How To Write A Letter Accepting A Job Offer

Accept the offer in writing within 24 hours. Thank the hiring manager sincerely. Confirm job title, location, and salary. State your start date clearly. Keep it professional and brief. Sign with your full name.

The Letter Employers Expect

This letter seals the deal. It tells them you said yes. It’s not your CV again. It’s not a long story. It’s a formal yes.

I’ve seen it save candidates. I’ve seen lack of it confuse HR. Especially in Nigeria today. Many firms send offers by email. Some still use printed letters. Banks like GTBank and Access Bank use email. Federal ministries still use paper.

Your acceptance becomes part of your file. HR will reference it later. Payroll will use it too. So keep it clear. No stories. Just facts.

This isn’t legal advice. For labour law questions, check the Federal Ministry of Labour and Employment official guidance. Or speak to a qualified employment lawyer. What I give here is practical guidance.

Who Needs This Letter In Nigeria

If you got an offer, you need it. Doesn’t matter the level.

Fresh graduates with PPA offers after NYSC
Bank trainees for First Bank, Zenith, UBA
Teachers for private schools in Aba or Lagos
Nurses for federal medical centres
Admin officers for state civil service
Tech hires for startups in Yaba
Contract staff for Dangote, BUA, or NNPC Limited
NYSC corps members accepting PPA retention

If they sent you an offer letter, reply with acceptance. Even if you already said yes on phone. Even if you said yes on WhatsApp. Put it in writing. I, David Atulegwu, insist on this. I’ve reviewed hundreds of cases where verbal yes caused issues.

Do You Need It For Small Businesses?

Yes. Even for that supermarket job in Ariaria. Even for that school in Umuahia. Written acceptance protects you. It stops salary confusion later.

When You Should Send It

Send it fast. But not rushed.

Within 24 hours if you’re sure.
Within 48 hours if you need to confirm details.
Before the deadline stated in offer letter.
Before resumption date given.

Don’t delay beyond 3 days. Employers move on quickly. I’ve seen Lagos firms replace slow responders.

If you need time, ask for it. Don’t go silent. Send a short note. Say you need 2 days. That shows respect.

For government jobs, timeline differs. Federal Civil Service Commission may give you 2 weeks. Lagos State Civil Service may give you 7 days. Always check the offer letter. And confirm via the Federal Civil Service Commission official portal for latest civil service procedures.

Information You Must Include

Keep it tight. Include only what matters. Every acceptance must have these.

Your full name as on offer
Job title exactly as offered
Department or unit
Company name and address
Salary and allowances as stated
Start date and resumption time
Work location, e.g., Victoria Island or Wuse II
Reference to offer letter date
Thank you statement
Clear acceptance sentence
Your signature and phone number

Don’t add new demands here. Don’t negotiate here. Negotiation should happen before.

Here’s a checklist I use when editing. It helps.

Item	Why It Matters	Example From Nigeria
Offer Reference	Shows you reply to correct offer	“Your offer dated 15th Sept, 2026”
Job Title	Avoids role confusion	Graduate Trainee, Audit – KPMG Lagos
Salary Confirmation	Prevents future pay disputes	Net N150,000 monthly as stated
Start Date	HR plans onboarding	Monday, 28th Sept, 2026, 8am
Contact Details	They can reach you fast	0803xxx xxxx, email address
Appreciation	Keeps relationship warm	Thank you for this opportunity

Step-By-Step: How I Write It

I’ve edited thousands. This flow works. It works for banks. It works for schools. It works for government.

Step 1: Read offer again. Note title, salary, location. Note deadline. Note who signed it.

Step 2: Use proper heading. Your name, address, phone, email at top. Then date. Then HR manager name, company name, address.

Step 3: Write subject line. Keep it direct. “Acceptance of Offer – Graduate Trainee Role.”

Step 4: Start with thanks. One line. Sincere. Short.

Step 5: Accept clearly. Use plain words. “I hereby accept your offer for…”

Step 6: Confirm key terms. List role, salary, start date. Don’t copy full offer. Just core terms.

Step 7: Mention documents. If they asked for credentials, say you’ll bring them. E.g., NYSC certificate, degree, guarantor form.

Step 8: Close warmly. Say you look forward to joining. Keep it professional.

Step 9: Sign. Full name. Signature. Phone number.

Step 10: Proofread. Check names. Check dates. Check spellings. One error can look careless.

For more real-world tone, I often point readers to this MyJobMag guide on accepting offers. And this Jobberman advice for Nigerian job seekers explains local expectations well.

Complete Nigerian Sample For Corporate Role

This is a real pattern we see. Use it for banks, consulting, tech, oil and gas.

—
Chiamaka Okafor
No. 12 Azikiwe Road, Aba, Abia State
0803 123 4567 | chiamaka.ok@email.com
19th September, 2026

The Human Resource Manager
Fidelity Bank Plc
Fidelity Towers, Ozumba Mbadiwe, Victoria Island, Lagos

Dear Sir/Ma,

RE: ACCEPTANCE OF OFFER AS CUSTOMER CARE OFFICER – ABA BRANCH

Thank you for your offer dated 17th September, 2026. I appreciate the opportunity.

I hereby accept your offer for the position of Customer Care Officer at your Aba Main Branch. I confirm the monthly gross salary of N180,000 as stated. I also note my resumption date as Monday, 29th September, 2026 by 8:00 am at the branch.

I understand the probation period is 6 months. I accept all other terms in your letter.

I shall come with my original credentials. This includes my degree certificate, NYSC discharge certificate, and valid ID. I shall also bring my guarantor’s form as requested.

Thank you again for this trust. I look forward to contributing to your team.

Yours faithfully,

(Signature)
Chiamaka Okafor
0803 123 4567
—

Short. Clear. Professional. No long grammar. HR loves this.

Alternative Sample For Government, School Or NYSC PPA

Government and school offers differ slightly. They often want more formality. They may ask you to accept via registry.

Here’s a second sample. For a teaching role or state ministry.

—
Emmanuel Udo
Block C, Ehimiri Estate, Umuahia
0706 987 6543 | emma.udo@email.com
19th September, 2026

The Executive Secretary
Abia State Universal Basic Education Board (ASUBEB)
Umuahia, Abia State

Dear Sir,

RE: ACCEPTANCE OF APPOINTMENT AS CLASS TEACHER

I write to acknowledge your appointment letter Ref: ASUBEB/REC/2026/144 dated 16th September, 2026.

I sincerely thank the Board for offering me the position of Class Teacher at Community Primary School, Umuahia North.

I hereby accept the appointment. I confirm my basic salary of N85,000 monthly as stated. I also confirm my resumption date as 30th September, 2026 at the Board’s headquarters for documentation by 9am.

I will present my original certificates. This includes First School Leaving, WAEC, NCE, and Local Government identification.

I am grateful for this opportunity to serve.

Yours faithfully,

(Signature)
Emmanuel Udo
—

This tone works for Federal, State, and Local Government. It also works for PPA retention letters after NYSC. Just change ref number. And change board name.

How To Submit It In Nigeria Today

Method depends on employer. Don’t assume one way fits all.

Email is now standard for private sector. Send PDF and paste body in email.
Hard copy for government. Submit at registry. Get stamped copy.
Portal upload for some banks and oil firms. E.g., NNPC Limited portal may require upload.
WhatsApp is not acceptance. It’s only informal notice. Follow with formal letter.

Always ask HR: “How should I submit acceptance?” That one question saves trouble.

Employer Type	Best Submission Method	What To Collect As Proof
New generation banks, fintech, startups	Email PDF to HR, copy hiring manager	Delivery receipt, HR reply
Federal Ministry, State Ministry, Teaching Hospital	Two printed copies to registry, one stamped for you	Stamped acknowledgement copy, file number
Private schools, SMEs, shops, clinics	Printed letter plus email or WhatsApp PDF	Signed copy by proprietor or manager
Multinationals, Dangote, BUA, Shell, TotalEnergies	Portal upload plus email to HR partner	Screenshot of portal submission, email trail

For email, use clear subject. E.g., “Acceptance – Chiamaka Okafor – Customer Care Officer Offer 17 Sept.” Attach as PDF. Name file well: “Chiamaka_Okafor_Acceptance_Letter.pdf”.

For printed, use white A4 paper. Print clean. Sign with blue or black pen. Keep copy.

I checked patterns across many Punch career column stories. Employers keep stamped copies as legal record.

What Happens After You Submit

HR will acknowledge. That’s first step. Then onboarding starts.

Here’s what usually follows in Nigeria:

You get confirmation email or call. They say “We received your acceptance.”
They send onboarding checklist. This includes medicals, guarantor form, account opening.
Banks may ask you open salary account with them. GTBank, Access, First Bank do this.
You may do documentation. Bring originals and photocopies. Some require 3 passport photos.
You get resumption instructions. Time, dress code, whom to report to.
For government, you may get posting letter. Or you go for capturing at IPPIS.
For NYSC PPA, your LGI may need copy for clearance.

Don’t resign old job until you have acceptance acknowledged. I’ve seen people resign too early. Then offer gets delayed. That hurts.

If salary account is required, ask HR which bank. Don’t open randomly. Some employers pay only via specific bank.

Common Mistakes That Cost People Jobs

I review letters weekly. Same errors repeat. Avoid these.

Accepting verbally only. No written record.
Writing too long. 2 pages for yes. Not needed.
Adding new salary demand in acceptance. That’s wrong timing.
Typos in manager name or company name. Very bad.
Wrong date or no date. HR needs date for filing.
No reference to offer date. Causes confusion.
Using slang or pidgin in formal letter.
Sending from funny email address. Use professional email.
Forgetting signature.
Accepting two offers at same time and ghosting one. It burns bridges.

Here’s how to fix them fast.

Common Mistake	Why It Hurts You	Better Approach I Recommend
No written acceptance	They can claim you never accepted	Always send email or stamped letter
Negotiating inside acceptance	Looks unprofessional and risky	Negotiate before you accept, not inside
Too much grammar, big words	HR skims, misses key info	Use 6-8 word sentences, be direct
Wrong email subject	Your mail gets lost in inbox	Use: Acceptance – Your Name – Role
Not keeping proof	You can’t prove you accepted on time	Keep stamped copy or screenshot

Frequently Asked Questions

Can I accept via email alone?

Yes for most private firms. That’s now normal in Lagos, Abuja, Port Harcourt. But for government, also submit hard copy. And keep stamped copy. That copy is your proof.

Should I include salary in acceptance?

Yes. Confirm it briefly. Write “I confirm gross salary of NXXX as stated.” Don’t add “I expect increase soon.” Keep it factual.

What if I want to negotiate before accepting?

Reply with appreciation first. Then ask for clarification. Say “Thank you. Can we discuss resumption time or allowance?” Keep it polite. Don’t say yes and then change terms. That breaks trust. Read more practical tips on salary negotiation tips for Nigeria before you reply.

Can I accept and later decline?

You can. But do it early and politely. Don’t ghost. Send withdrawal letter. Thank them. Explain briefly. In Nigeria’s tight job market, reputation matters. HR managers talk.

Do I need to notarize acceptance?

No. Not needed. Just sign. Notarization is for guarantor forms, not acceptance.

What if offer came via phone call only?

Ask for written offer. Say “Kindly send offer letter via email for records.” Once you get it, reply with acceptance. Don’t accept blind.

What if I lost my offer letter?

Contact HR immediately. Ask for resend. Don’t guess reference number. And check spam folder for email offer.

My Final Advice As Editor

I, David Atulegwu, have edited career letters for 7 years. Simple wins. Always.

Keep your acceptance to one page. One page only. Use simple English. Short sentences. Active voice.

Don’t overthink design. No need for fancy borders. No need for logo. Just clean text.

Send early. Keep proof. Prepare your documents. For NYSC, get discharge or exemption ready. For banks, get guarantor ready early. Guarantor is often senior civil servant or bank manager.

And one more thing. After you accept, prepare to resume. Buy simple office wears. Plan transport. In Aba, factor traffic to Osisioma. In Lagos, factor Third Mainland delay. Arrive early on day one.

You got the offer because they trust you. Confirm that trust in writing. That’s it.