MightyRecruiterDelivering good news always feels great and that’s just what you get to do when you press ‘Send’ on a job offer letter email. Before you get to that step in the process, there’s a lot of work to be done.
When you write a job offer letter email, you need to formally and explicitly spell out in writing all the terms of employment for the candidate receiving the offer. This typically happens once a verbal offer is accepted. By writing a job offer letter email, you are spelling out the company’s terms, and clarifying what both parties can expect moving forward. If the candidate initiates negotiations, the job offer letter email serves as the starting point for those discussions. Once the offer is signed and returned, the deal is settled, and the candidate becomes an employee.
Have the words “Offer of Employment” appear in the subject heading of the email to ensure it stands out in the candidate’s Inbox. Be sure to include details on salary and the job’s start date, as well as other relevant information, in the body of the email. Add any additional documents or agreements that need signatures as attachments. Most importantly, provide directions on how to sign and return the offer, and note its due date.
Peruse the job offer letter email below to get a solid idea of how to put together your own.
Job Offer Letter Email
Subject line: Offer of Employment: Senior Content Editor at Ricochet Software
Dear Ann,
On behalf of the entire company, I’d like to say that it brings me great pleasure to formally offer you the position of Senior Content Editor at Ricochet Software. A huge congratulations to you!
You will receive an annualized salary of $75,000. Payment occurs on a weekly basis, on Fridays. This is a full-time, exempt position, which means you are not eligible for overtime compensation.
Your employment start date is Monday, April 24, 2017. You’ll be greeted at 9 a.m. at the fifth-floor reception desk by Managing Editor Mick Rawley. Please arrive a few minutes early on your first day.
This offer is contingent upon the signing of a Non-Disclosure Agreement (attached). You must print, sign, and scan the form. Please email it back to us no later than April 14, 2017, to the email address at the end of this letter.
Your employment is at-will. Both you and Ricochet are free to conclude the employment relationship at any time, with or without notice, and for any or no reason. All other forms of communication regarding this position will be replaced by this job offer letter email—this is now the exclusive, official employment statement.
Directions on how to accept the offer: add an electronic signature (below) or print, sign and scan this letter back to us by April 14, 2017. Scan to the email address at the end of this letter. The offer expires on April 14, 2017. The signing of the offer states that you understand your status as an at-will employee.
Welcome aboard! If you have questions about anything prior to your first day, don’t hesitate to reach out: amandaw@ricochet.com
Sincerely,
Amanda Woodward
Senior Recruiter
Ricochet Software
{Insert email signature here}
Date: ___________________
Signature: ____________________
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Conclusion
Note how the job offer letter email begins and ends on warm, congratulatory notes.
Make the new employee feel proud and reassured with your opening and closing statement. Leave your door open for questions prior to the new employee’s first day by including your email address or phone number.
Use the email format to your advantage. Include attachments for supplementary information that could—if listed in the body—make email’s length unwieldy. For example, company benefits, or a list of the role’s responsibilities can be sent as attachments. You can of course briefly profile both in the email. Also, consider taking advantage of the online format to include relevant information. For example, send a Google Maps link for office directions.
To prevent tampering, save and lock in PDF format any official or contingency-based documents that you’re attaching (like a non-disclosure, or Form I-9). Clear, straightforward instruction on how and when to sign and return the offer and any other documents is a must.
Finally, have your legal department review the offer before you sent your job offer letter email. This will ensure that all relevant information is included and that the language has the stamp of approval from your lawyer.