Crafting the perfect job offer letter email can be a daunting task. You want to ensure that you convey your enthusiasm and gratitude while also making sure you communicate all the relevant details of the offer. To help you make the best impression, here are some guidelines and tips to help you write the perfect job offer letter email.
Table of contents
- What is an offer letter?
- What is included in an offer letter?
- Extend the offer verbally first
- Include in the subject line the purpose of your e-mail
- Attach all relevant information
- Professional job offer email template
What is an offer letter? #
Your best candidate may already have received an initial verbal offer from you, but now it’s time to send a letter of offer to them. A letter such as this is typically sent prior to any contingencies, such as a background check, but before any official employment contracts are signed. The letter offers the position formally to a job applicant, summarizes the main terms and conditions of the offer, and provides information about the company and the job in order to assist the candidate in making an informed decision regarding acceptance. In addition to serving as a starting point for employment negotiations, it may also serve as a guide.
It is imperative that you understand that a letter of offer is not always a legally binding employment agreement. If the candidate accepts your offer, they will sign the letter and return it to you. Usually, it is a separate document that outlines the legal protection that both parties are seeking. However, to ensure that you are protected from any legal ramifications that may arise from your offer letter, you may want to have a legal professional review it before sending it to a potential employee.
What is included in an offer letter? #
There is no standard format for a job offer letter, so you should feel free to reorder the elements described below to fit your company and the roles you are hiring for since there isn’t a standard format for a job offer letter. An offer letter provides a brief overview of the company and position and includes specific job details, such as start dates, salary, work schedule, and benefits.
Use your company’s official letterhead with a high-resolution image of the company’s logo on the letter to convey professionalism and authenticity. This is a good way to encourage a potential employee to keep reading and seriously consider your company’s offer.
Date and contact information
In the upper left-hand corner, include the date, the candidate’s first and last name, and their address:
Candidate’s First and Last Name
City, Province, Postal Code
Greeting / opening line
In your offer letter, you will begin by addressing the potential employee with the words “Dear,” followed by their first and last names. Begin with a positive, upbeat opening line in which you wish to convey your excitement about offering them the job, such as: “We are excited to offer you a position at [Company Name]!” You may choose to make this line as formal or as casual as you like, depending on the culture of your organization.
Start your letter by providing specific information about the position, as well as the work logistics. As part of this, you will need to provide information on the position’s title, the expected start date, whether the position is full-time or part-time, the company’s office location, the manager/supervisor, and a brief description of what the role entails and the duties involved in it. It is important to clarify any details that may have been missed or misunderstood during the interview process during this step in order to give the candidate a better idea what to expect.
You should make sure that you state in the job offer letter whether the candidate must complete certain documents or perform certain tasks before he or she will be offered the job. Among these contingencies are a background check, drug test, confidentiality agreement, reference check, and proof of employment eligibility.
Make sure that the compensation package in the offer letter is clearly explained to the candidate. It is important to include specific details concerning how much the candidate will earn annually or hourly, how often they will be paid, and the payment methods available. It is also important to mention equity, bonuses, commission structures, etc., as applicable to the position.
Providing a summary of the key benefits that your company offers is a great way to encourage a candidate to accept the job offer. Avoid providing too much information, as this is more appropriate for an orientation package or employee manual. In the offer letter, you might briefly mention attractive benefits, such as:
- Insurance coverage
- Registered Retirement Savings Plan
- Paid time off
- Flexible spending accounts
- Educational assistance
- Flexible work hours
- Work from home options
You should decide if you want to place an expiration date on your offer when you are wrapping up your letter. If you choose to include a time limit for the offer, give the candidate a minimum of one week for them to consider your offer and make a final decision. Adding a hard deadline will save you from losing other qualified candidates if they decline your offer.
It is a good idea to end your offer letter by expressing excitement about the candidate joining your team, providing contact information in case they have any questions, and allowing them to sign and date a copy of the offer letter if they accept it.
Consider adding a brief disclaimer to clarify that this is an informational letter and not a legally binding contract. Consult with a lawyer if you are not sure whether to use language that carries contractual implications in your letter.
Extend the offer verbally first #
It is important to call your candidate prior to sending the offer letter email in order to relay the good news to him or her. This is a very exciting time for both you and the candidate, and a verbal offer creates a stronger bond between both parties. Tell the candidate that if they express interest in this verbal offer, they will receive a formal offer letter with more details within a couple of days.
Include in the subject line the purpose of your e-mail #
You should include the name of your company in the subject line of your email in less than 50 characters. You should clearly state that you are offering the candidate a position.
The following is an example of an excellent subject line for an offer letter in an email:
- Offer from [Company Name]
- [Company Name] Job Offer
- Your Offer from [Company Name]
- Job Offer from [Company Name]
Attach all relevant information #
There is one goal of an offer letter, which is to give candidates as much information as possible to allow them to make a decision as to whether to accept or reject the position. Sending an email offer letter has the advantage of allowing the sender to attach any other relevant, supplementary documents that may assist a candidate in making a decision about joining your company – without having to send a lengthy email in order to do so.
For example, you can include a welcome packet. A welcome packet includes a variety of documentation that an employee must sign before they begin working for the company, such as company policies, benefits information, compensation plans, and so on. However, avoid overwhelming the candidate with documents and information. In order to help them decide whether the role and company are a good fit for them, you should only provide them with enough information.
Professional Job Offer Email Template #
Email subject line: Job Offer from [Company Name]
Dear [Applicant] ,
Thank you once again for applying for [Job Title]. We interviewed several candidates, but our team was most impressed with your resume and interview. Therefore, we formally invite you to join our team as our newest [Job Title]. This is a [full/part] time position, and you will be working Monday – Friday from 9 AM to 5 PM [or another time period]. As a [Job Title], you will be in the [Name of Department], and you will be reporting to [Manager Name], who is our [Position of manager].
As a [Job Title], your annual gross salary is [Salary], and you will receive the following: [bonus, commission, program, if applicable]. In addition to your annual salary, you will also have the option to partake in our company benefits. We currently offer the following benefits: [health insurance, dental insurance, travel expense, or remote working expense]. In addition, after [Number of Days], you will receive [X] days of paid vacation per year, and [X] can carry over to the following year.
Your expected starting date is [Date].
You will be asked to sign the following paperwork at the beginning of your employment:
- Tax forms
- Government forms
- Direct deposit
- Noncompete agreement
- Non-disclosure agreement
- Arbitration agreement
- Benefits forms
We would like to have your answer by [Date]. If you have additional questions or need clarification, do not hesitate to contact me via email or phone. We look forward to your reply!
In conclusion, while there is no one-size-fits-all formula to crafting the perfect job offer letter email, these guidelines and tips should help you convey your enthusiasm and gratitude while also ensuring that all the relevant details are communicated. By following these steps, you can create an appealing and professional job offer letter email that will make your potential hire feel appreciated and motivated to accept your offer.