The mission of a job offer letter is to formalize an informal offer of employment. Once the candidate accepts an abbreviated version of the offer, usually via either a phone call or email, it’s time lay out all the terms of employment in an official document. Putting everything in writing results in a clear, thorough statement of what’s expected on the part of both the new employee and the company. After all, the last thing you want is a cloud of uncertainty hanging over your new agreement.
There’s a lot to include in a job offer letter. The basics, like salary amount, the official job title, and starting date and time, are just a few. You can also include the not-so-basic details, such as whether a drug test or background check will be performed and passes before employment. You’ll need to note all conditions in the job offer letter and enclose the required documents separately, with a deadline for when all documents need to be signed and returned.
A job offer letter requires a professional, direct tone. However, consider a lighter opening and closing to your letter to help make the new employee feel proud and excited about winning the job and coming aboard.
Check out the job offer letter template below for guidance on how to get the job done.
Job Offer Letter Template
Dear [Candidate Name],
The search has come to a close. [Company Name] is thrilled to offer you the job of [Position Title]. On behalf of the entire staff, welcome and congratulations!
This is a [full-time/part-time] role. You will be paid $[salary amount] per [hour/week/month/year]. Payments are made on a [weekly/monthly/bimonthly] basis. You are classified as a [non-exempt/exempt] employee, which means you [are/are not] entitled to receive overtime pay after a total of [number of hours] hours in a workweek.
Employment will commence at [time] on [month/day/year]. Your manager will be [Name, Position Title].
Enclosed along with the offer is information on [Company benefits, with eligibility requirements noted].
Your employment is at will, which means you or [Company Name] can end the employment arrangement for any reason and at any time, with or without notice. By signing this offer, you state that you understand your employment is at will.
[If applicable add: This employment offer is contingent upon [list conditions to be met/when they must be met by, and include word on any related enclosed documents that need signing and returning].]
This job offer letter represents the exclusive employment statement between you and [Company Name], and if you agree to the terms and decide to accept the offer, sign and date below and return by [date] to [Name of Person], via [scan/fax/snail mail].
If additional information is required before you accept, contact us at [contact number]. If you have questions before your start date, don’t hesitate to email me at [email address].
We can’t wait to bring you on board! Once again, congratulations on your new job!
[Your Job Title]
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This job offer letter template rounds all the bases regarding the essential ingredients to include to be sure that the new employee has, on paper, information on when they start, the name of their supervisor, when they get paid, and other important details. In other words, your job offer letter template should include all the nuts and bolts your new employee needs to get an understanding of the relationship they’re about to enter.
The job offer letter template also provides space for details on conditional items, or actions that must be successfully completed before the start date specified. You’ll notice how there’s space in the template for specifics on signatures and completion dates for the conditional items. You must be certain your job offer letter offers crystal-clear guidance in this department and detailed instructions on how to sign and return the actual offer.
Parting advice: when you create a job offer letter template, have your legal department vet the document before passing it forward to your candidates to be sure that all of you language is correct and that all applicable terms – such as at-will employment – are appropriately defined.