How to Write a Proposal Acceptance Letter

Reading the above title may perhaps let you feel that now proposals for marriage will be accepted by a means of a letter written in response to the proposal. The reader may not be wrong in thinking so, as it may be the case nowadays. Nevertheless, here the proposal acceptance letter means a letter that one company sends to another company to express acceptance and appreciation for their proposal. Hence, while writing this letter it is important to choose right words as it will have an influence on the next party with whom you are planning to carry out business in near future.

Instructions

1

Beginning the Letter

The starting of the letter is very much similar to other formal or business letters. You (sender) mention your name at the top left corner of the page followed by your designation, name of company, complete address, City, State, Zip code, phone number, and email address.

(Your /Sender’s Name)
(Your /Sender’s Designation)
(Your /Sender’s Company name)
(Company address)
(City, State, Zip code)
(Your /Sender’s Phone Number)
(Your /Sender’s email address)

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2

Date

After mentioning the sender’s information leave one line gap and write the date of the letter in the DD/MM/YYYY format.
3

Recipient’s Information

After writing the date and sipping one-line space, the information of the recipient is mentioned. Write the full name of the concerned person in the next company followed by his or her designation, department, company name, address, City, State, and Zip code.

(Recipient’s Name)
(Recipient’s Designation)
(Recipient’s Department)
(Recipient’s company name)
(Recipient’s company address)
(City, State, Zip code)
4

Salutation

Here the sender addresses the representative of the other company by simply writing Dear Mr. / Ms. / Mrs. followed by his or her Surname.
5

Main Content

The content of the letter is spanned over two to three small paragraphs. In the first paragraph, the sender company formally informs the other company about the acceptance of their business proposal. Besides, the reasons pertaining to acceptance are also specified along with some appreciation and eagerness for working together. The second paragraph contains some directions for the other company such as the terms and conditions for doing business together. Finally, in the third paragraph the name of concerned person is mentioned who would be responsible if there is a query or concern.
6

Closing the Letter

Since the proposal acceptance letter happens to be a highly official one, it is better to close it with a courteous sentence that shows acknowledgement for the next company.
7

Valedictions and Signing

Close the letter with appropriate valedictions such as Yours Faithfully, Yours Sincerely, and Regards. After that, sign the letter followed by your typed name.
8

Sample proposal Acceptance Letter

Michael Williams
Chief Finance Officer
Infospan Inc.
31878 Del Obispo Street, Suite 118
San Juan Capistrano
California
0044-2362726272
micheal21.williams@infospan.com

April 3, 2012

Harry James
Manager- Sales & Marketing
Technolistic Sales Corporation Pvt. Ltd
Vista, CA 92083,
United States

Dear Ms. Thomson,

I am pleased to let you know regarding the acceptance of proposal received on March 15, 2012 from Technolistic Sales Corporation Pvt. Ltd. The offer you made seems very much suitable with our company Infospan Inc. and we are agreeing to work with you on offered standards. We highly appreciate you for the proposal as we have longed waited for this offer.

Before we start working on the proposal, a few clarifications are needed from your side along with some important documents to prepare effective work strategy that best suits both companies. You are thereby requested to mail us the required documents including details of your products at the earliest possible.

In case if there is any query or concern, kindly shoot an email at micheal21.williams@infospan.com. Once again we appreciate you for considering us suitable for your valuable proposal. We are anticipating a long-term business relation.

Yours faithfully,

Michael Williams
9

Template proposal Acceptance Letter

(Your /Sender’s Name)
(Your /Sender’s Designation)
(Your /Sender’s Company name)
(Company address)
(City, State, Zip code)
(Your /Sender’s Phone Number)
(Your /Sender’s email address)

Date

(Recipient’s Name)
(Recipient’s Designation)
(Recipient’s Department)
(Recipient’s company name)
(Recipient’s company address)
(City, State, Zip code)
Dear Ms. (SURNAME OF THE RECIPIENT)

I am pleased to let you know regarding the acceptance of proposal received on (WRITE THE RECEIVING DATE OF THE PROPOSAL) from (WRITE THE FULL NAME OF THE RECIPIENT COMPANY). The offer you made seems very much suitable with our company (WRITE THE NAME OF YOUR (SENDER) COMPANY). and we are agreeing to work with you on offered standards. We highly appreciate you for the proposal as we have longed waited for this offer.

Before we start working on the proposal, a few clarifications are needed from your side along with some important documents to prepare effective work strategy that best suits both companies. You are thereby requested to mail us the required documents including details of your products at the earliest possible.

In case if there is any query or concern, kindly shoot an email at (WRITE YOUR (SENDER) EMAIL ADDRESS). Once again we appreciate you for considering us suitable for your valuable proposal. We are anticipating a long-term business relation.

Yours faithfully,

(YOUR FULL TYPED NAME)

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