Offer acceptance can be termed as the agreement that is signed by the employee and the employer while agreeing on the terms and conditions of the job role. In the offer acceptance, a letter is generated listing out all the necessary settlements on which the employee and the employer is agreed.
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What is an Offer Acceptance?
Offer acceptance can be understood as a contract. In this contract all the terms and conditions with respect to the employer and the employee are mentioned. It is given to the employee before onboarding to make sure that everything is settled before the employee is aware of their job description.
The employer puts all the settlement factors that were discussed with the employee during the interview. The letter has all the information with respect to the job role. A good offer acceptance is transparent, has clear instructions and considerations of all the necessary employers.
Benefits of Offer Acceptance Letter
An acceptance offer letter acts as a pact between the employee and the employer. It serves following benefits for them,
- Clarification of terms and conditions: An offer acceptance letter contains all the necessary details building the foundation of the career of an employee. It has all the important terms and conditions that are settled by the employee and the employer together.
- Legalized contract: When a person has everything in written, it sets itself as a proof in case of any misunderstanding in future. An offer acceptance legally binds the employee and the employer to follow the agreement.
- Setting expectations: An offer acceptance letter sets the expectations for both the employee and the employer. They are compelled to work in a specific manner and follow the pact as agreed.
- Demonstrate professionalism: When a proper letter is generated stating all the norms and terms and conditions, it shows how professional the work culture of an organization is. It also shows that the company is strict with their rules and regulations.
- Future reference: An offer acceptance letter can be used as a reference for the future job applications. As an HR you can use this as an opportunity to showcase your attention to details and writing skills while generating an offer acceptance letter.
How to Generate an Offer Acceptance Letter?
A good offer acceptance letter is the one that has transparency, clear instructions and considerations. To generate a concise offer letter, it has to be:
- Welcoming: An offer acceptance letter should be welcoming to an employee. It should start with immense pleasure and enthrallment.
- Clear and crystalline: The letter should have all the instructions and terms stated in an absolute clear manner to be fair with the employee.
- Informative: The letter should be informative and descriptive about the job role. It must have all the necessary details like job role name, designation, reporting time, CTC, company policies, etc.
- Formally written: An offer acceptance letter should be written formally with proper format and language. It must contain company policies.
Offer Letter Considerations
Let us see how to write a magnificent offer acceptance letter.
- Date: Mention the date on which the letter is generated on the top left corner of the letter.
- Start off with a salutation: Write salutation at the start of the letter. You can write “dear” which is the most used one.
- Words of affirmations: Express delightfulness and ecstasy in the beginning like “we are excited to inform you that…”.
- Writing about job role: Mention the job role name, designation, time period (in case of a contract-based job), CTC, reporting date and time, on-job training start date.
- Annexure: To avoid the long baggage in the start of the letter, you can divide the information such as breakout of CTC, company expectations, job description, company policies, leave and attendance information, in a different part usually known as an annexure.
- Signature, date and time: End the letter with leaving space for the applicant to write date, time, signature and place.
These are the mandatory points that must be there in the letter, rest you can add more to it.
Conclusion
An offer acceptance letter is a written trust for the employee that you are willing to take them up with their skills and qualifications. Losing this point can turn off the employees’ interest in the job. This Gartner report shows the survey in which it is found that within the period of 12-month half of the candidates have accepted the job offer and then backed off even before starting the job.
Ensuring a great beginning of an employee is a responsibility of the employer.
I hope we illumined your knowledge with this constructive and informative article. We’ll keep bringing in more for you! Till then keep reading, keep thinking and keep HRing!
Frequently Asked Questions (FAQs)
1. What is an offer acceptance?
An offer acceptance is termed as an agreement between the employee and the employer that states all the terms and conditions with respect to the job role. All the relevant information regarding the job role for example job title, job description, CTC, company policies, are mentioned in the offer acceptance letter.
2. In what forms an offer acceptance can be written?
An offer acceptance can be in following forms:
- An offer acceptance email: In this format, offer acceptance is sent in the form of an email to the mail address of an employee stating all the necessary information. It is a great way of saving time, money and efforts of the employer.
- An offer acceptance letter: It is a traditional approach where a letter is generated and sent to the employee via post. It is not economical as compared to an offer acceptance email.
3. How to write a good offer acceptance letter?
To write a good offer acceptance letter,
- It should have all the important points regarding the job role.
- It should have a clear and concise language.
- It should be in a positive tone.
- It should have the information related to the reporting of the employee.
- It should have signature of the employer.