A job offer letter is an official document that is issued by an employer to the candidate. The letter is written to inform them of their selection for employment. When the hiring process is completed, the selected applicant is informed about the offer via verbally or phone call. Then, to reaffirm the employment selection, the employer will send an official letter. Moreover, sometimes this letter also highlights the work conditions and company policies and guidelines.
What to include in a job offer letter?
A job offer letter can include a variety set of information depending on the employment terms. However, a standard job offer letter should contain the following information;
- The job title
- Basic salary
- Official starting date
- Employment contingencies including drug screening and background checking
- At will statement
In order to make detailed information in the letter, you can include the following additional information;
- Roles and responsibilities of the job
- Name of the manager and supervisors as well as other senior officials name
- The location and address of workplace
- Details of other possible benefits like bonuses, overtimes, allowances, insurance, etc.
How to write a Job Offer Letter?
You should follow the below guidelines to write a job offer letter;
You can use the company’s logo or official letterhead to make your job offer look professional. This makes sure the employee that the offer is authentic nit a scam.
Date and contact details
Next, write the date in which the letter is written. Under it, write down the official name of the candidate and their address.
There are two options for starting off your letter. The first one is start with a greeting or the simple ‘Dear,’ and followed by the candidate’s name. The second one is to congratulate them on reaching this stage of the hiring process.
The roles, duties, and responsibilities relevant to the job offer you are issuing should be listed here. Also, specify the starting date and the formal title of the job.
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Every company has different contingent regulations. So, before reporting to work, if your company demands the candidate to perform a certain task then ensure that you include it in the letter. Some of the most common contingencies include the following;
- performing background checks
- signing confidentiality agreements
- reference checks
- doing a drug test and more
Compensations are the most important part that every candidate has to reconfirm. Therefore, you should explain it in the letter in a clear and understandable manner. Include the details that how much the amount the employee will be earning. Furthermore, tell the modes and methods of payments to the candidate.
At will statement
Here, you have to state the circumstances under which the employer and the employee can terminate their employment agreements. These statements are often sensitive.
The employer should always remember that not all candidates will accept their offer. If you don’t provide employment benefits then they may decline simply. This section provides you opportunity to grab a qualified candidate in signing your job offer. You have to write down several benefits that you can offer.
You can also mention the date upon which the offer will expire. However, it isn’t mandatory. But, by including this date, you can receive a quick response from the candidates. This way, you also know whether or not the candidate is interested in your company.
In the closing, you have to include your contact information so that the candidate can easily contact you. You may also like Best Job Description Template.
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In conclusion, a job offer letter is an official letter written to inform the candidates about their selection for employment. Writing this letter can be challenging but you can write it effectively by following aforementioned guidelines. Also, the letter should include all the essential details like the working conditions, company policies and guidelines, etc.