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Offer Letter Templates

After reviewing tons of resumes and interviewing hundreds of candidates, when you finally find the perfect candidate, you must try to close the deal there and then. However, in the corporate world, an applicant must be hired when he/she receives an offer letter. Writing an offer letter is not as easy as it sounds, as it requires several minute details to be filled and many requirements to be fulfilled. Therefore, in this guide, we will discuss how to create an engaging and informative employment offer letter that clearly outlines the package you are offering and gives your chosen candidate the confidence to accept.

Anatomy of a Job Offer Letter

An offer letter is one of the most crucial documents HR professionals need to send out to their employees when they are going to get hired for the job. Since it is the document that initiates an employee’s term with an organization, you need to make sure you don’t miss out on any details.

What is an Offer Letter?

An offer letter is a written document that offers a candidate a particular job position for which they were interviewed and selected. It is a formal letter given by the employer to the employee and indicates that the employee has been selected for the job.

An offer letter mainly contains the job title, joining date, finalized package or salary, reporting manager’s details, role and responsibilities, and other benefits they are eligible for. Once the offer letter is handed over to the candidate, they need to accept it to proceed with the next steps of the hiring process.

What is Included in an Offer Letter?

Although there is no standard format for a job offer letter, you can reorder the following elements to fit your organization and the roles you are hiring for:

Organization’s Logo
Use your organization’s official letterhead with a high-resolution image of your organization’s logo to convey professionalism and authenticity. By doing this, you encourage a potential employee to keep reading and seriously consider your offer.

Date and Contact Information
In the upper left-hand corner, you must include the date, the candidate’s first and last name, and their address. You can use the following format:
MM/DD/YYYY
Candidate’s First and Last Name
Candidate Address
City, State, Zip Code

Opening Line
Start your offer letter with ‘Dear’, followed by the candidate’s first and last name. Congratulate them and express enthusiasm about offering them the job with an upbeat opening line. Depending on your organization’s culture, you can make your opening line as formal or casual as you like.

Job Details
After the opening line, start the letter with specifics about the position. This might include the formal title of the position, anticipated start date, employment classification (full- or part-time), office location, manager/supervisor, and a brief description of the role and its responsibilities. By including this information, the candidate gets an idea of what to expect and helps clarify any details that may have been misunderstood or overlooked during the interview process.

Contingencies
If the job offer is contingent upon the candidate completing certain documents or performing certain tasks, you should mention this in the offer letter. These contingencies might include a background check, drug test, I-9 form, signed confidentiality agreement, or reference checks.

Compensation
Clearly explain the compensation package you are offering for the role. Include specific details about how much the candidate will be making on an annual or hourly basis, how often they will get paid, and available payment methods. You can also touch on equity, bonuses, commission structures, etc. (if applicable).

At-Will Status
Every state is at-will, which means that the organization and its employees can terminate employment at any time for any reason. To determine the language you should use when describing an employee’s at-will status, you must consult a legal professional.

Benefits
To encourage a candidate to accept your job offer, briefly summarize the key benefits your organization offers. However, avoid including too many details, since this is better suited for an orientation package or employee handbook, therefore, briefly mention attractive benefits, such as:

  • Insurance coverage
  • 401(k) plan
  • Paid time off
  • Flexible spending accounts
  • Educational assistance
  • Flexible work hours
  • Work-from-home options

Expiration Date
A hard deadline will save you from losing other qualified candidates if the prospective employee decides to decline your offer. If you choose to include a deadline, consider giving the candidate at least one week to make a sound and informed decision.

Closing
End your offer letter by expressing excitement about welcoming the candidate to the team. Provide contact information in case they have any queries, and include a line for the candidate to sign and date the offer if they choose to accept.

Disclaimer
Consider including a brief disclaimer to explain that the letter is informational and not a legally binding contract or agreement. Consult a lawyer to avoid using language that carries contractual implications.

Sample Job Offer Letter Templates

Here are a few different types of templates that you can use to create an engaging employment offer letter:

1. Standard Job Offer Letter Template

Dear [Candidate’s Name],

[Organization’s Name] is happy to offer you [Full-time, Part-time, etc.] [Job Title] role with a starting date of [Start Date], contingent upon [Background Check, Drug Screening, etc.].

As a [Job Title], you will be responsible for [Brief Mention of the Job Description, Expectations, and Job Responsibilities].

You will report directly to [Supervisor/Manager Name and Job Title] at [Work Location, Place]. Working hours are set from [Timings of a Work Day]. The starting salary for this role is [Amount] per [Hour, Month, Year, etc.]. Payment is on a [Weekly, Monthly, Yearly, etc.] basis by [Cheque, Direct Deposit, etc.], starting on [Date and Month of First Pay Period].

Additionally, you will also be eligible to receive [Additional Compensation Potential] due to your expertise.

[Organization’s Name] also offers extensive benefits, including [Types of Benefits Offered]

Your employment is on a [Contractual, Part-time, Full-time, etc.] basis. Therefore, this letter is not to be taken as a contract indicating employment terms or duration.

Please confirm your acceptance by signing and returning this letter by the maximum [Expiration Date].

Sincerely,

[Your Signature]                                                                                Candidate Signature: _________________________
[Your Printed Name]                                                                        Candidate Printed Name: ______________________
[Your Job Title]                                                                                 Date: ___________________

2. Simple Job Offer Letter Template

Dear [Candidate’s Name],

It is with great pleasure that [Organization’s Name] extends the following employment offer to you.
Position: [Job Title]
Start date: No later than [Start Date]
Salary: [Amount] per [Hour, Year, Month, etc.] through [Bank Transfer, Cheque, etc.]

This employment offer is based on the successful completion of [Background Checks, Drug Screening, Reference Checks, etc.].

Kindly note that this letter is the job’s offer letter and not a contract of employment.

Regards,

[Your Signature]                                                                                Candidate Signature: _________________________
[Your Printed Name]                                                                        Candidate Printed Name: ______________________
[Your Job Title]                                                                                 Date: ___________________

3. Casual Job Offer Letter Template

Dear [Candidate’s Name],

Congratulations! [Organization’s Name] is glad to have you joined with us on [Start Date].

We will focus on finishing a few more formalities, including completion of your [Reference Checks, Background Checks, Drug Screening, etc.], and get you settled into your new role as soon as possible, tentatively by [Start Date].

[Organization’s Name] will start you out at [Amount] per [Hour, Month, Year, etc.]. After that, you can expect to receive payment [Daily, Weekly, Monthly], beginning on [Date of First Pay Period].

Since you will be working as a [Job Title], you will be reporting to [Supervisor Name and Job Title] at [Location] from [Timings of a Work Day]. Your regular daily responsibilities will include [Slight Mention of Job Duties and Responsibilities].

You will be a [Contractual, Casual, Part-time, Full-time] employee of [Organization’s Name] and will get benefits, like [Types of Benefits Offered]. In addition, you will also have access to some fantastic perks, including [Additional Offerings].

Please keep in mind that this employment offer is not a legally binding contract. [Organization’s Name] looks forward to bringing you on board. If you have any questions, reach out to [Contact Information] at any time, and we will be more than happy to assist you!

Truly,
[Your Signature]                                                                                Candidate Signature: _________________________
[Your Printed Name]                                                                        Candidate Printed Name: ______________________
[Your Job Title]                                                                                 Date: ___________________

4. Internal Job Offer Letter Template

Dear [Employee’s Name],

As discussed before, we are excited to officially promote you to [Job Title] as of [Starting Date]. Attached to this letter, you will find your updated contract containing your new employment terms and your compensation benefits and package.

Please assess, review, and [Explain the Way of Respond] until [Expiration Date]. Feel free to contact me if you have any questions regarding the new role. We appreciate your commitment and hard work to the [Organization’s Name] team for the past [Number of Years]. We are all looking forward to seeing you achieve brilliant things in your new role.

Congratulations!
Best regards,
[Your Name]
[Your Email Signature]

Key Takeaways

Through an employment offer letter, you can ease the process for a new hire to get into a new organization. However, as an HR professional, your next task is to retain those employees, so make sure you implement effective strategies to retain your employees for a longer time.