When to use a job offer letter & an employment agreement. Includes an employment agreement template to customize.
After reviewing dozens of resumes and holding several rounds of lengthy interviews, you’ve finally found the perfect candidate! So how do you seal the deal and secure the strongest candidate as an employee for your company? This is where the job offer letter comes in.
Below, you will find details on how to create an engaging and informative employment offer letter that clearly outlines the entire package being offered giving your ideal candidate the confidence to accept the job offer. You will also find a customisable job offer letter sample to help you get started quickly.
After an initial verbal offer is extended to your best candidate, it’s time for you to send an offer letter. The job offer letter is usually sent before any contingency is done such as reference checks, but before signing the official employment contract. The offer letter acts as a formal offering of the job position to the applicant and includes summaries of the main terms, conditions of the offer, details about the role and company, as well as any other details to help the candidate decide whether or not to accept the job offer. It can also serve as an entry point for negotiations to happen.
If the candidate accepts your offer, they will sign the letter and return it to you. However, it is important to note that a signed offer letter does not necessarily mean that it is a legally binding agreement for employment. The employment contract is typically a separate document containing detailed legalities offering protection for both parties. Nevertheless, it is still a good idea to have a legal professional review your offer letter before handing it over to a potential employee to ensure you are legally protected.
A job offer letter provides an overview of the job position and company as well as specific job details such as the start rate, remuneration, work schedule, benefits, and more. As there is no one-fits-all sample job offer letter, feel free to arrange the elements below to fit your company and the job roles you are looking to hire for.
To convey authenticity and professionalism, incorporate your company’s official letterhead with a high-resolution image of your company logo. This portrayal of authority encourages a potential employee to read on and to seriously consider your offer.
Date and contact information
In the upper lefthand corner, include the date, the candidate’s first and last name, and their address:
Candidate First and Last Name
City, State, Postcode
Greeting / opening line
Start your offer letter by addressing your potential employee using “Dear,” followed by their first and last name. Congratulate them enthusiastically in offering them the job with a positive and upbeat opening line such as: “We are excited to offer you a position at [Company Name]!” You can customise this opening line to be as formal or casual as you like in reflection of your company’s culture.
After the greeting, continue onto the specifics about the job position including logistics. You should include things such as the formal position title, the name of the employee’s manager or supervisor, a brief description of the role and its responsibilities, as well as any other important matters specific to the job. This will help the candidate set their expectations of the job and helps give them clarity on any misunderstandings or overlooked items during the application process.
Should the job offer be dependent on the candidate qualifying for certain accolades or completing certain documents, state this requirement in the job offer letter. Contingencies may also include background checks, reference checks, drug tests, signed confidentiality agreement, or proof of employment eligibility such as a visa.
Use the job offer letter to clearly explain the compensation scheme. Specific details such as how much the candidate will make on an annual, monthly, weekly, fortnightly, or hourly basis, how often payment will be made, and the available methods of payment. Should any other compensation benefits apply, you should also mention them, such as equity, bonuses, commissions, and so on.
To encourage a candidate to accept your job offer, summarise the key benefits offered by your company starting with the most attractive ones. Avoid including too much since details are better suited during the orientation process or in an employee handbook. Attractive benefits that may be worth mentioning in a job offer letter include:
Job offer expiration date
When wrapping up, decide whether you want to place an expiration date on the job offer. Providing a hard deadline can save you from losing other qualified candidates should the prospect decline your offer. If you decide to include a time limit, be sure to give the candidate enough time, like a week, to consider before making a final decision.
End the job offer letter by expressing excitement about welcoming the candidate to the company. Provide your contact information should they have any questions and seal the deal by including a line for them to sign and date the offer should they choose to accept.
To avoid any confusion, include a brief disclaimer explaining that the job offer letter is informational and not legally binding. Consult with your lawyers to draft an offer letter with language that avoids any contractual implications.
Candidate First and Last Name
City, State, Postcode
Dear [Candidate Name],
We are pleased to offer you the [full-time, part-time, etc.] position of [job title] at [company name] with a start date of [start date], contingent upon [background checks, reference checks, etc.]. You will be reporting directly to [manager/supervisor name] at [workplace location]. We believe your skills and experience are an excellent match for our company.
In this role, you will be required to [briefly mention relevant job duties and responsibilities].
The annual starting salary for this position is [dollar amount] to be paid on a [monthly, fortnightly, weekly, etc.] basis by [direct deposit, cheque, etc.], starting on [first pay period].
In addition to this starting salary, we are offering you [discuss stock options, bonuses, commision structures, etc.].
Your employment is on a contractual basis for a period of [time period] subject to renewal. There is a [time period] termination notice required should you wish to leave your employment with [company name]. This letter is not a contract or guarantee of employment for a definite amount of time.
As an employee of [company name], you are also eligible for our benefits program, which includes [private healthcare insurance, holiday time, etc.], and other benefits which will be described in more detail in the [employee handbook, orientation package, etc.].
Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].
We are excited to have you join our team! If you have any questions, please feel free to reach out at any time.
[Your Printed Name]
[Your Job Title]
Printed Name: ___________________________
*Indeed provides this information as a courtesy to users of this site. Please note that we are not your career or legal advisor, and none of the information provided herein guarantees a job offer.
These Formal Offer Letter Templates Will Make Your Candidates Say 'Yes!' 6 min read What should every formal job offer email include.
We all know a good recruitment process takes time and money. Companies on average spend nearly $4,000 per candidate deciding if someone is the right fit.
So when the right candidate comes along—it's job done, right?
Well, not quite.
As you know, the hiring journey is a two-way street. Your candidate has to want to work with you as much as you want to work with them. And with a tight talent market and increasing scrutiny on your employer brand, you need to make a good impressionat all stages of the hiring process.
The last thing you want to do after wading through hundreds of applications, reviewing dozens of test projects and sitting through so many rounds of interviews it makes online dating look easy, is fire off a crappy offer letter and risk losing your top candidate.
Here are some simple (and modern) formal offer email and letter templates to help make this part of the process as fun as it should be. 😉
Research shows that job seekers who've had an awesome candidate experience are 38% more likely to accept your offer.
And the way you present that offer definitely counts.
After asking your candidate to jump through all your recruitment hoops, you need to follow-up by sending an offer letter that really celebrates the fact that they finally made it through. Especially, if you want to ensure a ‘yes’ (or better yet 'Hell, yes!') at the end of it.
Nikki Larchar, Co-Founder at simplyHR LLC says “the offer letter is a legal document, it can be difficult to make changes after it has been signed.”
But at the same, the offer letter doesn't have to lack the kind of fun, human touch that brought you this rockstar to begin with. Think of it as an opportunity to reiterate your compelling one-of-a-kind vision and double down on your commitment to your amazing new hire.
(And as usual, please do NOT consider this legal advice. Always check with your legal team to make sure your letter has everything it needs to, and nothing it shouldn't.)
Job offer emails can be a little awkward to write. You have lots of information you need to convey but you don’t want to be a total robot about it.
Here’s a quick guide about what you should include in the email:
All of the above (and a few other details as outlined later in this article) can go into both the email and the letter attached to your email. More on that in a minute. First, here are a couple of email templates to get you going.
Here's a look at a standard email offer template. If your legal and/or compliance team is a stickler to get past and you just need to send a simple yet formal offer email, this one will get the job done.
Email subject line: [Company_name] Job Offer
We're pleased to offer you a [full/part] time position of [Job_title], directly reporting to the head of the [Department_name] department.
Your annual gross salary will be [$X].
You will also have the following [benefits as per company policy] and [X] days of paid vacation per year.
All this information is detailed in the attached offer letter.
I look forward to hearing from you!
Alright, now that we've introduced the basic email offer, let's talk about jazzing it up a little. It's a celebration, after all. 🎉
Hello [Candidate_name] ~
It was so great to meet you on [Day or date]!
We loved getting to know you better. You blew us away with your amazing background and [something fun and specific about their skills, personality or attitude].
[Name of hiring team member] even commented that [fun quip that shows you and your team were paying attention to who the candidate is as a person].
As you might've guessed, we're writing to formally offer you the position of [Job_title].
That is, if you'll have us. As discussed in the interview, this is a [full/part] time position working [X] hours a week. The annual gross salary is [$X].
You'll be working directly with the head of the [Department_name] team on the [Work/projects/passion-driven goal].
You can read all about it in the attached offer letter.
Please take your time to read through everything and let us know if you have any questions.
We can’t wait to welcome you onboard!
OK. Your job offer email's ready to go.
Now you're ready to nail the official letter you attach to it.
Your job offer letter will need to repeat the key info related to position, pay and benefits as outlined in your email and include a few other standard items, such as:
This feels like a good time to remind you to always check with your legal team to find out what other jargon (er...we mean statements) need to be included.
We are pleased to offer you a [full-time/part-time] position of [Job_title]. In this role, you will be reporting to the head of the [Department_name], [Name and Job_title].
You will be expected to work [X] hours per week from [Monday to Friday 08:00-18:00 or shift work].
Your starting salary will be [$X] and will be payable in accordance with the company’s standard payroll schedule, beginning [start day] and you will receive your first paycheck on [date].
Your proposed start date is [date.]
At the beginning of your employment, you will be asked to sign the following (if relevant):
In addition, as an employee at [Company], you are eligible for the following:
For more information, please refer to our [e.g. policy, employee handbook, or other guidelines].
This job offer is contingent upon the following background checks [provide details] and reference checks.
Could you please send your response to this offer to us by [date]?
If you have any questions, please contact [Manager_name] via email or phone on [provide contact details].
We're thrilled to offer you a [full-time/part-time] position as [Job_title] at [Company_name].
Your experience, skills and killer character will definitely be an asset to our growing company.
In this role, you'll be working as part of the [name the team] reporting to [First name and Job_title].
In this role, you'll work [X] hours over [X] number of days. Your schedule will be [e.g. Monday-Friday 08.00-18.00, flex scheduling details or shift work].
Your responsibilities will include:
Your starting salary will be [$X]. This will be paid according to our standard payroll schedule which begins on [e.g., first day of the month] and you will receive your first paycheck on [e.g., the last day of the month].
We're so excited to welcome you aboard and we'd love it if you could start on [date]. But if you need to discuss this further, please feel free to reach out and let us know before [date].
Now, the paperwork. We ask all employees to sign the following contracts and agreements at the beginning of their employment with us. If you have any questions about any of these, feel free to let us know.
We're also excited to offer you the following benefits as part of your contract with us:
Of course, this offer is contingent on the background checks and reference checks we discussed [provide details].
We'd love it if you could confirm your acceptance of this offer by signing and returning this letter by [date].
If you have any questions in the meantime, please don't hesitate to contact me directly via email [address] or phone on [telephone number].
We look forward to working with you!
Once you have your offer letter ready to go, why not make life easier for both you and your candidate by adding an eSignature option? (Does anyone really use scanners anymore?)
If you need help with that, Breezy's integrated document signing makes it super simple to attach and send legally binding, signed documents to and from your candidates in a matter of seconds.
Based on your needs and the advice from your legal department, you might not have free rein to make your formal job offer letter sing.
Never fear. There are plenty of other ways to make the experience unforgettable for your new hire.
Here are nine creative ideas to help woo your perfect candidate:
If you’re dealing with high recruitment volumes, putting your (hopefully heartfelt) emails on autopilot can help you save a ton of time.
A rockin' Applicant Tracking System (ATS) can also help get the messy hiring paperwork off your physical and virtual desktops and into a simple, central platform where everyone on your team can easily find the candidate info they need.
Which, by the way, provides a way better experience for candidates.
And remember. Before you send your offer letter, always check with your legal and HR teams to make sure all your information is legit.
If your ready to improve your candidate experience, start your free trial of Breezy today!
This sample letter is from a hiring coordinator to a new employee who has been hired as a new assistant cashier manager. It provides details about the salary, bonuses and benefits and explains what the new hire needs to do to accept the position and what they need to do to be ready for their first day on the job.
The Number Store
1 Fiji Way
Numbers, New York, 13549
2 Heaven Cir
Numbers, New York, 13549
The Number Store is happy to extend to you the job as Assistant Cashier Manager. We cannot wait to see your skills put to work for our company.
By accepting this job offer you are eligible to receive the following beginning on your first day of work:
By accepting this job offer you are eligible to receive the following beginning in 60 days after your first day of work:
By accepting this job offer you are eligible to receive the following beginning 1 year after your first day of work:
Please send in an acceptance or rejection letter no later than 5 days after the date printed at the top.
If you choose to accept this offer your first day of work will be 11/2/2014.
Please read all of the documents enclosed and have everything signed and ready to go on your first day of work.
Your immediate supervisor will be Stacey Harmons, Cashier Manager. Feel free to call our main office number and ask for Stacey or myself if you have questions.
We hope that you will accept our job offer and that you will feel welcomed at our store.
Hiring Coordinator, Human Resources
The Number Store
You found the perfect entry-level employee. Now you need the perfect job offer letter to seal the deal. Our guide and free templates are here to.
Mr./Ms. Last Name
City, State Zip Code
Dear Mr./Ms. Last Name,
ABCD company is pleased to offer you the position of Assistant Director, Customer Relations. Your skills and experience will be an ideal fit for our customer service department.
As we discussed, your starting date will be February 1, 20XX. The starting salary is $48,000 per year and is paid on a weekly basis. Direct deposit is available.
Full family medical coverage will be provided through our company's employee benefit plan and will be effective on March 1. Dental and optical insurance are also available. ABCD offers a flexible paid time-off plan which includes vacation, personal, and sick leave. Time off accrues at the rate of one day per month for your first year, then increases based on your tenure with the company. Eligibility for the company retirement plan begins 90 days after your start date.
If you choose to accept this job offer, please sign the second copy of this letter and return it to me at your earliest convenience.
When your acknowledgment is received, we will send you employee benefit enrollment forms and an employee handbook which details our benefit plans and retirement plan. We look forward to welcoming you to the ABCD team.
Please let me know if you have any questions or I can provide any additional information.
First Name Last Name
Director, Human Resources
I hereby accept the Assistant Director, Customer Relations position.
This formal job offer letter example or formal job offer email template is for you to use when offering a full-time position to a selected candidate. Job offer letter.