Q. 1 What is letter of acceptance?

Letter of Acceptance means the letter of formal acceptance, signed by the

contractor. ... If there is no such letter of acceptance, the expression “Letter of Acceptance”
means the Contract Agreement and the date of issuing or receiving the Letter of Acceptance
means the date of signing the Contract Agreement.
Acceptance Letter or Accepting Letter is a type of letter written to communicate a
positive response towards job offer, invitation, gift, offer, contract, scholarship and other
matters which require the intended. Acceptance Letters are most widely used by
prospective employers who have received a job offer. It is professional etiquette to do so as
it shows your gratitude, reaffirms the details and conditions of the offer. It also removes any
misunderstanding on part of the either party. Accept letter is also a formality; this is
because even if you have verbally accepted the offer, you have to confirm it on document.

A formal acceptance letter needs to be written and posted as soon as you have
received a job offer. It reciprocates the Employer's value of your talent as they have chosen
you ‘First’, amongst other candidates. Your immediate response also shows your keen
interest and willingness to the employment offered. Your acceptance letter is not a contract,
but if any legal question ever arises over the terms of your employment, it certainly cannot
hurt to have your understanding of those terms in writing. And in case any legality arises
over the terms of your employment, you have the required documents.

It becomes especially more important to write an acceptance letter when you have
received a letter which includes ‘RSVP' in the closing. RSVP stands for French phrase,
‘Répondez, S'il Vous Plaît’, which means ‘Please Respond or Reply’. Accepting letters are
written for both informal and formal purposes, former being the most widely used. Informal
letters of such types are written in response to invitations, gifts and other social affairs.
Depending upon the requirement, various types of acceptance letters are written and the
content varies as per se. There are minor changes in length and format depending on the
formal and informal nature of the letter.

A strong acceptance letter should consist of around three paragraphs. Begin your
letter of acceptance by writing the document on your company's letterhead, if applicable.
Be sure to use proper spelling and grammar at all times.
Open the letter with an acceptance statement for the employment or business
contract. Mention a few deals related to the offer to both personalize the message and
open further discussion as needed. You should always close with appreciation, thanking the
employer or business for accepting the contract terms.
Don't forget to sign and date the letter of acceptance.
To further customize the letter, include the following details:

 What inspired you to agree to or invitation

 The details of the event, including the time and date
 The amount you've agreed to contribute if working an event
 What duties you are agreeing to
 What activities you might be assisting with after approval

In the body of the acceptance letter, mention any needs you may have such as
charitable donation receipts for tax deductions, equipment for a performance, or directions
to a venue. If you're involved in an event, you may want to request a list of everyone else
involved in case you need to contact others and coordinate your efforts.
Close the letter by expressing how much you're looking forward to the new job,
promotion, or event you'll be attending. It might be beneficial to include a line about finding
growth from your newfound situation.

Q. 2 Explain the contents of application letter.

In the opening paragraph explain your reasons for professional and personal interest in the
position and the company. Include details of referrals to the position or describe where you
found the position listed. Write about educational degrees held and your college graduation
date or dates.

Provide your street address. Create a new line beginning with the name of your city
followed by a comma. Complete this line with your state and zip code. State names can be
written out fully or you can use abbreviations instead. Stay consistent with your choice
throughout the entirety of the letter, do not switch back and forth from spelling out state
names to using abbreviations. Provide your email address in a new line. In the following line
give your phone number with the area code first. Double space and fill in the current date.
Double space again and write the name of your recipient ideally beginning with "Ms." or
"Mr." if you know the gender of the recipient followed by his or her first name, middle
initial, and last name. Create a new line detailing the recipient's title. In the next line write
the name of the company. Complete this section by formatting the address of the company
how you formatted your address previously.

Opening

Enter a salutation to greet your recipient by writing "Dear Mr. or Ms." then fill in their last
name followed by a colon. In a new line write what position the letter pertains to, providing
the location of the position and the name of the company the position is with. In the
opening paragraph explain your reasons for professional and personal interest in the
position and the company. Include details of referrals to the position or describe where you
found the position listed. Write about educational degrees held and your college graduation
date or dates.

Main Body

In the midsection of the application letter explain your level of experience in the field. Give
strong examples of your professional skills in action by describing demonstrative situations
that required the application or utilization of your most desirable skills. Before you submit
the letter, write out a list of these examples. Withhold some of the top examples for
inclusion in follow up letters if applicable.

Closing

Choose a closing style that is reflective of your personality. Convey an active tone and show
initiative by politely stating a date that you intend to follow up with the potential employer
regarding your status in the application process. If you decide to select a passive tone
instead, simply request that the potential employer contact you if he requires more details
or information. Thank your reader for his time and consideration. Double space and
complete the application letter by writing "Sincerely" followed by a comma. Double space
again and type your name. Type the word "Enclosure" as a new line and sign your name in
the blank space between the word "Sincerely" and your typed name.

Q. 3 Briefly Explain the requisites for effective letter writing.

One must write a complete message. It helps the reader to know about the issue and
the solution to be taken. It should provide all the necessary information. One must also keep
in mind that the message should be concise and short along with the complete details.

A person should always maintain the quality of the business letter. The qualities of a business
letter make it presentable. It becomes easy for a person or an organization to imprint an
impression onto the others. The qualities of a business letter can be classified as

 Inner Quality

 Outer Quality
Let us discuss each of them in detail.

I. Inner Quality
It refers to the quality of language used and the presentation of a business letter. They are

1. Clear
The language used in the business letter must be clear. It helps the receiver to understand the
message immediately, easily, and clearly. Any ambiguity will lead to the misinterpretation of
the message stated.

2. Simple
The language used in the business letter must be simple and easy. One must not write a
business letter in difficult and fancy words.

3. Concise
The message written in the letter must be concise and to the point.

4. Concrete
The message is written must be concrete and specific. By using concrete language, a reader will
have a clear picture of the message.
5. Accuracy
One must always check for the accuracy of the business letter. Accuracy generally means no
error in grammar, spelling, punctuations etc. Correct personnel should be targeted for
communication.

6. Coherent
The language used in the business letter must be coherent. The message must be in a logical
way for the clear understanding of the message. The flow of the message must be consistent.

7. Complete
One must write a complete message. It helps the reader to know about the issue and the
solution to be taken. It should provide all the necessary information. One must also keep in
mind that the message should be concise and short along with the complete details.

8. Relevance
The letter should only contain important information. Irrelevant information should not be
included and avoided in any business communication.

9. Courteous
The language used in the business letter must be courteous. A writer must always use open,
friendly, and honest wording in his letter. It does not mean that one must use slang and
abusive words. One must always add the words like please, thank you etc.

10. Neatness
A business letter must be neatly typed or handwritten. Proper spacing, indention, and use of
paragraph should be used.