A job offer letter helps employers invite qualified candidates to work for them. This document can make the hiring process more seamless, ensuring an employer can clearly communicate an opportunity.
Job Offer Letters – By Type
Explore various job offer letter templates below:
To extend an offer to a contractor operating under a 1099 arrangement
Independent Contractor
To extend an internship opportunity to an intern
Internship
What Is a Job Offer Letter?
A job offer letter is a written correspondence from an employer to a potential employee outlining the key terms of the employment, such as the position, annual base salary, and start date. Even though it’s not legally binding, it serves as an invitation for an employment relationship.
Employers issue personalized job offer letters to candidates, as each employee will have different employment conditions.
What to Include in a Job Offer Letter
Explore some of the key elements to include in an employment offer letter:
- Job Details: Include important job details like the job title, responsibilities, schedule/working hours, start date, and if it requires travel. This information will help the candidate understand what the job entails if they accept it.
- Salary and Commission: Promote pay transparency by providing compensation information. Salary and commission information includes the base salary, pay schedule, and commission structure based on the candidate’s performance.
- Benefits Package: An employment offer letter includes a brief overview of the company benefits, including the company culture, retirement plan options, insurance plans, and paid time off.
- Contingencies: Contingencies are the conditions the candidate must meet for the employment offer to be valid. For example, they may need to pass a background check, fill out an I-9 form, sign a non-compete or non-disclosure agreement, or sign a company policy form.
- At-Will Statement: An at-will statement clarifies that the employer can terminate employment without notice as long as the reason isn’t illegal.
- Expiration Date: The expiration date gives the candidate a deadline for responding to the job offer.
- Closing Statement: A closing statement expresses your excitement about working with the candidate and encourages them to contact you. Provide updated contact information so the candidate can easily reach out to accept or decline the offer.
- Disclaimer: Include any applicable disclaimers. For example, you may state that the terms and conditions outlined in the letter are subject to change at the company’s discretion. You may also remind the candidate that the letter doesn’t create an implied or expressed employment contract.
How to Write a Job Offer Letter: The Basics
When you’re ready to offer a candidate a job, you can write a formal document communicating the opportunity. State the letter’s purpose at the beginning so the candidate knows why they’re receiving your correspondence.
Maintain a professional and friendly tone so the candidate knows your enthusiasm about bringing them onto the team. Only include essential information (like the elements in the prior section) to maintain a clear focus in your letter.
Consider adding a few sentences about why you chose them for the position. This way, they can feel confident in their abilities and understand the value they’ll add to the team.
Job Letter Examples for Any Case
Explore three job letter examples for any case:
Example 1
Here’s an example of a formal letter:
Dear Mr. Dacus,
We’re delighted to extend an offer for the position of Head Chef at Mystical Morsels. Your innovative approach to gastronomy, culinary expertise, and dedication to delivering exceptional dining experiences have truly impressed us, making you the best candidate to lead our kitchen.
Position Details
- Position: Head Chef
- Start Date: January 5, 2024
- Salary: $85,000/year
Responsibilities
As the Head Chef at Mystical Morsels, you will oversee all aspects of our culinary operations. Your role will include menu development, kitchen management, staff supervision, and ensuring the highest standards of food quality and presentation. Your creative flair and leadership skills will be pivotal in elevating our culinary offerings and maintaining our reputation for excellence.
Benefits
In addition to a competitive salary, Mystical Morsels offers a comprehensive employee benefits package, including health insurance, retirement plans, and dining privileges. We are committed to supporting the professional growth and well-being of our team members.
Conditions of Employment
This job offer is contingent upon completing a background check and any other pre-employment requirements deemed necessary by Mystical Morsels. Your anticipated employment with Mystical Morsels is at will, allowing for termination by either party with or without cause.
Acceptance Deadline
To accept this offer, please sign and return a copy of this letter by December 20, 2023.
We are excited about having you join our team at Mystical Morsels. Your culinary vision aligns perfectly with our commitment to providing unique and memorable dining experiences.
Please contact me at 813-555-9744 or [email protected] if you have any questions or need further clarification. We eagerly anticipate the opportunity to work together and witness the culinary excellence you will bring to Mystical Morsels.
Thank you for considering this offer. We look forward to welcoming you aboard.
Sincerely,
Katie Gaskin
Example 2
Here’s an example job offer letter that’s more informal. While it still serves as an invitation, it’s more concise and includes immediate next steps:
Dear Mrs. James,
I’m thrilled to extend an offer for the Middle School Teacher position at Summit Grove Middle School. Your passion for education and commitment to fostering a positive learning environment make you an ideal fit for our team.
Position Details
- Position: Middle School Teacher
- Start Date: January 10, 2024
- Salary: $55,000/year
Next Steps
- Acceptance: If you are excited about joining our team, please sign and return a copy of this letter by December 23, 2023.
- Onboarding: Our HR team will be in touch to guide you through the onboarding process, including the necessary paperwork and orientation.
We are confident that your enthusiasm and expertise will greatly contribute to our school’s success. If you have any questions, please contact me at 727-555-8711 or [email protected].
We look forward to welcoming you to Summit Grove Middle School!
Best regards,
Bethany Eagleson
Example 3
Here’s an example of an offer letter for an internal position:
Dear Thea,
We are pleased to extend an offer for the position of Senior Marketing Specialist at ElevateEdge Marketing. Your outstanding contributions as a Marketing Coordinator have not gone unnoticed, and we believe your skills and dedication make you the perfect candidate for this advanced role.
Position Details
- Position: Senior Marketing Specialist
- Start Date: January 13, 2024
- Salary: $105,000/year
Key Responsibilities
As a Senior Marketing Specialist, you will take a leading role in developing and executing comprehensive marketing strategies. Your expertise in campaign management, market research, and team collaboration will be instrumental in elevating our marketing initiatives and driving sustained growth.
Next Steps
- Acceptance: To accept this position, please sign and return a copy of this letter by December 26, 2023.
- Transition Meeting: We will schedule a transition meeting to discuss the handover process and outline any additional training or support you may require.
Your promotion reflects our confidence in your abilities and commitment to excellence. We are excited about working together to achieve new milestones for ElevateEdge Marketing.
If you have any questions or require further clarification, please do not hesitate to contact me at [email protected]
Congratulations on this well-deserved advancement, Thea. We look forward to your continued success as a Senior Marketing Specialist.
Warm regards,
Jane Bledsoe
How to Make a Job Offer to Candidates
Follow these steps to make a job offer so you can improve your chances of securing a top candidate:
Step 1 – Obtain Approval
Obtain approval from your company’s human resources department to proceed with the job offer. Check the job requisition, which contains important details about filling the vacant position. Confirm that the company has the resources to extend the offer. Determine if there’s room for negotiation if the candidate wants a higher salary.
Step 2 – Call the Candidate
Call the candidate to make a verbal offer of employment. Share the good news and tell them that you’ll send over a more formal offer letter soon.
Move quickly when contacting candidates, as they might be applying to other companies.
Step 3 – Write and Send the Offer Letter
Send the offer letter, including the elements we outlined in previous sections. Send the letter to their home address via certified mail to guarantee receipt. If you prefer, you can send the letter in an email for more immediate receipt.
How to Write a Standout Job Offer Email
If you send an offer letter via email, you can implement these steps to improve your chances of success:
- Write a clear subject line.
- Attach the offer letter as a separate document so the candidate can print and sign it.
- Express enthusiasm and state why you selected the candidate.
- Highlight essential details, including the job position, salary, and company perks.
- Include the next steps and emphasize the need for open communication.
- End the email with a professional greeting like “Sincerely” or “Best Regards.”
Step 4 – Ask for Feedback
Ask the candidate if they have additional questions or suggestions on making the onboarding process more seamless. You can also let the candidate negotiate the salary or other job-related details.
Step 5 – Secure Acceptance
After the candidate agrees, obtain a signed copy of the job offer letter. Then, start the onboarding process to ensure a smooth transition for the new employee.
Step 6 – Send Rejection Letters to Other Candidates
Send an employment rejection letter to other candidates you didn’t choose. Thank them for the time and invite them to apply at a future date when an opening becomes available again.
Sample Job Offer Letter
Frequently Asked Questions
Can an employer take back a job offer?
Employers can rescind job offers if the reason isn’t discriminatory. The U.S. Equal Employment Opportunity Commission prevents applicants from discrimination based on various factors, including genetic information, disability, sex, religion, color, race, age, and national origin.
Reasons an employee may rescind it include:
- The employer can no longer offer the position due to budget cuts or restructures.
- The employee takes too long to accept the offer.
- The employee doesn’t meet the requirements of the conditional offer.
- The employer and the employee cannot agree on specific employment terms.
Does sending a job offer letter guarantee an individual got the job?
It doesn’t solidify an offer. It’s often conditional, meaning the candidate must meet certain requirements before becoming an employee. An employer can also rescind it for any reason that doesn’t break the law.
What should I exclude from a job offer letter?
Exclude language that implies a promise. For example, don’t include phrases like “a stable work environment” because the candidate may interpret them as long-standing assurances.
You should also exclude unrealistic expectations and terms that are subject to change without proper notice.
What’s the difference between an employment offer letter and an employment contract?
A job offer letter extends the invitation to join a company but doesn’t bind either party to the offered terms.
Unlike an offer letter, which often includes a disclaimer that it is not legally binding, an employment contract binds the parties to the employment details it outlines.
How long should employers give candidates to respond to a job offer?
It depends. An employer may give a candidate between a few days and a couple of weeks to respond with a decision.
An employer should clearly state their desired timeframe. This way, a candidate knows exactly how long they have to decide before the employer will move on to offering the position to a different candidate.
What if a candidate changes their mind about a job offer?
A candidate might change their mind about accepting a job offer if it no longer suits their needs or if they found a better opportunity. Because an offer isn’t legally binding, they can inform the employer of their decision not to proceed with the company.
