Want to write job offer letters? Read this article to learn how to write a perfect job offer letter samples and templates. In the final stage of the hiring process & after the selection of the best candidates, it’s time to give them a job offer. This is done by providing them with an offer letter.
The way you prepare the job offer letter & provide it to the best candidate will decide if he/she will accept the offer or not. It has a major significance in completing the hiring process successfully. It’s also known as an employment offer letter & offer of employment letter.
We’ll discuss it further in this article. We’ll provide you with the letter templates you can use freely and make necessary adjustments as you prefer.
So, now let’s dive into it:
What is a Job Offer Letter?
A job offer letter is in truth a crucial document sent to the top candidate after offering them the job verbally via call or in person.
It gives a rundown on all the necessary details about the job role to the selected candidate.
When you send it to the candidate it implies that you are offering them the position within your company officially.
What to include in a Job Offer Letter?
Job offer letter generally includes the following:
- Job title & description
- Type of employment i.e., part-time/full-time
- Date of commencement
- Work schedule
- Salary details
- Bonus & commission details
- Employee benefits – health & dental insurance, paid time off, etc.
- Terms & conditions
- Reporting structure
- Contingencies (if any) like background check, drug test, or I-9 form.
- At-will employment clause
- The expiration date of the letter
You can add or remove the contents mentioned above as per your company requirements. Also, we recommend you give the offer letter to your legal team to check it & make sure everything is on point.
Job Offer Letter Sample and Templates:
We have prepared sample job offer letter templates of different types that we have provided for you. So, let’s have a closer look at them:
General Job Offer Letter Template
This offer of employment letter is suitable for the majority of the positions, so you can use it without any issues.
Sample Job Offer Letter :
Email subject line: Job Offer from [Company Name] / Offer from [Company Name] / [Company Name] Job Offer
Dear [Candidate Name],
It was a pleasure interacting with you throughout the interview sessions. We would like to offer you the position of [Job Title] in [Company name] as we were impressed with your background. We believe your knowledge & expertise is a great match for this role.
This position is [employment type – part-time/full time] type. You will report directly to the [Head of Dept./Manager/Supervisor] at [Office Location] on your anticipated starting date i.e., [Joining Date]. You are required to work for [no. of hours] per week & weekdays are from Monday to Friday with an option to work remotely.
Your duties & responsibilities for this role are: [mention duties & responsibilities in brief]. Please refer to the attached document with this letter to know these in detail.
As discussed earlier, you will receive an annual gross salary of [amount in dollars] that will be paid in [weekly, semi-monthly, monthly] installments. You will receive it by [paycheck, direct deposit, payroll cards, etc.]. Also, you are eligible for the employee benefits which include [mention benefits like paid time off, health insurance, 401(k), etc.]
This job we are offering you this position will be on at-will basis. It implies that you and the company are free to terminate this employment relationship at any time for any reason. This letter does not guarantee your employment for any specific duration.
If you want to accept this offer then email to [email address] before [expiry date of the offer]. If you have any questions, feel free to contact me.
We are looking forward to working with you.
Sincerely,
[Your Name]
[Designation]
Sign Here:
_______________________
Date:
_______________________
Formal Job Offer Letter Template
You can opt for this type of letter while you are making hiring for certain important positions in your company. You can find the template here.
It comprises a professional tone that is perfect for such hiring. Feel free to use it.
Casual/Informal Offer Letter Template
The offer letter is an official document that shouldn’t always need to be formal all of the time. Click here to find the template.
In some cases you might want to communicate the job offer in a casual manner in that case this will get the job done.
Though it covers all important details about the job, it is not as detailed as a formal offer of employment letter.
It is still a professional document that’s why it holds its value & you can use it.
Internal Offer letter Template
While promoting an existing employee this letter is used to make the promotion official.
Certainly, the employee might have a good idea about the position & other details in advance, but it’s essential to send it.
This letter must be inclusive of all main points about the role the employee is being promoted to.
Sample Internal Offer Letter Template
Email subject line: Congratulations on your new role
Dear [Employee Name],
As we have discussed, we are glad to promote you/offer you the position of [Job Title] within our company starting on [starting date].
The updated terms of your employment along with your compensation & benefits are described in the document attached with this letter.
If you want to accept this offer then sign this letter & send it back to us by email. In case you have any questions regarding this offer, feel free to reach out to me.
You are a valuable member of our company & we appreciate your dedication to the [Company Name]. We all are looking forward to seeing you join this new role & achieve new heights in this organization.
Sincerely,
[Your Name]
[Designation]
Sign here:
______________________
Date:
______________________
Part-time to Full-time Job Offer Letter Template
When you ask a part-time employee if they’re interested in a full-time position & they say yes, it’s time you send the employee this letter.
Remember to include all key points about the job role like job title, compensation, benefits & so on.
Sample Job Offer Letter Template
Email subject line: Job Offer from [Company Name] / Offer from [Company Name]
Hi [Candidate’s First Name],
We are delighted to extend your employment status from part-time to full-time, as of [date].
If you accept this job offer, below are the terms and conditions of your new employment:
- Position: You will be working as a [Job Title] & reporting to the [Manager/Supervisor] of [Department Name].
- Working hours: (example: From 10 a.m. to 6 p.m., Monday to Friday).
- Compensation: You will receive an annual gross salary of [amount in dollar] that’ll be paid in [monthly, semi-monthly, weekly] installments via [paycheck, demand draft, etc.].
- Bonus: You will receive [mention bonus, commission structure, stock options, etc.]
- Standard employee benefits: As a full-time employee, you will be eligible for the following benefits:
- Annual paid time off of [number of days] days
- Health & dental insurance [or any other type of insurance]
- Paid training & development
- Company equipment
- Retirement plan
- [State other applicable benefits]
To accept this offer please sign it and send this letter back to us at [email address] before [offer expiration date].
If you have any questions, feel free to contact the HR department, or you can directly reach out to your supervisor.
Best regards,
[Your Name]
[Designation]
Sign here:
_______________________
Date:
_______________________
Internship Offer Letter Template
Got candidates looking for internships at your firm? Great, now talk with them to offer the internship & give them this letter.
This letter must highlight all the salient details about the internship just like the offer letter. Sometimes the internships are unpaid or performance-based, if certainly that’s the case with your internship make sure you mention it.
Sample Internship Offer Letter Template
Email subject line: Internship Offer from [Company Name]
Dear [Candidate’s Name],
We are glad to inform you that we are offering you an internship in [Department Name] at [Office Location]. The anticipated joining date will be [joining date] and you will be reporting directly to [Supervisor/Manager] of [Department Name].
For your internship, the following will be the terms & conditions:
- During your internship period, your projects & responsibilities will be provided by [Manager/Supervisor]
- You will be eligible to receive $[amount in dollars] as a stipend which will be given upon completion of the tasks assigned to you. (Remove this line for unpaid internships)
- You will be required to work from [start time] to [end time], Monday to Saturday
- [Mention other terms & conditions if needed]
(For unpaid internships) Please note that this is an unpaid internship, which implies you will not receive a stipend and company-sponsored benefits.
If you are want to accept this offer, please sign it and send it back to us before [offer expiry date] by email.
We are looking forward to welcoming you onboard. If you have any questions, feel free to contact us.
Sincerely,
[Your Name]
[Designation]
Sign here:
_______________________
Date:
_______________________
Sales Job Offer Letter Template
In case you want to make hiring for the sales position, you can use this ready-made sales job offer template. Make necessary adjustments according to the company needs & it’ll be ready to send.
Sample Offer Template for Sales Positions
Email subject line: Job Offer from [Company Name] / [Company Name] Job Offer / Offer from [Company Name]
Dear [Candidate Name],
We are delighted to offer you the position of [Sales Executive/Representative/Associate/Other] in [Company Name]. Your starting date will be [starting date].
If you want to accept this job offer, please review the outline of terms and conditions of your employment given below:
- Position: You will be working as a [Sales Executive/Representative/Associate/Other] and reporting to the [Manager/Supervisor] of the Sales Department.
- Job Description: The job description is attached with this letter
- Working hours: Your working hours will be 40 hours per week, from Monday to Friday
- Compensation: You will receive annual base salary of $[amount in dollars] in [monthly/semi-monthly/weekly] installments via [paycheck/direct deposit/etc.] plus [ ]% commission on sales
- Bonus: [Mention any bonus options your company offer, for e.g., [ ]% of your base salary based on annual target]
- Benefits: [Example] As a full-time employee, you will be eligible for the following benefits:
- Health & dental insurance [or any other type of insurance]
- Sales training plus workshops, and conferences
- Annual paid time off of [number of days] days
- Retirement plan/401(k)
- [State other applicable benefits]
Also, you will be eligible for any additional benefits that the organization may provide in the future.
A detailed offer letter is attached to this letter with the terms & conditions of your employment.
If you want to accept this offer, please sign this letter and email it back to us before [date]. In case you have any questions, please feel free to contact us on [e-mail/phone number] or you can directly reach out to me.
Sincerely,
[Your Name]
[Designation]
Sign here:
________________________
Date:
________________________
Developer Job Offer letter Template
In current times, there is a spike in the demand for software developers around the globe. That’s why you might need a great job offer template for sending to your best candidate. A great job offer has the capability to attract great talent to accept the role at your firm.
Customize this template as per your need & use it freely.
Sample Job Offer Letter Template for Developers
Email subject line: Offer from [Company Name] / Job Offer from [Company Name] / [Company Name] Job Offer
Dear [Candidate Name],
We are excited to offer you the position of [software developer] in our organization. Our team was impressed with your skills & knowledge and believes that you will be a great addition to this company.
If you are to accept this job offer, please review the overview of terms and conditions of your employment given below:
- Position: You will be working as a software developer and reporting to the [Manager/Supervisor] of [Dept. Name – Engineering/IT/Other]
- Job Description: The job description is attached with this letter
- Working hours: Your working hours will be [no. of hours], from Monday to Friday with the option to work remotely
- Compensation: You will be receiving an annual gross salary of $[amount in dollars] in [weekly/semi-monthly/monthly] installments by [paycheck/direct deposit/other]
- Bonus: [Mention any bonus options the employee is eligible for, like stock options, profit sharing, etc.]
- Benefits: You will be eligible for the following employee benefits:
- Health & dental insurance [or any other type of insurance]
- Tuition reimbursement
- Annual paid time off of [number of days] days
- 401(k)
- [State other applicable benefits]
Also, you will be eligible for any additional benefits that the organization may provide in the future.
A detailed offer letter is attached with this letter which states the terms & conditions of your employment.
If you agree to the terms and conditions and want to accept this offer, please email the signed copy of this letter to us.
We are looking forward to working with you. If you have any questions, feel free to contact us.
Sincerely,
[Your Name]
[Designation]
Sign here:
________________________
Date:
________________________
End note
You can surely be getting the candidate you’ve chosen after using these free letter templates.
If you want to find great candidates, you can have a look at our Recooty ATS. This hiring software will help you to manage different manual tasks by automating them.
Our hiring solution also provides ready-made job descriptions as well as email templates for you. This will help you to save a lot of time as well as make your work hassle-free.
Not only that, our ATS lets you post jobs across different job boards which include prominent job boards like Indeed & Monster.
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Hardik Vishwakarma
Hardik Vishwakarma – AI Recruitment Strategist | HR Automation Expert | Applicant Tracking Software Specialist Hardik Vishwakarma is a recognized leader in HR automation and...
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