What is an Acceptance Letter? Where to use it?
An Acceptance Letter is the one that is written to either accept a job offer or resignation or promotion. The reason in the Acceptance Letter should be specified to clearly indicate what is the acceptance for. An Acceptance Letter can be given both by a superior or a subordinate depending upon what it is being given for. For example, if a resignation letter is being given to a superior by a subordinate, then the superior will give her/his subordinate an Acceptance Letter – acceptance of the resignation. If an employee is being promoted, then the subordinate gives the Acceptance Letter to her/his superior accepting the promotion.Since an Acceptance Letter is an official one, it should be very crisp, to the point and should clearly indicate what is being accepted. It should be addressed to the person whose request of any kind is being accepted. The date from when the Acceptance Letter is effective should be very evident from the letter. To avoid any confusion in communication, it should not have any casual language written in it.
DOS AND DON’T’S OF ACCEPTANCE LETTER
An Acceptance Letter is an official one so the language should also be official and should not sound in any way personal
No efforts should be made to antagonize the individual whose request is being accepted
The letter should be short and crisp as long letters lose their importance
The date on which the Acceptance Letter is being given should be very clearly and prominently mentioned on the letter
If the acceptance is being given for a resignation then the date from when the resignation is being accepted should also be clearly indicated on it
Since an Acceptance Letter is an official one, it should always be on a company letter head
Copies of this letter should be kept in the employee’s personal file and should also be displayed on the employee notice board to ensure that the existing employees are aware of any new developments in the organization. This confirms open communication between the organization and the existing employees
SAMPLE ACCEPTANCE LETTER
Ms/Mr. ______________
Address
Date: ___________
Subject: Acceptance of resignation
Dear Ms/Mr. ____________
This is to inform you that I on behalf of the organization have accepted your resignation with effect from ________ (date). As requested by you, we will relieve you of your services on ________ (date of relieving as has been mutually agreed).
We would request you to please hand over charge to Ms/Mr. __________ well before you leave to ensure a smooth transition.
We thank you for your contributions towards the growth of the organization and wish you all the very best in your future endeavor.
Best regards,
_______________ (Signature)
_______________ (Name)
_______________ (Designation)
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