Finding the perfect new hire from the various pool of candidates is not an easy task. It takes time, money, and effort from many members of your organization, and making the right decision is often challenging. But even so, when you have found one candidate that you feel is suitable for the vacant position and want to send him a job offer letter, you may realize this is not a formality. And it's true. Sending the job offer is as important as the whole recruiting process because it represents the end of it, and it builds up your reputation to the outside market for other candidates. You want to have a great template to use for sending job offers so as to stand out as far as your competition is concerned.
Through this article, we want to help you find more details about job offers and how they work, and we will even suggest several templates to inspire you.
A job offer is an invitation for a candidate and potential employee to work in the advertised position for an employer. Depending on the industry or the position level, the initial job offer can be made verbally by the recruiter or the hiring manager (in accordance with company procedures). Still, in the end, the new hire should always receive the job offer via email or in writing. We will see that there can be informal or formal job offer letters. Still, the crucial aspect is that the selected candidate should always be offered the job verbally and in writing.
The candidate can decide to negotiate and make a counteroffer. The ideal case would be to focus on some crucial points, not start debating all the details of the offer. The counteroffer can be made on the spot or in a few days (for some time to think things through).
There is no general rule for every company. You should customize the job offer letter taking into consideration several factors, such as: how formal/informal you intend to create it, the level of the job(entry-level, middle, senior, management, high management), and exactly how many details you wish to include in the letter.
We recommend you use the logo and your company's official letterhead.
One size does not fit all, but here are some basic details you should always include in a job letter:
If you feel you want to add more, here is the additional information you can add to the job offer letter:
If you have the means within the company, make sure a lawyer checks the templates you or your HR department create just to ensure you are on the safe side of the law at all times.
Dear [Candidate Name],
We were delighted to meet you during the recruiting process, and we are impressed by your background and professional path so far.
We, [Company name], are excited to offer you the [full-time, part-time, etc.] position of [job title] with the expected start date of [start date], contingent upon [background check, drug screening, etc.].
As the [job title], you will be responsible for [succint mention of job responsibilities and expectations].
You will report directly to [manager/supervisor name and title] at [workplace location]. Working hours are from [hours of day, days of week], with [flexible/or not] hours on some days.
We will offer you a salary of [dollar amount] per [hour, year, etc.]. Moreover, you will be eligible to receive [other additional compensation potential].
Your employment with [company name] will be on an at-will basis; therefore, you and the company are free to terminate the job contract at any time, with or without any reason or advance notice.
We would like to have your response by [date]. Until then, if you have further questions, please feel free to contact me or [Manager name].
Download the job offer letter template in Word and PDF format.Download WordDownload PDF
Dear [Candidate First name],
We are happy to offer you a job as a [role title] at [company name]. We think that you will be a valuable asset to our company.
We will work on completing your [background check, drug screening, reference check, etc.] and hope to get you settled into your new role by [start date].
Here are the most important details of the employment we are offering you:
We look forward to having you as part of the team!
If you need any support, please send me us email, or call us, and we'll be more than happy to help you.
Dear [Candidate Name],
It's our great pleasure to extend the following employment offer.
Position: [Job title]
Start date: No later than [date]
Working hours: From [hour] to [hour]
Salary: [Dollar amount] per [hour, year, etc.]
This employment offer is contingent upon successfully completing a set of documents [background check, drug screening, reference check, I-9 form, etc.].
Please keep in mind that the job offer is not a contract of employment, and either party may terminate employment at any time, with or without cause(at-will employment).
Dear [Candidate Name],
[Company name] is excited to offer you an extension of your current employment status from part-time to full-time as of [date].
If you decide to accept our offer, please review the terms and conditions of your new employment contract below:
To accept, please sign and date this full-time offer letter as indicated below and email it back to us by [date].
Feel free to contact our HR representative [include contact details] or your supervisor if you have any questions.
Dear/Hi [Candidate Name],
As previously discussed, we are pleased to officially promote you to [position title] as of [date].
Your salary will start at [dollar amount] per [hour, year, etc.].
Attached you will find your updated employment contract with the new terms along with details of your compensation and benefits.
As this is a new position within our company, you are expected to complete a [week, month, etc.] of training with the [department name] [manager, supervisor, etc.].
[Company name] looks forward to continuing a constructive working relationship with you. If you have any questions, please get in touch with HR or contact us directly.
Dear [Candidate Name],
[Company Name] is excited to offer you an internship position in our [department name] department, with the expected start date of [start date] and end date of [end date].
As an intern, this is not a paid position, which means you will not receive wages or be eligible for benefits such as [unemployment, health insurance, PTO, sick pay, etc.]
However, we may consider you for a paid position in the future based on your performance and behavior throughout your internship.
Throughout your internship, you may be given access to confidential information belonging to [company name]. For this reason, before starting your internship, you will sign a confidentiality agreement with the business.
We look forward to working with you. Please do reach out to us directly if you have any queries.
Email subject line: Job Offer from [Company_name]
We are happy to offer you the [job position] with a desired start date of [start date].
As discussed [over the phone, during your interview, etc.], please find attached your detailed offer letter. If you decide to accept this offer, please sign, scan and send back an email with your letter to me at [email address] by the end of [last day the offer is valid].
[If you are attaching other documents that need to be read and signed, like confidentiality agreement, mention those here].
In the meantime, please don't hesitate to contact me or [manager name] if you have any questions.
We would be delighted to have you on our team!
[Your Job Title]
[Your Phone Number]
Is a job offer letter legally binding?
From the moment the job offer letter has been accepted by the candidate, it's considered legally binding in most cases. The exception is when the letter states explicitly that the acceptance of the letter does not constitute a binding contract.
Employers must be careful when creating the job offers they will use to not be exposed in case they decide to revoke the offer(if, for example, the candidate fails a drug test or the company has to make some budget cuts).
There are valid reasons for rescinding an offer, but the job offer letter must be very precise in this matter.
How do you calculate the job offer acceptance rate?
It's a pretty basic statistic to run. You need to divide the total number of job offers you send to candidates within a specific date range by the total number of accepted offers. The percentage you get is the average number of applicants accepting your job offers.
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What is the difference between an offer letter and a contract?
While some people consider them to be the same, this is not the case. An offer letter is a formal document describing what the job requires and what the employee can expect. An employment contract drafts the whole job description, all rights, and responsibilities from both parties.
Both documents need to be signed by both parties.
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