main Letter Content

    Main content of a company acceptance letter is composed of no more than two paragraphs. The opening paragraph first introduces the sender along with the reason for writing the letter. After that, the letter mentions the acceptance of the proposal followed by any reasons pertaining to acceptance. In the next paragraph the sender praises the company and the services it has been providing over the years.

  • 7

    Conclusion

    The letter is ended with a courteous statement indicating hope for good business relationships in the coming future.

  • 8

    Valediction

    Write appropriate valediction after the concluding statement which may be Yours Faithfully, Yours Sincerely or simply Regards.

  • 9

    Signature

    The letter is to be signed by the sender after Valediction. The signatures are supposed to be right below the valediction.

  • 10

    Name of Sender again

    The sender is supposed to mention his/her name right after the signature, followed by his designation and the company’s name.

  • 11

    Sample of Company Acceptance Letter

    Michael William
    Chief Finance Officer
    Mayfair Electronics
    2344244, Dangjdu Avenue
    Cygmalion, Daegu 4624

    Date: 26-06-2012

    Harry James
    Chief Administrative Officer
    SBS Industries
    54445, Riders Street
    Prianda, Lualua 4940

    Subject: ACCEPTANCE OF PROPOSAL

    Sir,

    I am writing this to you on behalf of Mayfair Electronics in regards to the business meeting we had last week dated June 20, 2012. On behalf of the company, I am thankful for the business proposal that your company came up for our organization. Hence, it is my pleasure to inform you that after going through your company’s profile and other particulars, our company has decided to accept your business proposal.

    It is worth-mentioning here that this decision was made keeping in view various facts and figures. One of such fact was the immaculate reliability of your company together with the excellent services that you have been providing over the years.

    Mayfair Electronics is looking forward to a very good businesses relationship with SBS Industries.

    Yours Truly,

    (SIGNATURE)

    Michael William
    Chief Finance Officer
    Mayfair Electronics

  • 12

    Template of Company Acceptance Letter

    Sender’s Name
    Designation
    Company’s Name
    Complete Address
    City & Zip Code

    Date: (DATE OF WRITING THE LETTER)

    Recipient’s Name
    Designation
    Company’s Name
    Complete Address
    City & Zip Code

    Subject: (SHOULD BE BOLD & UNDERLINED)

    Sir,

    I am writing this letter to you (INTRODUCE THE COMPANY AND MENTION THE REASON FOR WRITING THE LETTER). On behalf of (WRITE YOUR COMPANY'S NAME) I am thankful for (THANK THE COMPANY FOR THE BUSINESS PROPOSAL, QUOTATION ETC IT SENT YOU). Hence, it is my pleasure to inform you that (MENTION THAT THE BID/PROPOSAL/QUOTATION HAS BEEN ACCEPTED)

    It is worth-mentioning here that (DESCRIBE THE REASONS FOR WHICH IT WAS ACCEPTED).

    We are looking forward (END THE LETTER WITH A POSITIVE NOTE)

    (VALEDICTION),

    (SIGNATURE)

    (NAME OF SENDER)
    (DESIGNATION OF SENDER)

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