A job offer letter is a formal document, which an employer writes and sends to the potential candidate who successfully secures a certain job. On the other hand, a verbal job offer is different where an employer would call the employee and would let them know that they offered a certain position with the company or organization.
Being an employer is extremely stressful, especially when you are going through the process of hiring new people onto your team. There are plenty of rigorous regulations that you must follow and the whole process takes valuable time. One process that seems to take the longest is the creation of the letter for the job offer. However, benefits of using a job offer letter template as a guide can make the process much simpler, clearer and easier. The job offer letter from employer to employee can cover a variety of different topics. Usually it will include the job description, the benefits of the job, the salary, the date of employment, and other important information.
How do you format a job offer letter?
A job offer letter does not have a specific format, as it would depend on the company; however, given below is a brief template to write a job offer letter:
Dear (Insert Name of Applicant Here),(Insert Name of Company Here) is offering you (Insert Job Title) and we are excited to make you a part of our organization.
Out of (Number of Candidates), you were among the top three. The reason we are selecting you for this job is (Insert reason here). We are quite sure of your qualifications and believe that you would be a great fit for our team.
(Insert Company’s Name here) is offering a (part time, full time) position for you. You will be reporting to (insert name of supervisor or manager) starting at (insert date here) on (insert location here). The expected hours for the work would be (insert information here).
We are offering to start you at (insert dollar amount here) per (insert year, hour, etc. here). You will be paid on (weekly, monthly, bi-weekly etc.) basis, starting (Insert period here).
As part of compensation, we are offering you (insert compensation here). You will be eligible for (insert benefits here).
If you have any questions, feel free to call or email us.
Sincerely, (Name of Sender)
What Needs to be in a Job Offer Letter?
There is no specific format for a job offer letter; however, it would include information like position, details of the job, when the candidate will start the job, salary, work schedule, and so much more. Given below are more details:
- Include Logo of Company: A job offer letter can include the logo of the company, which would highlight the brand’s image and might make the employee think in favor of the company. A company’s logo is quite powerful and depicts valuable information about it.
- Include Contact Information: A job offer letter should include the contact information for the employee to contact the relevant person or department.
- Mention Date: It would be wise to mention the date in the job offer letter. It would serve as a record as in when the letter was actually sent.
- Opening Lines: The opening lines of the job offer letter should be polite and would be better to start with Dear and insert the name of the potential candidate.
- Other Information: It would be wise to include benefits, compensation, salary details, time expected, start date, and a disclaimer as well. The closing lines should be warm greetings welcoming the candidate to the team.
Sample Job Offer Email
Dear (Name of Candidate),We are pleased to offer you XYZ position at ABC Company. We had (Number of candidates) for this position, but we are selecting you (insert the reasons for selecting the person). We are positive that you are going to be a great fit for our team.
Can you contact us (insert date and time) to discuss this job opportunity? We look forward to hearing from you.
Sample Job Offer Letters
Sample # 1Dear (Name of Candidate),
We are pleased to offer you (part time or full time) position of XYZ at ABC Company.
You were the top candidate among (insert number of candidates). We are selecting you (insert reasons for selection). Given below are the details of benefits, compensation, terms, and condition of your job with ABC Company.
We will start with (insert pay rate) per (insert year etc) on (insert monthly, weekly, etc) basis, starting (insert period here).
You will be reporting to (manager, supervisor) starting on (insert date) at (insert location). You will be working for (insert hours or days expected).
You will be eligible for benefits such as (health, dental, vision, etc) and we are offering you (insert compensation benefits).
You can call or email us for further information. We look forward to hearing from you.
Job Offer Letter from Employer to Employee
The purpose of a job offer acceptance letter is to let the new employee know exactly what is expected of them, and what they should expect from the job. This is vital for all companies because it will make the new transition much easier.
Sample Job Offer Acceptance Letter
Sample Job Offer Acknowledgment Letter
Sample Salary Negotiation Letter after Job Offer
By using a simple offer letter format, you will be able to just input all the information that you need into the template. This will save you a lot of valuable time and energy. Keeping it simple is the easiest way to get all the information you need onto the letter.
Sample Job Offer Letter to a Trainee
Sample Job Offer Confirmation Letter
Sample Job Offer Decline Letter
Sample Thank-You Letters for Job Offer
Job Offer Thank You Letter to Employer
Things to Consider When Writing a Job Offer Letter
Following things are important to consider when writing a job offer letter:
Considering At-will Employment
It is important to consider at-will employment where an employer can terminate the relationship of employment. There is no specific time or reason for it as it can happen at any time. It depends on the state as well. Montana is, however, an exception. This, however, is not applicable to some of the employment situations and it would be wise to review the entire guide in detail for finding the relevant information on this specific matter.
Exempt or Non-exempt Employee
It is possible that an employee can be exempt or non-exempt for overtime. An employer can choose to include this particular information in the letter.
Including Conditions and Agreements
An employer may want to include certain conditions and agreements in the letter such as drug screening, employee background checks, etc.
Is the job offer letter legally binding?
It is very difficult to land on a suitable job in the first place; however, it is important to make sure whether a potential candidate is entering into a binding contract with the relevant employer. It is, therefore, extremely important to read all the relevant and required information word by word before finally signing the letter.
- When an individual accepts the offer of a job, it is binding as long as there is acceptance of the job. It is an agreement between the two parties. However, wordings can be in favor of the employer. It is important to read between the lines as well while reading the letter.
- It is important that the potential candidate should acknowledge that they have received the letter even if they have not accepted the offer yet. At least, give the company an idea about the decision and by when the candidate would be taking the decision. Thank them for the job and it would be best to provide an exact date and time.
- It would be wise to respond with a letter of acceptance when accepting the offer and repeat the terms conditions to clarify that you understood them well and if there is no mention of the start date in the job offer letter, it would be wise to mention it here. Similarly, write a rejection letter when declining the offer.
- It is advisable to take legal advice before signing the letter. Some terms and conditions of the employer can prevent the potential candidate from seeking a job elsewhere in the industry or with the competitors. If that is the case, it would be wise to talk with the employer and make a new agreement of employment. Always consider taking a legal advice.
What is the difference between offer letter and appointment letter?
There are two pre-employment letters, which company sends to employees and these are called offer letter and appointment letter.
- An offer letter highlights the fact that the company is accepting the potential candidate based on certain factors and offering a certain position, salary, benefits, and compensation, terms conditions, and some other details. There is no specific format of the job offer letter and would depend on a company.
- An appointment letter gives detailed information to the candidate once he or she accepts the offer letter. It is more formal and can be used for a variety of purposes including the loan applications.
Tips on writing a Job Offer Letter
Be Specific – Don’t be too vague in things like the salary, benefits, or job description. The purpose is to attract the selected individual to accept the offer, so be specific.
Don’t Get Too Wordy – You must also keep it brief. Don’t include details that are not necessary. The actual job contract will contain a lot of information, but keep the offer letter brief and to the point.
Don’t Make False Promises – Don’t promise them things such as bonuses unless you will follow through on them. Keep this in mind while drafting your letter.
Use a Template – A template will give you the basic outline and structure of what a professional letter should look like. If you use a template and look at some examples you will be sure to not forget any vital information.