For many employers, finding a perfect hire can be easier said than done. Usually, you are expected to review dozens of resumes as well as lengthy interviews. Sometimes, you are forced to make some of the toughest decisions just to select the best candidate from the many contenders. After all these efforts, you’ll finally decide on the best choice. But in order to seal the deal, you should inform the successful candidate formally using a job offer letter.
What is a Job Offer Letter?
Typically, a job offer letter refers to an official document that is issued by the employer to the candidate informing them of their selection for employment. After the job hiring process is completed successfully, the selected candidate will be informed of the offer either verbally or through a phone call. After that, the employer will send an official letter to reaffirm the employment selection. Many times, the job offer letter highlights some of the work conditions, remunerations, and other company policies and guidelines, as mentioned below.
What to include in a Job Offer Letter
Depending on the employment terms, a job offer letter can contain a variety set of information. While some are written in a simple manner, some are often detailed. In many cases, however, a standard job offer letter contains the following basic information.
- The job title
- Basic salary
- Official starting date
- Employment contingencies include drug screening and background checking, to mention a few.
- At-will statement.
In some cases, the employer may want to include detailed information in the letter. If you are such an employer, you can include the following additional information.
- Job roles, responsibilities, and other duties
- The names of managers, supervisors, and other senior officials
- The location and address of the workplace
- Any other possible benefits such as bonuses, overtime, allowances, insurance, and paid time off among others
How to write a Job Offer Letter
Writing a job offer letter can be challenging for many. If you are having difficulties writing one, the following guidelines will help you:
In order to make your job offer look professional, you can use the company’s logo or official letterhead. Also, this will reassure the employee that the offer is indeed authentic and not a scam.
Date and contact details
Immediately after the company’s logo, you need to write the date in which the letter is written. Below it, note down the official name of the candidate as well as their address.
You can use two options while starting off your letter. Either, you can start with a greeting or the simple ‘Dear.’ This should be followed by the candidate’s name. Next, you can congratulate them on reaching this stage of the hiring process. At the same time, present them with the offer in a positive tone.
Here, you will briefly touch on the roles, duties, and responsibilities attached to the job offer you are issuing. Also, don’t forget to mention the starting date, and the formal title of the job, among others. When describing the job, make sure you clear everything, including those details, discounted during the interview.
Different companies may have different contingent regulations. Therefore, if your company demands the candidate to perform a certain task before reporting to work, make sure you include it in the letter. Some of the most common contingencies include performing background checks, signing confidentiality agreements, reference checks, doing a drug test, to mention a few.
This is the most interesting part every potential candidate wants to reconfirm. Therefore, make sure you describe the compensation package in a clear and understandable manner. Include details such as the amount the employee will be earning either annually, monthly or hourly basis. Additionally, let the candidate know the modes and methods of payment. Before you move to the next phase, ensure you touch briefly on bonuses, commissions (if any), allowances, overtime, awards, and other revenues.
At will statement
The at-will statement is an important part of your job offer letter that can’t be ignored whatsoever. Here, you can clearly state the conditions under which the employer and the employee can terminate their employment agreements. At will-statement are often sensitive and hence the need to consult for legal guidance from a lawyer.
As an employee, always remember that not all candidates will accept your offer. Some will decline simply because you don’t provide employment benefits. Therefore, you can use this chance to attract a qualified candidate in signing your job offer. Make sure you list various benefits that you can offer. The following are examples of benefits to provide:
- Insurance cover(s)
- 401 (k)
- Options for working from home
- Retirement benefits
Though not mandatory, you can include the date upon which the offer will expire. The expiry date will impose urgency and hence a quick response. Again, setting a deadline will make you know whether or not the candidate is interested in your company. If not, you will still have enough time to approach another candidate.
Close your letter by highlighting your contact information so that the candidate can easily reach you.
Job Offer Letter Sample
[111 Street Rd.]
New York, NY 111000
Green world Company Ltd is delighted to offer you a fulltime job as an assistant sales representative starting from [1/8/2020], contingent upon drug screening.
As an assistant sales representative, you will be responsible for maintaining a positive business relationship between our company and our potential customers. Also, you’ll be in charge of selling our products and performing cost-benefit analysis.
As discussed during the interview, the starting salary will be $50,000 per year and payments made on a weekly basis through bank checks.
Also, Green world Company Ltd will offer a comprehensive benefits program, which will include medical insurance, overtime payments, and 401(k).
It’s important to note that our engagement with you will be on an at-will basis. This means that we will terminate our engagement under specific conditions or reasons. Kindly confirm your acceptance to this offer by signature before the end of July 20th, 2020.
Should you have any questions or comments regarding this letter, please feel free to reach us through [contact details]. We are excited to have you join our team of professionals very soon. Until then, we will be waiting to hear from you.
Frequently Asked Questions
Are job offer letters legally binding?
Job offer letters are not legally binding by themselves. They are only binding if the terms of employment have been agreed upon and a formal contract has been drawn up. Terms of employment can be discussed in a job offer letter as long as they do not contradict the final written agreement.
What is the difference between a job offer and a contract?
The difference between a job offer and a contract is that a job offer is an employer’s acceptance of a candidate’s application. A contract is the detailed formal agreement between an employer and an employee that includes the terms of employment. It is only valid once both parties have signed it.
How long is a job offer letter valid?
The length of time a job offer letter is valid depends on the nature of the job vacancy. If it is a permanent position, it should be valid for at least one year. If it is a temporary position, it should be valid for about six months. Employers can issue letters that only last for a few days longer as they provide candidates with other opportunities from which to choose.
Do job offer letters need to be signed?
Since the terms of employment are an integral part of the job offer letter, all offer letters should be signed. This will prove the agreement and cover an employer from any legal responsibility as long as all relevant parties sign it.