How to Write An Acceptance Letter

An acceptance letter is a formal document that someone sends to others as a positive response of their invitation, offer, or request. The main objective of an acceptance letter is to notify the receiver of an affirmative decision. Therefore, it is always better to keep an acceptance letter fairly short and to the point, writing about the relevant things only.

This professional response serves as a rough contract as you are accepting the proposal or request etc. Make sure to follow a standard business format while writing an acceptance letter. You really have to be very polite throughout the letter.


  • 1

    Start the acceptance letter by writing down your (sender) complete contact information on the left hand corner of the page. Start with your full name followed by your designation, company name, address, City, State, Zip code, contact number an email address. However, if you are responding to informal invitations like wedding invitation, then you have the choice to skip your designation.

    (Sender’s Name)
    (Sender’s Address)
    (Sender’s City, State, Zip code)
    (Sender’s Phone Number)
    (Sender’s Email Address)

  • 2

    Leave one space down and write the exact date of writing the letter. Follow the DD/MM/YYYY format for writing the date on your acceptance letter.

  • 3

    Again, leave down one-enter space and write the contact information of the receiver just below it. Write his or her name followed by address, City, State, and Zip code.

    (Receiver’s Name)
    (Receiver’s Designation)
    (Receiver’s Address)
    (Receiver’s City, State, Zip code)

  • 4

    Write the salutation along with the surname of the receiver. Like, "Mr. John" or "Mrs. Goodley” or MS. Roma."

  • 5

    Begin the body of your acceptance letter by identifying what it is you are accepting. Make sure to keep the introductory paragraph very simple and to the point. It is better not to exceed 3 to 4 lines.

  • 6

    In the second paragraph, make sure to restate the terms and conditions in the way you understand them and accept them with open heart. You can restate about the terms and conditions like salary package, job expectations, starting date, benefits, the timing, and venue of the event, location, appointments, hours etc.

  • 7

    Conclude your acceptance letter by going over again that you literally acknowledge being offered what you are accepting.

  • 8

    Write a closing salutation like “Truly Yours,” "Yours faithfully," or “Yours Faithfully” etc, just below the third paragraph, one space down.

  • 9

    Leave 3 to 4 spaces directly under the closing salutation and sign your handwritten name. It is better to use either black or blue pen for this purpose as red is not appreciated in professional environment.

  • 10

    Write your typed name just below your handwritten signature and simply send it.

  • 11

    Acceptance Letter Format

    (Your / Sender Name)
    (Your / Sender Address)
    (Your / Sender City, State, Zip code)
    (Your / Sender Phone Number)
    (Your / Sender Email Address)


    (Receiver’s Name)
    (Receiver’s Designation)
    (Receiver’s Address)
    (Receiver’s City, State, Zip code)

    Dear Mr. / Ms. / Mrs. (surname of the receiver)

    Keep the introductory paragraph of the letter simple and targeted, clearly writing about the aim of the letter within two to three lines.

    Then, in the second paragraph of the letter, provide more details about why you are writing the letter. You can elaborate the terms and conditions of the situation as well.

    In the following paragraph, conclude your letter with appreciating or acknowledging the services or contributions of the receiver. Like, in retirement acceptance letter, you can thank the concerned person for serving your company for a specific period of time.

    Yours faithfully / Yours Sincerely / Respectfully yours

    Your (Sender) handwritten signature

    Your (Sender) typed name

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