Job Offer Letter – How To Write One (With Templates)

After screening through thousands of resumes, conducting multiple rounds of interviews and, finally finding the perfect candidate to join your team, it’s time to make an offer! That’s where a job offer letter comes in. So, in this post, we are going to understand how to write a great job offer letter.  

A great job offer letter is very important to seal the deal for your selected candidate. Also, drafting a job offer letter is extremely crucial to avoid any kind of complications. So, with this comprehensive guide, you’ll get an idea of what a job offer letter is, its importance, and how to write one with several templates included. 

What Is A Job Offer Letter?

Once you’ve selected your perfect candidate and extended a verbal confirmation of hiring, it’s time to bind it with an offer letter. Usually, job offer letters are delivered in person or sent out via email.

Typically, a job offer letter is used to formally offer a job position to your selected individual which includes all the information the candidate is supposed to know to get started. 

What Should Be Included In An Offer Letter?

Based on the information in a job offer letter, your candidate decides whether he or she is going to accept it or not. So, it is very important to ensure that your offer contains all the required information as accurately and concisely as possible. Here’s a list of information that should be included in your offer letter.

  • Company Logo And Named Name
  • Job Title
  • Job Description
  • Starting Date
  • Workplace Location
  • Working Hours
  • Salary And Employee Benefits
  • Privacy Policies
  • Termination Policies
  • Acknowledgement Of Offer

Why Is An Offer Letter Important?

Employers send out job offer letters to their employees for fulfilling many purposes. Here are a couple of reasons why are job offer letters important.

  • It helps in itemizing the facts and information about the job role, salary and benefits, and the legal compliances related to the job.
  • A precise and accurately drafted job offer letter always sets the right expectations for the selected candidates.
  • It marks the beginning of providing a great candidate experience.

Tips To Write A Great Offer Letter

Drafting a perfect job offer letter may seem simple at the first glance, however, it takes a lot of good effort and care. Here are some useful tips that can help in writing a great 

  • Make a note to cover every important job detail before you even start hiring and mention them in the offer letter.
  • Make sure to give the candidate a glimpse of your organization’s culture. 96% of job seekers say that it’s important to work for a company that embraces transparency.
  • It’s always a great idea to make a job offer over the phone before extending a formal job offer letter. 
  • To make the process of drafting a job offer letter easier and faster, you can use effective job offer letter templates. We have drafted some job offer letter templates for you below. 

Types Of Offer Letters With Templates

Here are some basic types of job offer letters and their samples carefully drafted for you.

Standard Job Offer Template

If you’re looking for a simple job offer letter that does not seem too formal but is not informal as well, then this is the perfect template for you. Whether you’re sending out an email, or a letter, this is the perfect format that will enhance the acceptance rate of your offer. Feel free to customize it according to your requirements. 

Email subject line: Job Offer From (Company Name)/ (Company Name) Job Offer

Dear (Candidate Name),

The past few days have been pretty exciting knowing you and your background and skills have impressed us. (Company name) is delighted to formally offer you the position of ( Job Title). 

As a (Job Title), you will be responsible for ( Mention responsibilities and expectations from the Job Description briefly). 

This would be a full/part-time position. Your working hours will be (Mention Working Hours and Schedule). You will be reporting directly to the (Mention the superior responsible). (Mention the termination policies).

We will be offering you a starting annual salary of (Mention basic salary+annual bonus or incentives). (Company name) also offers (mention employee benefits). 

Your expected starting date will be (mention starting date). Also, your employment will be on an at-will basis. Additionally, you will be required to sign a contract (mention any contracts or employment agreements) at the beginning of your employment. 

We would like to have a confirmation of your acceptance by (mention the date). Feel free to contact me via email or phone for any queries. 

Looking forward to having you onboard with our team. 

Sincerely,

(Your Signature)

(Name)

(Job Title)

Formal Job Offer Temp

This formal job offer letter can be used when the job is extended to the best candidate. You can customize this according to your requirements. 

Email subject line: Job Offer From (Company Name)/ (Company Name) Job Offer

Dear (Candidate Name),

We’re glad to extend an employment offer to you for the role of (Job Title) with (Company Name). Please go through this summary of terms and conditions for your future employment with us. 

On acceptance of this offer, you are expected to start by (mention starting date). Also, you will report directly to (superior name and designation). 

Please find attached the job description and the terms and conditions of your employment in case you do accept this offer. We would like to have a confirmation of your decision by (mention expected date). Also, please reach out via phone or email in case of any queries. 

We are looking forward to having you as a part of our team. 

Sincerely,

(Your name)

(Signature)

(Job Title)

Informal Job Offer Template

This type of job offer letter is usually sent via email. These job offer letters are simple and can be personalized according to your preferences. They are just as official, but not as comprehensive as the formal job offer template. 

Email subject line: Job Offer From (Company Name)/ (Company Name) Job Offer

Dear (Candidate Name),

Congratulations! (Company name) is excited to offer you the position of our new (job title). We know that you will be a valuable asset to our company.

Let’s focus on wrapping up on a few more formalities including the completion of (mention any formalities required to be done before employment). Also, let’s get you started and settled in your new role by (mention starting date).

Do go through the Job Description and Terms and Conditions attached to this email. Hopefully, that will answer any lingering questions you might have. 

So, as a (job title) you will be reporting to (mention the superior responsible). Your work hours will be (mention the work hours). 

Company name) will get you started at an annual salary of (mention the salary) starting on (date of first pay). As a full/part-time employee, you will be entitled to (mention the employee benefits). 

So, we hope to hear back from you by (mention date). Do feel free to contact us via email or over the phone for any queries you might have. 

(Company name) is looking forward to having you onboard with us! 

Best Regards,

(Your name)

(Signature)

(Job Title)

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