After you've made the best candidate an oral offer, it's time to send out an offer letter. This letter formally offers an applicant a job, summarizes the main terms and conditions of the offer, and includes information about the position and company to help the candidate better decide whether to accept the offer. It can also initiate employment negotiations.
How do you write an Offer Letter?
An offer letter contains a brief overview of the position and company as well as job-specific details such as start date, salary, work schedule, and benefits. Since there is no standard cover letter, feel free to mix up the elements below so that they fit your company and vacancies.
- Company logo: To appear professional and authentic, use your company's official letterhead with a high-resolution image of your company logo. This is a good way to encourage a potential employee to read through and seriously consider your offer.
- Date and contact details: At the top left state the date, the candidate's first and last name, and his/her address.
- Greeting/opening sentence: Start your offer letter by addressing the potential employee with "Dear", followed by his/her first and last name. Congratulate the candidate and state why you want to offer the job in a catchy, positive opening sentence: “We would like to offer you a position at [Company Name]!” Depending on your company culture, this opening sentence can be as formal or informal as you want.
- Job details: Start your letter by providing information about the position and day-to-day business. This includes the formal job title, expected start date, employment position (full-time or part-time), office location, responsible manager/supervisor, and a brief description of the position and responsibilities. This gives the candidate a picture of what to expect and clarifies details that were unclear or not covered during the application process.
- Conditionalities: If the job offer requires the candidate to complete certain documents or perform tasks, state this in the letter. These conditionalities may include a background check, a drug test, a signed confidentiality agreement, a reference check, and proof of fitness for work.
- Compensation: Use the offer letter to clearly outline the compensation package. Provide specific details about the payment methods available and how much the candidate will earn on a monthly or hourly basis and how often he/she will be paid. You can also talk about assets, bonuses, commission structures, and so on if they play a role in the position.
- Secondary working conditions: Mention the main fringe benefits that your company offers. This may prompt the candidate to accept the job offer. Don't go into too much detail. Save this for an information pack or an employee handbook. In the offer letter, you can mention some attractive secondary conditions, such as:
- Group health insurance
- Pension plan
- Paid leave
- Flexible expense arrangement
- Training opportunities
- Flexible working hours
- Ability to work from home
8. End: Round off your offer letter by stating how eager you are to hire the candidate. Include contact details in case the candidate has any questions and keep a line where the candidate can write their signature and the date if they decide to accept the offer.
Sample offer letter:
- Dear Name,
We are pleased to offer you the position of Position Title at Company Name.
- We feel confident that you will contribute your skills and experience to the growth of our organization.
- As per the discussion, your starting date will be on the Start Date.
- Please find the employee handbook enclosed herewith which contains the medical and retirement benefits offered by our organizations.
- Please confirm your acceptance of this offer by signing and returning a copy of this offer letter.
- We look forward to welcoming you on board.
After downloading this Offer letter sample and filling in the blanks, you can easily customize the style, typography, details, and appearance of your Offer letter. If this isn't the right letter you are looking for, then certainly take a look at the other letters that Bizzlibrary.com offers. We have many job descriptions for several positions, as well as resumes, career objectives, etc.
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