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What to include in a job offer letter

A job offer letter is the best part of the job process. Given to candidates who have successfully completed the interview process, it’s also one of the most important elements for businesses to get right.

Clear communication in job offer letters is absolutely essential. The letter itself needs to enlist everything that the candidate needs to know about their new position and the associated benefits on offer, so that they can make the final decision regarding whether or not they would like to take you up on the offer.

 

Why should you write a job offer letter?

A lot of information is involved in making a successful job offer – and therefore, written communication is always the preferred route to make things official. Employers may choose to deliver the news via a phone call initially, as this is typically the preferred way to deliver the good news and gauge initial reactions. The phone call is then followed up with a letter, going into further detail about the role and salary on the table.

Written format is the best way to transfer this information, as it also allows both the candidate and employer to have a paper trail of what has been offered and what is expected for their own respective records.

But what should you be including in a job offer letter? We’ve got a check list of elements that should feature as standard:

 

Topics to be covered in a job offer letter

  • Job title
  • Job description – incl. working hours etc
  • Salary
  • Work benefits information
  • Starting date of employment
  • Reporting structure
  • Benefits information and eligibility
  • Acknowledgement of offer and confirmation of acceptance

 

Job offer email format

You’d be right in thinking that including all of the topics above in an email would be quite lengthy, however, there are only certain elements that need to be covered in the opening email – the rest should be detailed in a full letter, usually attached.

The general format of a job offer letter will begin with the acknowledgement of the offer being made. A congratulations, or a ‘[enter company name] is pleased to offer you…’ would be ideal to begin as it makes the intention and tone of the letter clear from the start.

After that, you should outline the job description, salary and starting date. We know from experience that when candidates receive these emails, their eyes scan to the all-important numbers straight away, so be sure to make this a standalone paragraph so it’s easier for them to spot at-a-glance.

Once you’ve outlined the above, it is down to preference, but this is where employers can often outline their top perks before directing the candidate to the attached file which will explore all of the above information in more detail.

Finally, round off the email by expressing your excitement to work with the candidate and requesting their acceptance of your offer by either email or written form. Remember, they haven’t accepted it yet, so this is your opportunity to really sell the positivity of your business and enthuse your prospective hire about the career path that lies ahead for them.

 

Sample job offer letter template

[Company Logo]

MM/DD/YYYY

Candidate First and Last Name
Candidate Address
Postcode

Dear [Candidate Name],

We are delighted to offer you the position of [job title] at [company name] with a start date of [start date]. You will be reporting directly to [manager/supervisor name] at [workplace location]. The team is very much looking forward to you joining us.

In this role, you will be required to [outline relevant job duties and responsibilities].

The annual starting salary for this position is [total amount] to be paid on a [monthly, semi-monthly, weekly, etc.] basis by starting on [first pay date].

As an employee of [company name], you are also eligible for our benefits program, which includes [holiday allowance etc.] and other benefits which will be described in more detail in the employee handbook.

Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].

If you have any questions, please feel free to reach out at any time.

Sincerely,

[Your Signature]

[Your Printed Name]
[Your Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 

 If you’re already writing a job offer letter it’s possible you’ve found your perfect hire. If not, why not submit your request to Heat Recruitment. We’d love to support your hiring needs.

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