24 Perfect Job Offer Letter Templates

A job offer is a formal letter sent to potential candidates after an interview. You can decide on the best candidate for the job as an employer.

In other cases, the employers or HR call the candidates a few days later to inform them of the decision. You can then send them an employment contract containing specific details about their duties at your organization.

Regardless of the case, you need to send the employment offer letter so that both parties are clear on the terms of the contract. Often, offer letters require candidates to sign and return them if they accept the position. A job offer could be sent either as a traditional letter or an email message.

It is essential to send a job offer letter because it gives the candidate an overview of what to expect if they accept the position. Therefore, you should send the offer letter quickly. Suppose the candidate rejects the offer. Then, you can contact the next person on your list to offer them the job.

Another significant feature of an offer letter is that it removes any confusion regarding the employment terms. The organization and new employees agree on the terms to prevent future challenges.

This article is a guide to help you write the best job offer letters. In addition, we offer samples and templates to help you write a job offer letter quickly.

Note: The contents of an employment letter are as follows, company regulations, employment agreements, and local and state law regulations. In addition, the contents can be specific to the organization and job role.

We know how busy it can be at the workplace. Therefore, sending the job offer as soon as possible after the interview is best to avoid unnecessary delays in case the candidate rejects the job.

Therefore, we offer free downloadable templates to make writing the offer letter easier and faster:

Is a Job Offer Letter Legally Binding?

Agreements can be verbal but may not hold legal significance unless there is evidence. This is where signing employment contracts becomes a necessity. Therefore, once the candidate signs the offer letter for employment, it becomes legally binding.

A signed employment contract is proof of an agreement or relationship between the organization and the employee. This may not be the case if the letter indicates that accepting the proposal does not translate to a legally binding.

While it is good to send out job offers early, it is best to write and review them carefully. This ensures that you are not held liable if the offer is revoked. For example, Suppose you find out that the prospective employee already signed a noncompete agreement with another firm or failure of drug tests.

In addition, you may need to revoke a job offer due to budget cuts or issues arising from background checks.

Your company can withdraw the job offer. Therefore, the offer letter should indicate that the offer becomes invalid when certain conditions are not met. As a result, you are legally protected in case the candidate seeks legal action for compensation. Most times, jobs are considered “at will.” Therefore, you or the candidate can terminate the job contract at anytime.

You must consider several components while writing an offer letter for a job position. When you understand these concepts, you can quickly write offer letters.

Here are ten steps to help you write the perfect letter:

Add job title & description

The first step is to indicate the role you are offering, along with the job title and description. It is best to mention the formal title of the position. In addition, indicate the status of the job- part-time/ full-time status. For example, suppose the job requires working remotely, traveling, or working from the office. The information should be available in the offer letter.

If your company’s headquarters is not in Montana, you must mention that the job offer is “at will.” Next, following the Fair Labor Standards Act, state if the position is exempt or nonexempt from overtime. Finally, mention the name of the supervisor for the position.

For Example:

This letter is an offer for the receptionist position, which is a full-time job, and will require occasional travel. You must report at the head office by 9 am and close by 5 pm Mondays through Fridays except when you travel. The head of operations, Mrs. Banks, supervises the receptionist’s office. In addition, the position is nonexempt from overtime. This letter is an “at-will” employment contract.

Include job responsibilities

The next component of an offer letter is a summary of the responsibilities associated with the position. Also, confirm with HR to ensure you mention all the duties. In addition, indicate that the job responsibilities may change in certain circumstances.

For example:

As a receptionist, you must receive guests, confirm appointments, take bookings, and call security if any visitor behaves irrationally. You may also be required to arrange schedules and appointments via emails and phone calls.

Discuss contingencies

Contingencies are a crucial part of a job offer. Therefore, it is essential to state any conditions related to the job, such as signing a noncompete agreement, the result of a drug test, or signing a confidentiality contract.

In addition, an employment offer can only stand when the candidate can provide the required documents indicated by the Immigration Reform and Control Act of 1986. Therefore, when you list contingencies in the offer letter, it helps protect your organization.

For example:

The job offer depends on the results of a drug test, which will be conducted on Monday next week.

Specify the compensation

Most employees are eager to get to the compensation section of the letter. Therefore, clearly describe the compensation package in the offer letter. First, briefly discuss the payment plan, methods available, and frequency. In addition, if there is room for commissions, explain the structure and conditions for earning it.

For example:

The monthly wage will be paid on the 28th day of each month via transfer to your bank account (which you shall indicate). Please, take note that this letter is not a guarantee of employment.

Write an at-will statement

An at-will statement aims to ensure the organization or employee may terminate the contract without legal constraints. You may need to seek legal experts to ensure the wording is precise at this junction.

For example:

This employment is on an at-will basis. Therefore, you and the organization can terminate the employment at any time.

Highlight company culture and policies

This is an excellent time to mention some of your company’s policies. You do not need to include the complete handbook. However, the offer letter is a great avenue to highlight standard protocols employees are expected to follow.

The company culture is a way of promoting your firm. You can mention two or three things that make working at your firm unique.

For example:

All employees need to be with their keycards at all times. However, we are open to flexible work arrangements. In addition, our organization is pet-friendly.

Discuss employment benefits

The job offer is an opportunity to entice the employee to work with your organization. You can do this by listing the benefits such as vacations, medical coverage, life insurance, retirement plan, and many more.

Make sure this segment is brief but highlights the key points that can convince them to accept the offer. In addition, state when the insurance coverage begins (for example, two months after working) and how the vacation time is calculated.

For example:

After working for ten months, you are entitled to 2 weeks of paid vacation. In addition, after working for three months, you can enjoy medical and insurance coverage provided by the company.

Specify the expiration date

The candidate may need a few days to read the offer letter and decide whether to accept or reject it. Therefore, it is best to put an expiration date on the job offer. When you specify an expiration date for the job offer, it shows the letter’s significance. As a result, the candidate will respond promptly, and the company can move forward. On the other hand, suppose they do not accept the offer. Then, the organization can send an offer to the next qualified candidate.

For example:

Kindly note that the job offer expires after four days. Therefore, if we get no response, we assume you decided to reject the offer.

Close your letter

The letter’s closing should express excitement and anticipation of working with the potential employee. In addition, provide contact information in case they need clarifications on some issues. Finally, leave a space for the employee’s signature and date.

For example:

We are excited that you are joining our team. For any questions, contact us via our email ([email protected].). Our family at the company is happy to welcome you.

Add a disclaimer

Consider adding a disclaimer to avoid confusion between the employee and the organization. For example, the disclaimer could indicate that the letter is for information only and not for contractual purposes.

For example:

Any information included in this letter is for informational purposes only.

Some writing tips will help you construct a perfect offer letter and attract employees. Likewise, some common errors can be avoided.

Here are some do’s and don’ts of writing an employment offer:

Do’s

Here are some tips to consider when writing job offer letters:

Watch your tone

The letter is your first official interaction with the employee. Therefore, you want to set a professional yet welcoming tone. Establishing the correct tone aims to help them feel welcomed and valued. However, you must avoid distorting any facts.

It is best to keep the letter brief while highlighting essential points. You could send other documents to their emails. Adopt a cheerful voice when delivering your message, and use clear terms to avoid confusion. 

Tell a story

You can use storytelling to mention all the salient information. This makes the letter easier to read and understand. For example, tell the story of why the organization needs their skills and how you are excited to welcome them to the team.

Appropriately format your letter

When you are done writing the letter, format it to confirm all the necessary details are mentioned. Check the introduction, as it should contain the job title. Mention the salary, compensation, and benefits in the second paragraph. Also, provide a deadline for response on the job. Finally, encourage them to contact the organization if they have any questions.

Include a video

A video can serve as a brief orientation to the organization’s operations. Text is not the only format you can use to send an employment offer letter. You could include a video to provide more information about the job description.

Personalize your letter

Personalized letters have higher chances of getting positive feedback than general ones. You can include the employee’s name when necessary. In addition, you can refer to the interview.

For example:

You impressed us during the interview. We need to talk more about that incredible idea you suggested. I am so delighted to have you on board!

Edit and proofread

The employment offer is a professional letter. Therefore, you need to edit and proofread it before sending it to prospective employees. You can use software to check the grammar, punctuation, syntax, and tone. When you edit and proofread, it removes any mistakes and improves the quality of the message.

Give ample time

Yes, you are eager to hear feedback for the offer, but you do not want to rush it. Give them a few days to consider the offer and its benefits before deciding. Meanwhile, select another candidate that can be contacted if the first candidate rejects the offer.

Don’ts

Here are some items that you should not include in the job offer letter:

Avoid writing about termination

Avoid writing about termination of employment. The at-will statement already covers this, and you may confuse or discourage the prospective employee by talking about termination of employment.

Do not make promises of promotion, increment, bonuses

Do not make any statements or promises that may increase positive feedback but hold no weight. Therefore, avoid making firm promises on increments, promotions, and bonuses. The employees can resign when they discover all they got were empty promises. In some cases, it could lead to legal action.

Statement about job permanency and duration

One of the things you should avoid when writing a job offer letter is statements regarding job permanency. These statements should be avoided because they can be grounds for legal battles, which cost money and take time. Avoid writing sentences like, “With your skills and experience, I am certain you will be with the organization for many years.”