How to Write a Job Offer Letter
A job offer letter or employment offer letter is designed to formally offer a job to a candidate. It provides an introduction of the position, the company, and other relevant job details, including the start date, compensation, benefits, and work hours, that will help the candidate decide whether or not to accept the job offer.
When should you send a job offer letter? While some companies hire on the spot, others take some time before they make a decision. The job offer letter is usually sent after extending a verbal offer to the candidate who passed the background check, proof of employment eligibility, reference check, etc.
Once you’ve found your top candidate, you need to act quickly to get him/her off the job market, and sending your job offer letter will help you do it. Bear in mind that top candidates will most likely get several companies that want to hire them, so it’s essential to make a solid offer right away.
Guidelines on Writing a Job Offer Letter
Here are the different elements that should be included in your job offer letter. There is no standard format, so you can choose to reorder the details depending on the company and the position:
- Company logo – Make sure to use the official letterhead with your company logo. It makes your letter professional and legitimate, encouraging the candidate to read it thoroughly.
- Date and contact details – Include the date, as well as the full name and complete address of the candidate.
- Opening line – You can make the greeting or opening line formal or casual, depending on the company culture. Start with “Dear [Candidate’s name]” then offer him/her a job on a positive note such as “We are pleased to offer you a position at [Company name]!”
- Specific details about the job – The part includes the job title, expected start date, employment status (full-time or part-time), office address, name of the supervisor or manager, and duties and responsibilities.
- Salary – Explain how much the candidate will make per year, month or hour, how often will he/she get paid, and mode of payment. If applicable, you can also share bonus or commission structures.
- Benefits – Provide a summary of key company benefits, such as insurance, paid time off, 401(k) plan, flexible work hours, and remote or work from home options.
- At-will status – It means that the company and its employees can terminate employment for whatever reason and at any given time. You may want to seek legal guidance when discussing the at-will status to avoid problems later on.
- Expiry date – It’s up to you if you want to include an expiry date or not. If you prefer to give the candidate a deadline when considering your job offer, make it at least one week. Providing a time limit enables you to find other prospects right away in case your preferred candidate turned down your offer.
- Closing line – Include details on how the candidate can reach you in case he/she has questions about the job offer.
Job Offer Letter Templates
Here are some templates that can help you in writing your job offer letter:
Formal Job Offer Letter Template
Candidate’s full name
Candidate’s complete address
Dear [Candidate’s name],
We are pleased to offer you the position of [Job title] at [Company name]!
We believe that your knowledge, skills, and experience are an excellent match to the [Full-time or part-time] [Job title] position. In this role, you will be expected to [discuss duties and responsibilities]. You will start on [start date] and report directly to [Supervisor’s name] at [Office address]. You will be expected to work from [work hours and days of the week].
For this position, the starting salary is [amount] that will be paid on a [monthly, weekly, etc.] basis through [check, bank deposit, etc.]. The first pay period will be on [date]. Aside from the salary, we are offering key benefits such as [insurance, paid time off, etc.]. The benefits package will be explained in more detail during the employee orientation.
Your employment with [Company name] will be on an at-will status. It means that you and the company can terminate the employment for whatever reason and at any time.
Should you accept his job offer, please sign and return this letter on or before [expiry date].
If you have any questions, please feel free to call me at [phone number] or send an email at [email address]. We are excited to have you on our team and we look forward to working with you!
With kind regards,
[Your full name]
[Your job title]
Informal Job Offer Letter Template
Dear [Candidate’s name],
We are excited to offer you the position of [Job title] at [Company name]!
After several interviews with different candidates, we believe that you are the best one for the position.
[Company name] is offering you a [full-time or part-time] role as [Job title]. You will start on [start date] and report directly to [Supervisor’s name] at [Office address]. You will be expected to work from [work hours and days of the week].
You will receive a starting salary of [amount] per [year, month, etc.] through [check, bank deposit, etc.] starting [date of first pay period]. Aside from the salary, you will receive key benefits including [insurance, paid time off, etc.]. The benefits package will be explained in more detail during the employee orientation.
If you have any questions, please feel free to call me at [phone number] or send an email at [email address].
We are excited to have you on our team and we look forward to working with you!
[Your full name]
[Your job title]
Thank you for reading CFI’s guide to how to write a job offer letter. CFI offers the Financial Modeling & Valuation Analyst (FMVA)™ certification program for those looking to take their careers to the next level. To keep learning and advancing your career, the following resources will be helpful: