How to Write a Business Acceptance Letter
In today’s world of business, it is very common to make business deals time to time. Business acceptance letters are formal and professional response to other organizations that offer you a business proposal. As a businessperson, there will be many opportunities for you to accept or reject business proposals. Anyhow, because of the corporate nature of some business matters, it is all-important to write a business acceptance letter whenever a deal is finalized. The tone of a business acceptance letter should be formal, succinct, direct, and factual. Your business acceptance letter is more or less a rough agreement with the other business party. Therefore, make sure that your business acceptance letter should be impressive and reflects your professional conduct. Additionally, use a standard font as fancy fonts are not professional at all and are often hard to read. This simple guide will help you to get an idea how to write a business acceptance letter. In addition to that, it provides you with a sample and template of the letter, so you can get idea from them and edit the template according to your requirement.
Instructions
-
1
Your (Sender) Contact Information
Make sure to use a standard business format when writing your business acceptance letter. Write your (sender) full name at the top left corner of the page followed by your designation, company name, address of office, city, state, zip code, phone number, and email address.
(Your/Sender Name)
(Your/Sender Designation)
(Company’s Name)
(Company’s Address)
(City, State, Zip code)
(Your/Sender Phone Number)
(Your/Sender Email Address) -
2
Write the date of business acceptance letter
Now, leave one line below your contact information and write the exact date of the business acceptance letter. You can follow either DD/MM/YYYY or the MM/DD/YYYY” format for the date of the letter. -
3
Recipient’s (Receiver) Contact Information
Skip one line below the date of the letter and write down the contact information of the recipient. Write the recipient’s full name followed by his or her designation, company name, office address, city, state, zip code, phone number, and email address. You can get the contact information of the recipient from the received business proposal.
(Recipient’s Name)
(Recipient’s Designation)
(Recipient’s Company Name)
(Company’s Address)
(City, State, Zip code)
(Recipient’s Contact Number)
(Recipient’s Email Address) -
4
Write Salutation
Address the letter to the individual who sent you the business offer letter one space down. Write a salutation that addresses the next party by his or her surname name, such as "Dear Mr. / Ms. / Mrs. ABC." -
5
Introductory Paragraph
Keep the introductory paragraph of the Business Acceptance Letter short. Thank the business party or entrepreneur at the other end who offered you the business proposal, and let them know that you formally accept their proposal. -
6
Second Paragraph
In the second paragraph of the Business Acceptance Letter, you can state the reasons why you accepted their business proposal and can ask them to provide you with necessary documents to complete the formalities of new business. Furthermore, you can ask the recipient to contact you at the given email address or phone number in case of any query. -
7
Third Paragraph
Conclude your Business Acceptance Letter formally, wishing the next party very best of luck. -
8
Closing Salutation
Skip one line below third paragraph and insert a formal closing salutation such as “Respectfully Yours,” “Yours Faithfully,” or “Sincerely” etc. -
9
Leave space for your handwritten signature
Skip three to four lines below closing salutation for the purpose of your handwritten signature. -
10
Write your (sender) Name
Again, write your (sender) compete name on the bottom left corner of the page. -
11
Proofread your Business Acceptance Letter
Once you write down the Business Acceptance Letter, make sure to go through it from top to bottom in order to remove any kind of typing or grammatical mistakes. -
12
Print your Business Acceptance Letter on high quality paper
Now, print your Business Acceptance Letter on a fine quality A-4 size paper. -
13
Sign your Business Acceptance Letter
Sign your handwritten signature in the space in-between the closing salutation and your name. Use either blue or black pen as red is not appreciated in corporate world. -
14
Post your Business Acceptance Letter
Post your Business Acceptance Letter at the recipient's address in order to let him or her know that your company has accepted their business proposal. -
15
Business Acceptance Letter Sample Example
Henry Williams
Assistant Vice President
Mini Mining Limited
123456, North-West Avenue,
Cygmalion, Daegu 11223
0011-373848484949
henry.williams@minimining.com
September 12, 2008
Tracy Thomson
Sales & Marketing Executive
Rainbow Gems Limited
31312, Main Street,
Prianda, Lualua 4567,
0011-274844949494
tracythomson221@rainbowgems.com
Dear Mr. Thomson
I am writing this letter to you on behalf of Mini Mining Limited in respect to the previous business meeting that we held together. If you will recall our conversation, the main theme of our discussion was the business proposal that Rainbow Gems Limited submitted to our organization. It is my pleasure to inform you that our company has decided to accept the business proposal of Rainbow Gems Limited.
In order to act on the new business plan, we need a few clarifications from your company and require some documents to prepare effective work strategy favoring both companies. It is our faithful hope that Rainbow Gems Limited will make the very best use of this opportunity.
In case of any query, please feel free to contact me at 0011-373848484949 or henry.williams@minimining.com.
Yours faithfully,
Henry Williams -
16
Business Acceptance Letter Template Example
(Your/Sender Name)
(Your/Sender Designation)
(Company’s Name)
(Company’s Address)
(City, State, Zip code)
(Your/Sender Phone Number)
(Your/Sender Email Address)
Date of business acceptance letter
(Recipient’s Name)
(Recipient’s Designation)
(Recipient’s Company Name)
(Company’s Address)
(City, State, Zip code)
(Recipient’s Contact Number)
(Recipient’s Email Address)
Dear Mr. / Ms. /Mrs. (Second name of the recipient)
I am writing this letter to you on behalf of (NAME OF YOUR (SENDER’S) COMPANY) in respect to the previous business meeting that we held together. If you will recall our conversation, the main theme of our discussion was the business proposal that (NAME OF RECIPIENT’S COMPANY) submitted to our organization. It is pleasure to inform you that our company has decided to accept the business proposal of your company.
In order to act on the new business plan, we need a few clarifications from your company and require some documents to prepare effective work strategy favoring both companies. It is our faithful hope that (NAME OF RECIPIENT’S COMPANY) will make the very best use of this opportunity.
In case of any query, please feel free to contact me at (YOUR / SENDER’S PHONE NUMBER) or (YOUR / SENDER’S EMAIL ADDRESS).
Yours faithfully,
(YOUR /SENDER’S HANDWRITTEN SIGNATURE)
(YOUR /SENDER’S FULL NAME)
