Writing a Proposal Acceptance Letter [with Sample]

Even if you accept a job proposal over the phone, it’s still a good idea to take the time to write a job proposal acceptance letter in order to corroborate the details of the job and to officially accept the presented job offer.

If you accept a job proposal from an organization or company, it’s respectful to let the organization know whether or not you intend to accept the job offer at hand. The ideal way to go about this is to write an official acceptance letter.

This not only shows your gratitude, but is considered a great way to facilitate a solid relationship between yourself and the company. 

Therefore, it’s important that you know how to construct a well-written letter that shows your professionalism and appreciation of the offer.

Here are some useful tips and ideas on how to make your letter effective as well as appreciated by the recipient.

Content And Format

A professional and official proposal acceptance letter needs to have around three paragraphs overall. 

Open your letter by stating that you accept the company’s proposal and then provide all the necessary details surrounding the acceptance.

Also, provide your contact information in case any further discussion is required. Close your letter with the proper expression of gratitude for the company’s cooperation concerning the proposal. 

Pay special attention to both your spelling and grammar and sign and date your letter in the appropriate places as well.

Company To Company

If you’re accepting the proposal on behalf of your company, the letter will be written from one person in authority to another since only an authoritative individual can actually decide whether or not to accept or reject the proposal.

Most companies have the premise that two heads working on a particular project are better than one. The more thinkers involved, the more likely the project will succeed. 

This is precisely why companies always like to receive proposal letters from either their own workers or outside guests who don’t work for their organization but nonetheless still have great business proposals.

After receiving the proposals, these organizations usually respond very quickly in order to show the individual that their views are very important. 

Sending a formal acceptance letter is crucial to effectively maintain long-term relationships with proposal presenters or customers.

General guidelines on how to write an official proposal acceptance letter:

  • For most companies, this is a formal letter and is written on a regular basis. Therefore, it’s a good idea if it’s created on the company letterhead rather than simply handwriting it. In doing so, the letter will convey a sense of professionalism and the recipient will take it very seriously.
  • Use the correct salutation at the beginning of your letter when addressing the recipient such as “Miss Moore” or “Mr. Smith”.
  • Before you get to the actual point of the letter, quickly thank the company with a few meaningful words of appreciation that they took the time and effort to suggest the proposal and submit the idea to your organization. If the proposal concerns only you as an individual, then be sure to thank them as well.
  • Next, tell them that their proposal is accepted by you or your company directors and that you look forward to working with them on the project. Also, if there are any errors in the proposal, be sure to mention them in your acceptance letter and offer any ideas you may have on how to correct them.
  • Mention any conditions you want them to agree with you on so that both you and the company can have a clear goal concerning the future of your project. Also, you can discuss the details of your salary and/or any benefits as well.
  • Close the letter with a sincere thank you and tell them how happy you are that the two of you are going to be working together.

Be sure to include your phone number and general contact information, even though they already have it on file. This will save them a few steps and time if they need to immediately contact you.

Make sure your acceptance letter is free from any grammatical mistakes and doesn’t contain any typos or the use of slang. 

Although you’ve already been offered the position, it’s still important to be sure that all of your correspondence is completely professional.

Sample Proposal Acceptance Letter

Jane Bloomberg
43 North Street
Jacksonville, TX 54321
(123) 434-4444

May 8, 2022

Dear Mr. Hill,

As we discussed earlier over the phone, I am very grateful and excited to accept the job of Administrative Director with Keystone Designers. 

I want to first thank you for this amazing opportunity and look forward to working with your team.

Like we previously discussed, my starting salary is $52,000. My benefits, including life and health insurance, will be provided to me following 120 days of employment.

I am eager to start working with you on June 30, 2022. If you need to contact me for any additional paperwork or information before June 30, please call or email me to let me know.

Again, I look forward to working with your team and greatly appreciate the opportunity. Thank you.

Jane Bloomberg