A short guide to writing the job offer letter you need to attract the perfect employee

Have you finally found the much-needed candidate to fill your position? Are you doubting what’s the next step in order to convince him your company is the perfect work environment?

Stop wondering! You need to send them a job offer letter, not just a simple welcome note saying: “Hey, we want you to become a part of our company!”

What is the job offer letter?

It’s a formal written invitation sent by an employer to a candidate, a potential employee, selected for employment. A job offer letter can be used whether the candidate has applied for that job or not. Such letter provides important information regarding the employment offer.


What information is included in a job offer letter?

Curious to know what makes a good offer letter? Find below a list of the specific components, that you need to consider:

  • Job title and job description
  • Employment type: part-time, full-time, remote or in the office.
  • Reporting structure: especially the name of the supervisor of the position, but also all managers of the department.
  • Starting Date of Employment: extremely important for the candidate. He/she may be still working, so they need to give the two-week notice.
  • Salary, bonuses and benefits information and eligibility: the amount of pay, health benefits, dental plan, pension plan, national holidays, paid time off, etc.
  • Pay dates: monthly, weekly, etc.
  • Hiring contingencies: you, as the employer, can decide if you ask the candidate to undergo additional steps like passing a background check, a pre-hiring drug test or a reference and security check.
  • Offer expiration date: you cannot keep your position blocked until the candidate makes a decision. So the key is to enter an expiration date of the offer: usually 3-5 business days are granted. Even if the answer is negative, you can resume the process of interviewing.
  • Acknowledgment of offer and Confirmation of acceptance: before ending the letter, you need to inform the potential employee which action from his part is considered as acceptance of the job offer. Some employers ask that the candidate sign the received letter and return it to the company. Others may consider signing the letter only as a first step to employment and require further discussions or negotiations.

When drafting a job offer letter, it’s essential to take into consideration the candidate you are approaching. An assessment of their financial expectations, personal references or any facts related to their experience and skills can be of help and will result in a tempting job offer.


A written job offer letter or email?

While it is standard practice to use a formal job offer letter, some organizations prefer to deliver an informal email to the candidate. This is suitable for companies that have a more relaxed culture and appears to be a growing trend.
Get started right away with this free sample we offer!

However, our advice is to follow a simple timeline: 1. Make the offer via phone or email and 2. Send a formal letter, offering the job position and describing the main employment conditions.


Tips for writing the perfect job offer letter

The job offer letter is one of the first exchanged communications with the potential new employee. This is why you should make it a priority to design a great job offer. The job offer speaks for your company, your company’s culture and you, as a manager or direct supervisor.

Here are some best practices to rely on:

  • Be professional. Even though the job offer is not an employment contract, it is a formal document, therefore you should not take it lightly and leave it to chance. Use your company logo in the header of the letter and then clearly state the basic information: Company name, address, date, and the name and address of the potential employee. We also recommend you begin with: Dear Candidate name” and express your pleasure to offer him/her that free position.
    After including all the information presented in the previous section (job title, description, start date, etc), end the letter with a reassurance that any question the candidate has, you can be of help.
  • Be succinct. There is no need to incorporate long information from the employee handbook about the company’s policies. Just state the compensation he/she will be entitled to and the most attractive benefits. Also, the job description should be concise, as the employment contract is the document that will cover this.
  • Be clear. This letter contains basic but essential information, so there should be no uncertainty about any of it. You should clearly state the start date, the paying amount of benefits.
  • Be genuine. If during the interview, you have discussed with the candidate some specific terms, they should be reflected in the letter.
  • Write the letter yourself. Do not delegate this task to the HR department. This is recommended so that you are familiar with its contents.
  • Review the job offer.If your company does not have a legal department, you can hire an attorney to review the letter, to make sure its content is clear for both parties, without any traps that may be legally binding.


Examples of job offer letters

You now have all the information you need about the job offer. But there is one thing left: sample templates of job offers from the employer point of view that you can use as a model!


Job Offer Letter Sample


Mr. Johnson
179 Main Street
South town, CA 12478

Dear Ms. Smith,
BaX Company is pleased to offer you the position of Assistant Director, for the Marketing Director. Your skills and experience will be a great fit for our Marketing Department.
As we discussed, this is a full-time position and your starting date will be September 1, 2019.
The starting salary is $38,000 per year and is paid weekly.


As Assistant Director-Marketing, you will report to Andrew Zenith, the Director of the Marketing Department, although reporting structures may change from time to time depending upon business requirements. Your duties and responsibilities will be in accordance with the position of Assistant Director, such as: organizing the travel agenda of the Director, preparing his meetings with prospective clients, analyzing marketing data.


Medical coverage will be provided through our company's employee benefit plan and will be effective on October 1. Dental and optical insurance are also available. BaX offers a flexible paid-time-off plan which includes vacation, personal, parental and sick leave. You will be eligible for the company retirement plan in 90 days after your start date.


As discussed, this offer is conditional upon conducting a simple background check.
Please take the time to review our offer and to return a signed copy to me at your earliest convenience, but no later than 5 business days from now.

When your acknowledgment is received, we will send you employee benefit enrollment forms and an employee handbook. We look forward to welcoming you to the BaX team.


Please let me know if you have any questions or I can provide any additional information.

Sincerely,
Brian Johnson
Director, Human Resources
BaX Company


____________

I hereby accept the Assistant Director, Marketing position.
_____________________________
Signature
_____________________________
Date


Job offer email sample

Dear Alex,
BaX Company is excited to bring you on board as Assistant Director, Marketing.
You were our top candidate out of 15. We were impressed with your motivation to improve your skills.


Below you can read details about compensation, benefits and the terms and conditions of your future job with BaX Company.


BaX is offering a full-time position for you as Assistant Director for the Marketing Department, reporting to Andrew Zenith, the Director of the Marketing Department, starting on September 1, 2019, at our headquarters.


The starting salary is $38,000 per year and is paid on a weekly basis.
As part of your compensation, we're also offering medical coverage, dental and optical insurance. Paid time off is also available according to our plan which includes vacation, personal, parental and sick leave.


Got questions? Feel free to email us or call.


Sincerely,
Brian Johnson


How to accept a job offer?

Generally, the acceptance of the offer is displayed when the candidate signs and returns the letter to the employer.

As a candidate, when receiving a job offer letter, you have a few options:

  1. Accepting the offer on the spot - but not before considering all the factors involved, because it’s an important decision.
  2. Taking some time before responding - no more than a few business days. Also, if the offer has an expiration date, make sure not to miss it.
  3. Negotiating employment terms - this is possible in some cases, depending on what was discussed during the interview and on the nature of the position. For example, an entry-level position is not very flexible, due to standard salary ranges.

Find below two examples of job offer acceptance letters. The first one includes a thank you note and states appreciation remarks. It confirms in writing the acceptance, the terms and conditions of employment including the starting date.


Job acceptance letter sample



Bob Johnson
7 Heaven Cir
Numbers, New York, 13579
(456) 987-3541
bobj@domain.com

Dear Ms. Smith,
I was thrilled to receive your letter today 7/30/2019 offering me the job of Assistant Director, for the Marketing Director. I accept this job offer and am excited to join the BaX Company.


My understanding of the offer is as follows. My agreed upon salary is $38,000 per year and is paid on a weekly basis. I will be working 40 hours a week. Being on time for my shift makes me eligible for a $20 per hour bonus. My benefits will start after I have worked for the company for 60 days and include: medical, dental, vision, paid vacation and time off, sick leave.


Thank you for extending, to me, this wonderful opportunity which will allow me to work for BaX Company. Please let me know if there is any other paperwork that I need to fill out before my first day of work.

Sincerely,
signature
Bob Johnsons

 


Job offer acceptance email

 


How to decline a job offer?

If the job offer does not fully convince you and you are wondering if refusing/rejecting the job offer it is the best option, here are some aspects to consider:

  • Is the salary what you expected? If not, can you negotiate?
  • Do they offer a decent benefits package?
  • Do you believe you will integrate easily into the company? Will you benefit from a good work-life balance?
  • Is this job exactly what you need in terms of long-term plans? Is there an opportunity for promotion?

If you are sure that the job is not a good fit for you, you can turn down the offer, but make it in a polite, professional and candid way. You never know, in some years, your opinion may change. Many small industries are very tight, so the word goes around.

 


Job rejection letter

 

 


Job rejection email

 

Job offer vs. Employment contract

Two big questions arise when it comes to contracts and job offers:

Is a job offer letter legally binding?

YES, as long as the candidate accepts the job and signs the letter, the offer is legally binding. It demonstrates that the employer and the future employee have reached an agreement, even though there are some conditions to be met, such as a background check.

What is the difference between an offer letter and an employment contract?

Many people view these 2 formal documents as identical, but that is not the case. While a job offer letter describes in broad lines what the job would involve and what is to be expected from the employee, the employment contract lays out the entire role and responsibilities the position entails and detailed conditions to be met by both parties. Both documents are formal and must be signed by the potential employee.