Writing employment offer letters should be the highlight of the hiring process. You’ve completed the recruitment process, conducted interviews and finally found your ideal candidate. Now, you only need to let them know they’ve got the job.
In this article, we’ll outline what you need to include in your job offer letter and share some templates to get you started.
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An employment offer letter is a formal offer of a role within your company to a successful candidate and usually comes at the end of the hiring process. The offer letter usually follows an informal offer in person or over the phone. Remember, whether the offer was made verbally or in writing, it is always a legally binding contract.
The letter should outline the terms and conditions of the employment and can be a conditional or an unconditional job offer.
Because offer letters are formal documents, it is important to ensure they always contain the correct and consistent information. You’ll find six templates you can tailor to suit your needs later in this article.
An employment letter can and should be customised. Your basic template will depend a lot on your brand identity as an employer – think about receiving a job offer letter from a Government department versus a start-up – and then might be modified further depending on the hiring manager’s communication style, the seniority of the role, or whether you’ve already made an informal offer.
However you personalise your formal job offer letter, the crucial information you should include is:
You can also choose to include the following information:
Subject: Job Offer – [Position Title]
Dear [Candidate’s Name],
We are pleased to extend an offer for the [Position Title] position at [Your Company Name]. The skills and experience you displayed during the interview process impressed us, and we believe you will be a valuable addition to our team.
Please review the attached terms and conditions. If you accept this offer, please sign and return a copy of this letter by [Acceptance Deadline].
We look forward to welcoming you to our team and believe your contributions will be key to our continued success.
[Your Company Name]
Subject: Revised Job Offer – [Position Title]
Dear [Candidate’s Name],
After careful consideration, we are pleased to present a revised offer for the position of [Position Title]. We value your expertise and are excited about the potential contributions you will make. The attached document outlines the updated terms.
Your response by [Offer Expiry Date] would be greatly appreciated.
[Your Company Name]
Subject: Job Offer – [Part-Time Position Title]
Dear [Candidate’s Name],
Congratulations! We are delighted to offer you the part-time position of [Part-Time Position Title] at [Your Company Name]. Your skills and availability make you an ideal fit for our team.
Please find further details attached regarding your compensation and schedule, as well as the terms of your employment.
Kindly confirm your acceptance by [Acceptance Deadline].
[Your Company Name]
Subject: Internship Offer – [Internship Position Title]
Dear [Candidate’s Name],
Exciting news! We are thrilled to offer you the internship position of [Internship Position Title] at [Your Company Name].
Please review the attached information outlining the terms of your internship. Kindly confirm your acceptance by [Offer Expiry Date].
We are delighted to have you on board and look forward to having your enthusiasm and potential on our team.
[Your Company Name]
Subject: Job Offer – [Remote Position Title]
Dear [Candidate’s Name],
Congratulations on your successful interview! We are pleased to extend an offer for the remote position of [Remote Position Title] at [Your Company Name].
Further details regarding compensation, benefits, and remote work arrangements are enclosed. We eagerly await your acceptance by [Offer Expiry Date].
[Your Company Name]
Subject: Temporary Job Offer – [Temporary Position Title]
Dear [Candidate’s Name],
Great news! We would be delighted to offer you a temporary position at [Your Company Name].
The attached document outlines the terms of your contract with us. We request your response by [Offer Expiry Date].
We appreciate your flexibility and look forward to a successful collaboration.
[Your Company Name]
Although it’s rare, there are some scenarios where you might have to withdraw your offer of employment to a candidate. This can happen for a number of reasons, including budget changes, discrepancies in reference or background checks, or a change in the candidate’s behaviour, which leads you to believe they’re no longer a good fit.
What’s important is that you deal with the situation considerately and professionally to ensure your business’s reputation isn’t damaged and there are no legal repercussions.
Here are some tips for effectively rescinding an offer of employment:
Jessie is an experienced content creator and copywriter specialising in technology and telecommunications. She comes to the HR technology space keen to exercise a passion for people and the human resources industry.
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