Once you’ve hired the ideal candidate and they’ve accepted your job offer, it’s important to send them a formal job offer letter. This letter contains detailed information about the position and the company, and typically asks the candidate to sign and return the letter upon acceptance.
To create an effective offer letter, it’s important to tailor it to your company’s specific needs and culture. We’ve provided some helpful guidelines and sample offer letters below to assist you in creating your own offer letter template.
What’s to Include in Offering Letter
An offer letter is a customizable document that can include various details, depending on your company’s preferences.
For a professional appearance, you can use your company’s official letterhead.
Basic information to include in the letter may consist of:
- the job title
- working schedule
- base salary
- start date
- company policy
To provide more information, you might also consider including:
- job responsibilities
- supervisor’s name and title
- expected work hours
- employee benefits such as insurance or paid time off.
- additional compensation potential like bonuses or stock options
It’s also a good idea to include an expiration date for the offer.
Keep in mind that an offer letter isn’t legally binding, but it’s still wise to have a lawyer review your final template to avoid any legal issues.
Sending Offer via E-mail
When sending an offer letter via email, be sure to follow these guidelines:
- Use a clear subject line that indicates it’s a job offer, such as “Job offer from [Company_name]” or “Job offer for [Job_title] at [Company_name].”
- Keep the email message brief and explain that the candidate can find the detailed offer letter attached.
- Provide a specific deadline for the candidate to respond to the offer.
- You can also personalize the email message to match your company’s culture, but make sure to keep the language in the offer letter itself formal and easy to understand. After all, the letter is an official document that outlines the terms of employment between you and your new hire.
Job Offer Template
Simple Job Offer
Dear [Applicant Name],
We are delighted to offer you the position of [Job Title] with [Company Name]. Your skills and qualifications have impressed us, and we believe you will make a valuable addition to our team.
The following terms and conditions of your employment are:
[Job Title]: [Insert job title here]
[Start Date]: [Insert start date here]
[Salary]: [Insert salary here]
[Work Schedule]: [Insert work schedule here]
[Benefits]: [Insert details of benefits here]
[Other terms and conditions]: [Insert other terms and conditions of employment here]This offer is contingent upon the successful completion of a background check and any other pre-employment screenings that may be required.
Please confirm your acceptance of this offer by signing and returning this letter by [Date]. Should you have any questions or concerns regarding the terms and conditions of this offer, please do not hesitate to contact us.
We are excited to have you join our team and look forward to working with you.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Formal Job Offer via E-mail
Subject: Formal job offer from [Company_name]
Dear [Candidate_name],
We are pleased to offer you the position of [Job_title] at [Company_name]. We have prepared a summary of the terms and conditions of your employment with us, which we invite you to carefully review.
If you choose to accept our offer, your start date will be [Start Date] or another mutually agreed upon date. As a member of our team, you will report directly to [Manager_name].
Attached, please find the detailed terms and conditions of your employment, which you may review before making your decision. We kindly request that you provide your response by [date]. In the meantime, please do not hesitate to contact me or [Manager_name] with any questions or concerns.
We are excited about the prospect of having you join our team, and we look forward to hearing from you soon.
Best regards,
[Your name]
[Signature]========ATTACHMENT=========
This document outlines the terms and conditions of the employment offer for the position of [Job_title], and you will report to the Company’s [Manager’s job_title].
Working Hour
The position is full-time position, approximately [hour] working hours per week. Working hour will be [Monday to Friday 8.00-17.00]
Employment Relationship
Your employment with the Company is at-will, meaning that either you or the Company can terminate the employment at any time for any reason, with or without cause.
Compensation
Your compensation package includes a starting salary of $[Gross annual salary] per year, subject to adjustment pursuant to the Company’s employee compensation policies.
Bonus
Additionally, you may be eligible for a bonus based on objective or subjective criteria, with a target bonus of [percent]% of your annual base salary.
Employee Benefit
You will be entitled to participate in a comprehensive employee benefits program offered by the Company, including paid vacation leave, private health and dental insurance, and stock options.
Company Privacy
You must also agree to observe and uphold the Company’s privacy policies and procedures, conflict of interest policy, and proprietary information and inventions agreement.
Termination
The Company reserves the right to terminate your employment for just cause at any time, but will provide you with the minimum notice required by law for termination without cause.
Expiration
This offer letter shall expire within seven days from the date of its issuance, and in the absence of any response, it shall be deemed canceled. Any communication made thereafter will be disregarded
Generic Job Offer
[Date of letter]
Dear [candidate’s first name],
I am pleased to inform you that following [the organization’s recent selection / your recent interview], we would like to offer you the position of [title of job] at a salary of [amount] per year, starting on [start date].
On your first day of employment, you will report to [manager’s name]. Please note that this offer is subject to satisfactory results from necessary pre-employment checks, as discussed during your assessment day/interview.
This is a [permanent/fixed-term/temporary post/temporary post to cover for maternity leave] and the terms and conditions of your employment are as follows:
Continuous employment — Your previous employment [counts / does not count] as part of a period of ‘continuous employment’ (working for the same employer without a significant break). [Optional] This began on [insert date continuous employment started].
Place of work — [address]. [Optional] Other places you may be required to work at — [addresses].
Hours of work — Your working hours will be [number of hours per week, for example, 40] per week, from [days and times — for example, Monday to Friday, 8:30 am to 5:30 pm, including a 1-hour lunch break; and 1 Saturday in 4, 9 am to 1 pm, with time off in lieu for weekend working].
Salary — Your monthly salary will be paid into your [bank / building society] account on the [date — for example, 12 months]. It will be reviewed every [period — for example, 12 months] with [job title of manager — for example, your head of department].
Benefits — You are entitled to the following benefits: [insert outline of perks — for example, company car and sales commission — and where more information can be found].
Company pension — Please refer to the information pack for further details.
Collective agreements — There are no collective agreements.
Holiday entitlement — You are entitled to [number of days] days of holiday per year, plus [number of bank holidays]. The holiday year runs from [give dates — for example, 1 April to 31 March].
Holiday pay — [Insert details, including how holiday pay is calculated if the candidate leaves].
Absence — In case of absence, you must inform [name] by telephone as soon as possible, but no later than [insert deadline].
Sick pay — You may be entitled to be paid if you’re not able to work due to sickness or injury. [Insert terms of Statutory Sick Pay and any contractual sick pay].
Other paid leave — [Insert details of any statutory or additional paid leave the candidate is entitled to].
Probationary period — There will be a probationary period of [length of probationary period — usually 3 or 6 months], which will have to be completed satisfactorily. [Insert conditions of the probationary period].
Performance management — You will have a review with [name / job title — for example line manager] every [period — for example, 3 months], with a full structured appraisal every [period — for example, 12 months].
Training — We provide compulsory training, and the cost will be borne by the employer. Please refer to the information pack for further details. [Insert details of any non-compulsory training provided or where to find information about this].
Notice period — After the probationary period, one month’s notice is required by you or the employer. During the probationary period, one week’s notice by you or the employer.
Confidentiality – As part of your employment, you may have access to confidential information, including but not limited to business strategies, financial information, and customer data. You agree to maintain the confidentiality of such information during and after your employment with the company.
Intellectual Property – Any intellectual property created by you during the course of your employment with the company will be the property of the company. This includes but is not limited to any inventions, designs, processes, or trade secrets.
Code of Conduct – You are expected to abide by the company’s code of conduct, which outlines the behavior and ethical standards expected of all employees. Any violation of the code of conduct may result in disciplinary action, up to and including termination of employment.
Termination – This employment is subject to termination by either party with notice or pay in lieu of notice as per the notice period outlined in this letter. In the event of termination, you agree to return any company property in your possession and to cooperate with any transition plan.
Entire Agreement – This letter, along with any other documents referenced herein, constitutes the entire agreement between you and the company with respect to your employment. Any changes or amendments must be made in writing and signed by both parties.
We look forward to welcoming you to the team and working together to achieve our goals. Please sign and return a copy of this letter to indicate your acceptance of the terms of this offer.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Freelance Offer Letter
Dear [Candidate Full Name],
We are pleased to offer you the position of [Freelancer or Position Title] at [Company Name], starting on [Desired Start Date].
The salary for this role is set at [Dollar Amount] per [Hour/Year/Project]. Payment will be made on a [Weekly/Biweekly/Monthly/etc.] basis, starting from [Date of First Pay Period], and will be issued via [Check/Direct Deposit/etc.].
As a [Freelancer/Position Title], your primary responsibilities will include [Description of Role and Responsibilities]. You will report directly to [Supervisor Name and Title], who can be reached at [Supervisor Phone Number or Email Address].
Please note that prior to commencing work, we will require the completion of the [1099/W2/etc.] form.
To accept this offer, please reply this letter to [Contact Name] by [Date]. By replying this letter, you acknowledge your acceptance of the terms and conditions stated above.
Thank you for considering this offer. We look forward to working with you.
Sincerely,
[Your Name and Title]
Internship Offer Letter
Dear [Candidate Full Name],
It is with great pleasure that we offer you an internship in the position of [position title] at [company name]. The anticipated start date for this role is [desired start date].
In light of the fact that internships at our organization are unpaid, we are pleased to provide a stipend of [dollar amount] per [hour] to our interns, with payment issued on a [weekly, biweekly, monthly] basis starting on [date of first pay period].
As an intern, the expectations of this position include [description of role and responsibilities]. You will be reporting to [supervisor name and title], who can be reached at [supervisor phone number or email address].
We kindly ask you to confirm your acceptance of this internship position, as well as all of the above terms and conditions, by replying this letter to [contact name] by [date].
Thank you for considering this opportunity. We look forward to your contribution to our team.
Sincerely,
[Your Name and Title]
Informal Offer Letter
Dear [Applicant Name],
It is with great pleasure that [Company Name] offers you the [Job Title] position. You were selected from a pool of [# of candidates] candidates, and we were particularly impressed with your [details about the candidate that made them stand out].
We are pleased to provide you with more information about your compensation, benefits, and terms and conditions of employment with [Company Name].
You will be employed on a [full-time, part-time, etc.] basis, reporting to [immediate manager/supervisor], starting on [proposed start date], at [workplace location]. The expected work hours will be [days of week and hours of work].
Your starting pay rate will be [dollar amount or annual base salary] per [year, hour, etc.], and you will be paid on a [weekly, monthly, etc.] basis, beginning on [date of next pay period]. In addition to your salary, we also offer [if applicable, describe any bonus, profit-sharing, stock options, commission structure, compensation committee].
As an employee of [Company Name], you will be eligible for [briefly name benefits, such as health insurance, dental insurance, etc.]. If you have any further questions, please do not hesitate to contact us via email or phone.
We are looking forward to welcoming you on board.
Sincerely,
[Sender Name]
