The Hindu Business Line : Accepting a job offer

While it is important to stay professional when you are saying ‘no’ to a job offer, it’s equally important to clarify all the terms before you show up for the company’s induction programme. Writing a professional acceptance letter or e-mail is the best way to achieve this goal. Here are some things that you must keep in mind while saying ‘yes’ to a job offer.

Start well: The acceptance letter is a fairly simple and pleasant letter to write. In the first paragraph, thank the company for the offer and directly accept the position stating the proposed date of joining.

Restate the fine print: Next, restate the terms and conditions as you understand them. These are points that you must have discussed during the negotiation stage. They may include salary, location, benefits or other items. Restate any other instructions you were given in the job offer. These might include the date that you will begin working or the hours you would be working. It is extremely important to restate these details because they provide documentation of an understanding between you and the company before an actual contract is signed.

Ask for clarifications: If there are some terms and conditions that you do not understand, ask for a clarification. It’s better to gain absolute clarity than regret later. Watch out for benefits such as insurance, medical claims and leave policy and make sure that they meet your expectations.

Keep it short: The company already realises your value and that’s why they made you an offer, so don’t tout your credentials and accomplishments. Keep your letter short and sweet. Any exaggeration about your accomplishments at this stage would leave an unpleasant taste in your prospective employer’s mouth.

End on a positive note: Finally, end with a statement of your happiness at the opportunity to join the company. Be thankful and courteous, watching your tone so as not to sound too overconfident. When you hear from the employer, save a copy of the letter or e-mail as a draft. This will come in handy if you run into trouble with any agreed terms in the future.

Here’s a sample letter:

Dear Mr Sharma,

Thank you for offering me the position of marketing executive. I would be willing to join the organisation effective (date). I would like to restate the following terms and conditions:

As agreed, the total CTC (cost to the company) would be Rs 2 lakh per annum.

I would be based out of Mumbai and would be provided relocation expenses.

The company would offer me boarding and lodging for the first 15 days.

I would be entitled to performance-based bonuses after six months of probation.

I would request a clarification on the following:

The medical insurance policy offered to the employee and dependent family members.

The annual leave and carry forward policies.

Please let me know of a convenient time to call you and discuss the same.

Looking forward to joining the team at (Name of the company).

Yours sincerely,

(Your name)

(Telephone number)