Job Offer Letter Format (With Examples)

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Your search for an ideal candidate to fill a position is winding down, and you know who you want to offer the job to. Now you just need to come up with the best way to assure that they’ll accept the position.

That’s where an offer letter comes in. You want to make sure you send an excellent one, too, to help entice the best people – as they’re likely to get other offers besides yours.

Key Takeaways:

• An offer letter is an offer of employment from the company. It isn’t a contract, but if it’s accepted, it is binding.

• It should include the job title, salary information, overview of benefits, and the expected start date. Other information is recommended, as well.

• Offer letters should be concise, often about a page long. Beyond that, there isn’t an accepted format for an offer letter beyond the basic information it should contain.

What Is an Offer Letter?

An offer letter (sometimes also called a job offer letter) is a formal invitation for the candidate to come work for your company. It makes it clear to the recipient that you want them to join your team, as well as what you’re offering in return.

An offer letter is not a contract. The job offer letter is an informal document that shows your interest in hiring the applicant and explains the basics of the position. While it is legally binding (if the recipient accepts it), it doesn’t have nearly the pull of a contract, and it’s possible to rescind the offer under the right circumstances.

General Tips and Guidelines for Writing a Job Offer Letter

An offer letter is an informal letter that gives you a fair amount of leeway in tone and format. How you arrange the letter is largely up to you, and the tone and wording are going to be based on the position and the company culture. Offer letters can be informally worded, so long as they contain the necessary information.

General guidelines to consider when writing an offer letter.

• Note your acceptance in the first line of the letter. This is one aspect of the letter that shouldn’t be rearranged. Don’t make the addressee search through the letter to find out if they’re getting offered a job or not – make it clear upfront. You don’t want to miss out on a good candidate because it wasn’t clear you wanted to hire them.

• Clarity is your friend. While a written offer of employment is informal, it’s still an important part of the hiring process. Be clear in the fact that it’s an offer of employment, how much you’re willing to pay them, and what benefits they get. Other aspects are good to include too, but those are the most important details.

• Be concise. Offer letters are usually one page, so don’t dissemble. It’s also a professional correspondence, so the expectation is for it to be businesslike. Tell the candidate what they need to know, let them know you want to work with them, then sign off.

• Make sure there’s a way the offeree can contact you. It’s up to you how you want the potential employees to contact you, but make sure they can get in touch. This is important if they want to negotiate, but also just if they have questions or if they choose to decline.

  If you make it difficult to get in touch with you, they’ll either assume disinterest or just move on. People want to be polite and follow etiquette, but they won’t if it’s excessively difficult.

Composing an offer letter may sound daunting, but it’s going to largely consist of information, meaning that it mostly writes itself.

What Should be Included in an Offer Letter?

The contents and tone of an offer letter vary depending on the company culture. There is no specific format for how an offer letter should be structured, so you can alter the contents to suit your needs, the position in question, and your company.

That being said, there are several items that are highly recommended to be included in your offer of employment.

• The company logo. This is an official letter from the company, and you want to make it look like one. If the offer is on paper, make sure it’s on company letterhead. If it’s emailed, try to include the logo at the top of the email message.

• The date. Be sure to include this detail. If it’s emailed, then it’ll be time stamped. But it’s always important to know when the letter was sent.

• Offered salary. Pay rate is a major part of the candidate’s decision process, so be sure to be upfront with your offer of a salary. Also, be sure to note the pay schedule, whether it’ll be monthly, weekly, or biweekly.

• Job position title. It’s good for the offeree to know what exactly the position is called, as that helps them determine if you’re offering them a fair salary. It’s also recommended to give a brief summary of the expected duties of the position, so everyone knows what will be expected.

• Benefits. This is another major factor in a potential employee’s decision-making. An offer letter is brief, so there’s no need to give the whole list of benefits. But be sure to mention the major ones, like a 401k, paid vacation, or education reimbursement.

• Supervisor’s name. It’s good to specify who the applicant will be reporting to so as to avoid any confusion about the chain of command.

• Employment type. It’s best to specify whether it’s a part-time or full-time position. That affects pay and benefits, but also how many hours are expected per week.

• At-will clause. Almost all employment contracts are at-will in the United States. It’s still best to make mention of it unless the position is expected to be under contract. At which point, say so.

• Start date. Make it clear when the candidate is expected to start. If this has been discussed before, it may not be necessary, but few people will be put off by excess clarity.

• When to expect the first paycheck. This isn’t necessary to put in an offer letter, but it’s recommended. The more information the candidate has, the easier it will be for them to make their decision – and they’re less likely to need to contact you for clarification.

• Contact information. Be sure to give the offeree a way to get in touch with you. This is important if they have any questions or need clarification on a matter. It also makes it easy for them to inform you if they’ve decided to take another position, so you know to resume your search.

• Offer expiry date. It isn’t necessary to include an expiration date on your offer, but it’s something to consider. Excellent candidates usually get more than one offer, so if you encourage them to decide quickly, it’ll guarantee that you won’t have to wait long for an answer.

  If you set a deadline, make sure to give them time to make a reasoned decision. A week is considered standard. The candidate may ask for an extension if they get another offer – or expect one soon – and it’s up to you whether or not to agree.

• A brief disclaimer. Job offer letters don’t actually guarantee that the candidate will be hired – until they sign the employment contract, you can rescind it for any reason. Mentioning this may be in your best interest, though you should also consider whether the candidate may find that off-putting.

  If there are conditions that the offeree still needs to meet before being fully hired, such as a background check, drug test, or reference check, be sure to highlight that.

If the offer letter is sent on paper, leave a place for the recipient to sign it at the bottom. In the case of an emailed letter (which is likely to be less formal), you can just accept a positive response in its place, or you can use an e-signature service instead.

When to Send an Offer Letter

An offer letter is traditionally sent after the candidate has been given a verbal offer. It makes the offer more official and puts the details down in writing. Be aware that while the offer can be rescinded, the information put in the offer is binding – the employer and potential employee have made obligations to one another.

It’s best to send an offer letter quickly, as it shows you’re organized, serious, and really want the candidate to join your team. As stated before, the best applicants usually get multiple offers, and you want yours to be in contention.

Examples of Job Offer Letters

1. Example 1

   Date
   Applicant’s full name
   Applicant’s full address

   Dear [applicant’s full name].

   We are excited to offer you the [full or part-time] position of [job title] at [company name].

   With your experience, knowledge, and skills, we believe you’ll be an excellent addition to our team. In this role, you’ll report directly to [supervisor’s name] and be expected to [summary of job duties].

   We’d like you to start on [start date] and will pay a salary of [pay rate] via [payment method] every [pay period], starting [first payday]. You’ll report to [location] during [work hours]. As a further part of your compensation, we offer [list of benefits].

   This position will be at-will employment, meaning that either you or the company can terminate the agreement at any time for any reason. This communication isn’t a contract of employment or guarantee of a period of employment.

   Please confirm your acceptance of this offer by replying before [offer expiry date].

   If you have any questions, please do not hesitate to contact me at [contact info].

   Sincerly
   [Your name]
   [Your position]

2. Example 2

   Date
   Applicant’s full name
   Applicant’s full address

   Dear [applicant’s full name].

   We’re pleased to inform you that you’re our top choice for the position of [job title], contingent on [background check, reference check, drug test]. In this position, you’ll be expected to [briefly describe job duties]. You’ll start on [start date] and will receive your first payment on [first pay date].

   For this role, the starting salary is [salary] that will be paid [monthly, weekly, biweekly] by [direct deposit, check]. In addition, we’re offering key benefits such as [stock options, 401k] and [paid time off, education reimbursement, health insurance].

   You’ll be reporting directly to [supervisor] and will be working in [work location, work from home].

   Your employment will be at-will status. That means that you or the company can terminate the employment for any reason at any time.

   If you choose to accept this offer, please sign and return this letter before [expiration date].

   If you have any questions or concerns, please feel free to contact me at [contact information]. We’re excited for you to join our team, and we look forward to working with you.

   Warm regards,

   [Signature]
   [full name]
   [job title]

Job Offer Letter Format FAQ

1. Is an offer letter legally binding?

   Yes, a job offer is legally binding. It can be rescinded before it’s accepted for any reason. However, once it’s been accepted, the employer can rescind the offer because the applicant doesn’t meet requirements (such as a drug test) or for other reasons; the terms are binding. If the offer is accepted and both parties follow through, the terms in the offer letter must be met.

2. When should an offer letter be sent?

   An employment offer letter should be sent after the candidate has been given a verbal offer. It adds an extra formality to the offer and makes it binding in terms of salary, benefits, hours, and expectations.

3. Can an offer be rescinded if the candidate accepts it?

   Yes, an offer can be rescinded even if the offeree accepts it. This is an unusual circumstance and typically only happens if the candidate doesn’t meet requirements, such as not passing a background check. In that case, if that contingency is laid out in the offer letter, it’s perfectly within the company’s rights.

   If the company revokes the offer for discriminatory reasons (e.g., because of a person’s race, sex, or disability), that’s illegal. If it’s revoked for other reasons, the candidate may have recourse if it’s provable that they suffered damages because of it.

4. Does an offer letter need to be signed?

   No, an offer letter doesn’t need to be signed. It isn’t a contract, so a signature isn’t necessary. However, it’s best to err on the side of formality in terms of legality and officialness. A lack of a signature makes it easier for either side to withdraw and claim that it wasn’t binding because of a lack of signature.

5. What’s the difference between an offer letter and a contract?

   The main difference between a job offer letter and a contract is the formality. An offer letter is seen as an informal way to offer the position while giving basic information about it, such as salary and expectations. A contract lays out all the information on the position and locks it in. Reneging on a contract has much more obvious, serious consequences than an offer letter.

References

1. UCLA Campus Human Resources – Sample Offer Letters

2. Doctemplates – Job Offer Letter: How to Write

Author

Di Doherty

Di has been a writer for more than half her life. Most of her writing so far has been fiction, and she’s gotten short stories published in online magazines Kzine and Silver Blade, as well as a flash fiction piece in the Bookends review. Di graduated from Mary Baldwin College (now University) with a degree in Psychology and Sociology.