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How to Write a Job Offer Letter (Template & Examples)

By Priya Jain

Published: January 30, 2024

In this article, we guide professionals in writing an effective job offer letter and provide information about key elements to include, along with templates and examples to draft these letters.

What Is an Offer Letter?

An offer letter is a formal document sent to a potential employee after a verbal job offer, confirming details like the company name, position title, employment status, duties, work schedule, and compensation. It’s a key tool in the hiring process, which provides clear and comprehensive information to the prospective employee.

Job Offer Letter Example

Here are some job offer letter examples when hiring entry-level, executive, and remote workers:

Entry-Level Offer Letter

2023-12-20 Smith Brookes 98 W 8th St New York, NY 10031

Dear Mr. Brookes,

We are pleased to offer you the position of Junior Financial Analyst at RockFinance Corporation. Your skills and enthusiasm will be a great addition to our team.

Position Details: Job Title: Junior Financial Analyst Start Date: 2024-01-05 Work Schedule: Full-time, Monday to Friday, 40 hours per week Reporting To: Harry James, Finance Manager

Compensation and Benefits:  Salary: $65,000 per year Benefits: Eligibility for health insurance, 401(k) retirement plan, and two weeks of paid vacation, effective March 1, 2024.

Terms of Employment:

• This position is at-will and full-time.
• A probationary period of 90 days will apply.

Company Policies:

You must comply with all RockFinance Corporation policies and procedures outlined in the employee handbook.

Next Steps:

• Please indicate your acceptance of this offer by signing and returning a copy of this letter by January 22, 2024.
• Your employment is contingent upon a successful background check and verification of your eligibility to work in the United States.
• We are excited about the prospect of you joining our RockFinance Corporation team and are confident that you will contribute significantly to our marketing efforts.

Should you have any questions or need further information, please do not hesitate to contact me at [email protected] or (555) 123-4567.

Congratulations on this offer, and we look forward to welcoming you to RockFinance Corporation.

Harry James Finance Manager RockFinance Corporation [email protected] (555) 123-4567

Executive Offer Letter

When hiring executives, you can use this letter as a reference:

Date: 2023-12-20

Ms. Emily Johnson 123 Business Ave Innovate City, IN, 46000

Dear Ms. Johnson,

It is with great pleasure that we extend the offer for the position of Chief Technology Officer at Zenith Global Enterprises. Your extensive experience and innovative approach to technology solutions make you an ideal fit for our executive team.

Position and Role Expectations: Job Title: Chief Technology Officer Reporting To: Johnathan Black, CEO Role Overview: As the CTO, you will lead our technology team, oversee the development and implementation of our technology strategy, and play a key role in shaping the company’s future in the tech industry.

Compensation and Benefits: Base Salary: $250,000 per year Equity: Stock options representing 2% of company shares Bonus Structure: Up to 20% of base salary based on company performance Benefits: Comprehensive health and dental plan, 401(k) matching, four weeks paid vacation

Start Date and Work Schedule: Start Date: February 1, 2024 (flexible) Work Schedule: Monday to Friday, with options for remote work two days per week. Termination Clause: Employment at will, with a mutual review after the first six months. Acceptance Deadline: Please confirm your acceptance of this offer by January 5, 2024.

This offer is contingent upon the successful completion of a background check.

We are thrilled at the prospect of you joining Zenith Global Enterprises. Your vision and leadership in technology will be critical as we expand our digital footprint globally. We look forward to your response and hope to welcome you aboard.

Should you have any questions or require further clarification, please don’t hesitate to contact me at [555-123-4567] or [ [email protected] ].

Johnathan Black CEO Zenith Global Enterprises [555-123-4567] [email protected]

Remote Work Offer Letter

Here’s an example of an offer letter for a remote worker:

Date: March 15, 2024

Jane Smith 789 Remote Lane Digital City, TX, 75001

Dear Ms. Smith,

We are thrilled to extend the offer for the position of Senior Software Developer at Bright Future Tech Solutions. Your expertise in software development and your innovative approach to remote collaboration make you an ideal fit for our team.

Position Details: Job Title: Senior Software Developer Department: Software Development Responsibilities: Lead software development projects, collaborate with cross-functional teams, and contribute to product innovation. Work Schedule: Flexible, with core hours from 10 AM to 3 PM Central Time. Location: Fully remote, open to any location within the United States.

Compensation and Benefits: Salary: $95,000 annually, payable bi-weekly. Equity/Bonuses: Eligible for annual performance bonuses. Benefits: Health, dental, and vision insurance; 401(k) with company match; 3 weeks paid vacation. Additional Perks: $1,000 home office setup allowance, annual professional development budget. Equipment Provision: We will provide a company laptop, dual monitors, an ergonomic chair, and necessary software licenses. In-Person Attendance: Occasional travel to our headquarters in Austin, TX, for team retreats and strategy sessions, typically once per quarter.

Start Date and Onboarding Information: Start Date: April 10, 2024 Conditions of Employment: Subject to successful completion of a background check. Employment Type: Full-time Acceptance Deadline: Please confirm your acceptance of this offer by March 25, 2024.

We are excited about the possibility of having you as a part of our team at Bright Future Tech Solutions and are confident in the contributions you will bring to our software development projects.

Should you have any questions or require further clarification, please don’t hesitate to contact our HR manager, Emily Johnson, at [email protected] or (555) 123-4567.

We look forward to your positive response and hope to welcome you aboard soon.

John Doe Head of Software Development Bright Future Tech Solutions [email protected] (555) 987-6543

What You Need to Include In A Job Offer Letter

When writing a job offer letter, you should include these key components:

Personalized Introduction

The introduction should be warm and welcoming. It’s crucial to personalize this section by using the candidate’s name and expressing genuine excitement about joining the team. This sets a positive tone and shows that the company values the individual.

Next, clearly state the job title, reinforcing the role for which the candidate has been selected.

Job Details and Responsibilities

Listing the job responsibilities in the offer letter should give the candidate a good understanding of their day-to-day activities and overall role within the company.

If the role has specific requirements like travel, flexible hours, or unique skills, these should be clearly outlined. This ensures the candidate knows all aspects of the job before accepting the offer.

Compensation and Benefits

Specify the salary amount, whether it’s an annual salary or an hourly wage, and the frequency of payments (e.g., monthly, bi-weekly). This transparency is crucial in setting clear expectations.

Use this section to give details about the benefits package, including health insurance, retirement plans, paid time off, etc. Highlight any unique benefits that may be attractive to the candidate.

If the role includes performance-based bonuses or other incentives, these should be clearly described, including how they are calculated and when they are paid.

Terms and Conditions

Define whether the position is full-time, part-time, or contract. This affects various aspects of employment, including benefits and job security.

If applicable, state the fixed term or project duration. This is especially important for contract or temporary roles. You can outline conditions that must be fulfilled before starting employment, like background or reference checks .

Remember to mention any probation period and clearly outline the terms for termination. This sets clear guidelines and expectations from the start.

Start Date and Onboarding Information

Specify the exact start date, providing clarity and allowing the candidate to make necessary arrangements.

Additionally, provide information about the onboarding process, including any orientation sessions, training, and whom to report to on the first day. This helps in easing the candidate’s transition into their new role.

Standard Offer Letter Template

Here’s a standard job offer letter template that you can customize according to your organization’s specifics:

[Your Company’s Letterhead]

[Candidate’s Full Name] [Candidate’s Address] [City, State, Zip Code]

Dear [Candidate’s Full Name],

We are delighted to extend an offer of employment for the position of [Job Title] at [Your Company Name]. Your skills and background make you an ideal fit for our team.

Position Details: Job Title: [Job Title] Responsibilities: [Mention the main responsibilities] Start Date: [Start Date] Work Schedule: [Full-Time/Part-Time/Other], approximately [X hours] per week Reporting To: [Supervisor’s Name], [Supervisor’s Title]

Compensation and Benefits: Salary: [Salary Amount], payable [Payment Frequency] Benefits: Eligibility for [list of benefits, e.g., health insurance, retirement plan, paid time off]

Terms of Employment: Employment Type: [Full-Time/Part-Time/Contract] At-Will Employment Clause: Your employment will be at-will, meaning either party can terminate the employment at any time for any lawful reason. Contingencies: This offer is contingent upon [any contingencies such as background checks, drug tests, etc.].

Company Policies: You must adhere to [Your Company Name]’s policies and procedures as outlined in the employee handbook. Acceptance Deadline: Please indicate your acceptance of this offer by signing and returning this letter by [Acceptance Deadline].

Should you have any questions or need further clarification, please do not hesitate to contact [Contact Person’s Name] at [Contact Person’s Email/Phone Number].

We are excited about the possibility of you joining our team and look forward to your positive response.

[Your Name] [Your Title] [Your Company Name] [Your Email] [Your Phone Number]

Note: Remember to adapt the template to align with your organization’s specific offer details, culture, and legal requirements. 

Best Practices for Writing Offer Letters

When writing job offer letters, there are several best practices that HR professionals should follow to ensure clarity, compliance, and a positive start to the employer-employee relationship:

Clarity and Simplicity

Offer letters should be clear and straightforward, concisely presenting all legally required details of the job offer. Avoid overcomplicating the language and keep the letter as short and simple as possible, ideally no more than two pages. 

Highlight Company Culture

The offer letter is an opportunity to reinforce your company’s culture , values, and the opportunities offered to the candidate. This can include a broad statement of how the job contributes to the business unit and the company’s strategic goals and how it supports the company’s values, vision, or mission.

This approach makes the offer letter more personal and inviting, especially important for attracting top talent.

Training and Awareness

Including information about the onboarding process and any initial training programs in the offer letter is beneficial. This gives candidates an idea of how they will be integrated into the team and the company and sets the stage for their professional growth and development within the organization.

Legal Review

It’s advisable to have legal counsel review the letter, especially to clarify terms like the at-will employment clause and to ensure that no statements could be interpreted as creating a contract. This helps protect both the company and the employee. 

Furthermore, if hiring an employee on a contractual basis, it’s recommended to have shorter contracts with the possibility of extension to avoid potential legal issues if termination occurs before the end of the contract period.

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How to Write a Better Offer Letter (With Samples)

After interviewing dozens of candidates, maybe even more, you’ve finally figured it out. You know who you want to hire. Now, all you have to do is draft up an offer and send it over for them to sign. Easy, right?

Actually, writing an offer letter that candidates agree to might involve more than you may think. Even if you’ve already discussed the ins and outs of the role before reaching the decision phase, your offer letter is your one last chance to make the case for why a candidate should work for you.

What Is an Offer Letter?

An offer letter is a written document given to job candidates that acts as a formal job offer and outline for the terms of employment. 

Around one in six  job seekers turn down jobs once they’re offered, according to a 2020 survey from Glassdoor. This means just sending an offer letter out doesn’t necessarily mean you’ll get a yes back. If you want a candidate to join your company, you have to give them an offer they can’t refuse.

“Throughout the entire process, every single touch point, we are selling the role to our candidates,” said Hailey Hastings, head of talent acquisition at Toronto-based automated brand interaction company Ada . “You want to make your offer exciting for the candidate, so that they know what their impact will be.”

Sending and signing an offer letter is the final step to recruiting a new teammate. Here’s how to write one they simply can’t turn down.

More on Recruiting What Is Recruitment Marketing? 15 Examples.

Offer Letter Basics 

Run it past legal.

Offer letters aren’t necessarily legal documents, but if an employee agrees to the terms set out by an employer in an offer letter, it can be argued that the employer is legally bound to deliver on the conditions listed in that letter. If you fail to meet the obligations you promised in your offer letter, it may come back to bite you. 

“Something that was legal a month ago, might not be anymore, and might be ruled against you in the future if you don’t change it,” said Joanna Woo, head of people at Calgary-based industrial process automation company CruxOCM .

Since both you and your future employee will be putting signatures on the offer, Woo said it’s crucial that HR leaders run their offer letters by a legal professional before sending them out to candidates.

“A lot of HR professionals don’t have that legal training or background. It’s always best to talk to an employment lawyer,” she said.

Be Transparent

While your offer letter outlines all the terms and conditions of the role, it shouldn’t be the first time candidates learn of them. Remember, your offer letter should be a confirmation of what you’ve already discussed and nothing listed in it should come as a surprise. 

“At CruxOCM, our offer acceptance rate is high because we are very transparent,” Woo said. “We talk about salary right from the beginning, as well as timelines, approximate start date, and the role’s responsibilities. None of that comes as a surprise; the offer letter is more of a formality for us at that point.”

Throughout the interviewing and candidate screening process, make an effort to be as transparent as possible about what they’ll be getting if they join your team, and what the role’s expectations will be. If you wait until writing your offer letter to share info about equity or benefits, you run the risk of not getting a candidate’s signature. 

“If we can’t give the candidate what they want, we need to tell them up front,” Hastings said. “It’s not fair to sell them something they won’t actually get.”

Get Candidates Excited

Reaching the offer letter stage means you’re in the recruiting home stretch, but sending one out doesn’t mean you’ve crossed the finish line. Competition for talent is high, and your offer letter may not be the only one in a candidate’s mailbox.

“It’s a very hot market,” Hastings said. “Candidates are getting five or six offers, whereas before they were getting maybe one or two.”

Because of the tough hiring market , employers need to look at their offer letters as a tool to lock down top talent. Think beyond the traditional PDF or document, and use your offer letter to get an enthusiastic yes from candidates. Scott Ginsberg, senior content marketing manager at San Francisco-based compensation software company Pave , said that compelling visuals are one thing employers can include in their offer letters to get candidates excited about their potential role.

“You can win more candidates by helping them visualize the upside of their offer, most notably with a visual offer letter,” he said. “This can help you eliminate confusion around equity by visually communicating total rewards to employees, and deliver a transparent and compelling narrative around your organization.”

What to Include in an Offer Letter

• Job Title and Role Expectations
• Compensation
• Office Location

Termination Clause

Acceptance deadline, role expectations.

After you’ve congratulated the candidate on being chosen for the role, you’ll need to outline exactly what that role entails. It should clearly state their position, their manager and their team. Beyond that, highlighting some details about their daily tasks and how they’ll contribute to company initiatives overall will help them better see how they’ll fit into your team.

“It’s important to remind them of the impact that they will have at the company and how they’ll be able to grow,” Hastings said.

Next, you’ll need to give the candidate information about their start date, which can be determined by the amount of notice they’ll need to give their current employer as well as any recruiting timeline goals on your end. While working an exact start date into the letter is important and gives your candidate an idea of when they will begin onboarding, Woo said it doesn’t need to be set in stone.

“We never really have a hard start date of any kind,” she said. “We are a little bit more flexible about working out some of those details.”

Compensation 

By the time your offer letter is sent out, salary should be nailed down. That means negotiating a number you both agree on — it shouldn’t come as a surprise.Include their starting salary or hourly rate, but also take the opportunity to share insight into how that number could grow in the future. This will help the candidate see how they can progress in their career or meet their financial goals at your company.

“Don’t just tell them their potential salary — show the candidates their position in the salary band,” Ginsberg said. “If your company has a salary range, tell the employee that they are at the mid-point or maximum end of the band.”

If your company offers equity as a part of its compensation package, it’s a good idea to include some details about what can be expected in your offer letter. Equity is a powerful way to tie employees’ personal goals to the goals of your company overall, and might make them more eager to accept your offer.

“We go through our equity and give a bit of the company’s background to get them excited about how the company has grown financially, and what that will do for them financially in the future,” Hastings said. “That way, they’re invested in us as much as we are in them.”

More than just a salary, job candidates want to know that their future employer will be able to take care of their needs. In 2021, around 24 percent of job seekers listed vacation time as a top factor in choosing a role, while 22 percent said healthcare was most important, according to the Statista Research Department . Sharing information about the benefits you offer is another important way to draw candidates in, so try to be specific.

“We go through our benefits — our work from home budget, the gear they’ll be able to have, our in-house social workers, wellness fund, co-working space, and unlimited vacation time,” Hastings said.

Location Info

In the last two years, in-person work has drastically changed along with remote or hybrid work models. These trends have reverberations in the talent pool, where office location and workplace models have become even important to job seekers. Around 95 percent of workers want flexible work schedules, while 78 percent said they want flexible choices when it comes to work location, according to research from Future Forum. If employers aren’t already including office location and workplace flexibility in their offer letters, they should start doing so right away, Woo said.

“With the pandemic and remote work, you should have some type of location piece in the offer letter as well, so they know what the expectation is when it comes to working in the office or from home,” she said.

After outlining all the details of the role, salary, benefits and office location, one of the most important closing items to include is information about your company’s termination policy. Employment laws vary from state to state, but in general most offers will involve at-will employment, which means that management can terminate an employee at any time. This is as long as they’re not under a valid contract or the termination isn’t discriminatory or illegal. Including a termination clause that outlines these expectations in detail are important so that there’s no confusion.

“Your termination clause needs to be spelled out very clearly,” Woo said. “That just protects everyone. The employee knows exactly what’s going to happen if that situation comes up, and the employer protects themselves as well.”

If you’re hiring an employee on a contractual basis, you’ll need to include the timeline of that contract, as well as what will happen to their employment status once the contract period has ended. In such cases, Woo said it’s smart to play it safe.  

“If you set the contract period too long, and you terminate them before the contract end date, you potentially might need to pay them out for the rest of the contract,” Woo said. “Your best bet is actually to have shorter contracts, and then extend them before the contract ends.”

The last element and possibly most important element of your offer letter is the acceptance deadline. Once you’ve nailed down a start date, you need to make sure that your potential employee agrees to the offer and provides their signature before their employment begins.

“Offer letters need to be signed before the start date for them to be legally binding,” Woo said. “Sometimes companies have a verbal agreement and have somebody start and then show them the offer letter. I try to avoid that because then it’s hard to prove the start date.”

Accepting a job offer is a big decision, and while you need to know their choice before their start date, you also need to give your candidate enough time to consider their options and discuss it with their family, attorney, or current employer. 

“I always make the expiration date at least one day before the position starts,” Woo said. “You need to give them enough time to seek legal advice.”

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Offer Letter Examples

The basic letter.

For companies with bigger wallets, there are software tools specifically for designing and sending compelling offer letters. But if you’re on a tighter budget, a no-frills traditional letter works just fine. Here is an example of a basic offer letter template Woo drafted up, complete with The Office references.

The Informal Offer Deck

Your offer letter should include some way for employees to provide a signature, but the offer itself doesn’t necessarily have to look like a legal document. At Ada, Hastings’ team sends out a more informal slideshow deck that candidates can scroll through to learn about the role.

“We put the person’s name, their photo, and a big congratulatory message welcoming them to the team and saying we’re excited to have them,” she said. “Then we go through their job title, their salary, stock options, and start dates.”

The Interactive Offer

Nowadays, there are tech tools designed to help HR leaders complete all kinds of tasks, and that include drafting and sending job offers. Rather than typing up a document with salary and equity data, Ginsberg’s team uses Pave’s own internal offer letter platform to let candidates explore their potential stock options and see how they may change over time in an interactive way. Take a look below.

At Ada, Hastings’s HR team is also testing out offer letter technology and launching their own interactive letters soon. They’re planning to use the platform Welcome to provide candidates with an immersive job offer experience, within which they can explore company culture as well as benefits and compensation offerings.

“We can add videos to this of our employees talking about what it’s like to work at Ada, whether they’re in product or engineering or elsewhere,” she said. “It gets them really excited.”

Offer letters may seem like dry documents, but if done the right way, they can set an exciting tone for a future employees’ experience with you. After getting the nitty gritty details out of the way, remember to celebrate the offer.

“As a candidate, getting an offer is so exciting,” she said. “Beyond giving them a salary and title, remind them of the impact that they will have at the company and how important they will be.”

Download this remote onboarding toolkit to access actionable resources you can implement and see the impact of immediately.

Frequently Asked Questions

Is an offer letter legally binding.

No — by default, an offer letter is not considered a legally binding document, but the legal consequences of one can still vary depending on the specific terms it outlines.

This means an employer may rescind a job offer until a job candidate signs and accepts an offer letter. It also means that if an employee agrees to the terms outlined in the offer letter, they may be legally bound to deliver on those terms.

What is included in a job offer letter?

An offer letter for a job will often include the following information:

• Job title and role expectations 
• Start date of the job 
• Compensation, benefits and equity 
• Office or working location
• Termination clause
• Acceptance and signature deadline

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Legal Templates

Home Business Employee Job Offer Letter

Job Offer Letter Templates

Use our job offer letter template to detail an employment offer to a successful candidate.

Updated December 14, 2023 Written by Sara Hostelley | Reviewed by Brooke Davis

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.

Decline Offer

Counter Offer

• Job Offer Letters - By Type

What Is a Job Offer Letter?

What to include in a job offer letter, how to write a job offer letter: the basics, job letter examples for any case, how to make a job offer to candidates, sample job offer letter, frequently asked questions.

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.

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.

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.

Explore three job letter examples for any case:

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.

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

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: Middle School Teacher
• Start Date: January 10, 2024
• Salary: $55,000/year
• 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

Here’s an example of an offer letter for an internal position:

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: 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.

• 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

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.

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.

Related Documents

• Employment Contract : Use this document to hire an employee for your business, and define details like wages and working hours.
• Job Rejection Letter : Send this letter to job candidates to let them know you didn't select them for the position.
• Employment (Income) Verification Letter : A form used to verify the income and employment history of a previous or current employee.
• Legal Resources
• Partner With Us
• Terms of Use
• Privacy Policy
• Do Not Sell My Personal Information

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Employment Offer Letter & Email Template [Free Download]

It’s one of the best parts of any hiring or HR manager’s job. After a long recruitment process, you’re finally ready to make someone’s day and officially offer them a position with your business. Hooray!

If you’re approaching the end of the interview process and are ready to take this exciting step, our email template can help you feel prepared when it comes time for communicating the important details.

What’s in this employment offer letter template?

Sometimes it can be hard to clearly put all of the important details in one email – and that’s where this letter of offer template helps.

Once you’ve called your successful applicant to let them know of the outcome, you can use our fully customisable template to share the details of their offer.

This job offer letter and email template includes;

• A friendly introduction and congratulations
• A brief introduction to the person’s new team and manager
• A place to include the person’s start date and workplace location
• The basics of the person’s employment
• Information about next steps to take for onboarding

Download the free template now!

What is a job offer letter?

A job offer letter or email is an official correspondence that you send to a candidate who has successfully secured a role with your business.

A job offer letter is usually preceded by a phone call to the candidate to informally let them know that they have been successful in their application. It’s always a great feeling to share good news with someone over the phone and share in their excitement!

The job offer letter, usually sent straight after the phone call, is the more formal part of the equation. While you might have shared some initial details in the phone call, this letter will have details like the successful candidate’s position title, start date, workplace location, reporting manager, employment status, as well as details to contact the hiring manager.

Usually attached to a job offer letter is a person’s employment contract . The candidate might verbally accept the offer over the phone, but the formal acceptance generally comes in the form of signing and returning this contract.

Want to go paperless with your contracts and distribute them with ease? Make the switch to digital employment contracts .

Sometimes an employee handbook is also included as an attachment, but some businesses choose to share the employee handbook only after the new employee signs their contract. The same is true for the details of your employee benefits program.

Job offer letter template example

Here’s a sneak peek of our job offer letter template…

Dear [successful applicant name] , 

We are delighted to offer you the position of [position title] at [company name] . We believe your skills and experience are an excellent match and we’re looking forward to having you join the team. 

You will be reporting to [manager name] and your role will be in the [department name] team.

As you can see, the template is fully customisable to your business and suitable for a variety of roles and employees. It’s a great tool to use for all of your incoming staff, and can save you time during the lengthy onboarding process.

Can an email be sent as an official job offer letter?

Generally speaking, yes!

These days, very few job offers are communicated through a letter that’s posted to the successful candidate. Busy employers don’t have time to print out letters, wait for them to be delivered, and stand by for them to be acknowledged. This can become an even more laborious process when you’re printing out employment contracts to be sent with the job offer letter.

Email is by far the most efficient and effective way to communicate a job offer. It’s fast, easy and paperless – what could be better than that! Your candidate won’t be left waiting by the letterbox for their employment details, they can be informed instantly (making it easier for them to give their official confirmation sooner!). In such a competitive recruitment market, speed is everything, and this extends to your job offers!

Struggling with the intense hiring landscape? You’re not alone! Read expert tips about talent sourcing solutions for a tough recruitment market.

Another big advantage of using a job offer email is you can attach digital contracts , like those offered by Employment Hero. Businesses using Employment Hero can use our streamlined digital contracts to secure acceptance from new employees within hours (if not minutes!). Learn more about our game-changing onboarding software .

What happens after you send a job offer letter?

Hopefully after you send a job offer letter or email, you’ll get a swift response from the candidate with an excited “Yes!” and a signed employment contract.

Once you have this signed contract, your candidate has formally accepted your offer and you can get the ball rolling with their employment! Onboarding should start from the time that your new team member signs on the dotted line, so don’t overlook those important few weeks between job acceptance and first day.

Struggling to manage all of the elements of onboarding? Our free onboarding checklist makes it easy.

Does a reference check happen before or after a job offer?

Reference checks generally occur just prior to the job offer being issued, or just after the job offer is issued. If the reference checks have not yet been completed by the time you make the offer, it’s worth making a note that the offer is “pending reference checks” .

Reference checks are an important part of the recruitment process. Reference checks allow hiring or HR managers to cross-reference that the candidate has the technical skills, employment history and qualifications that they say they have.

It can also be an opportunity for the hiring manager to ask about the person’s working and professional manner.

Make sure you then complete these reference checks quickly, so you don’t delay the onboarding process!

Learn more about how to conduct an effective reference check .

Why do candidates decline job offers?

There is also a chance that your candidate will decline your job offer, or request more time to consider it. Let’s look at the most common reasons why candidates decline job offers, and consider any methods to boost your business’ appeal to secure candidates.

They have accepted another job offer

In today’s competitive jobs market, it’s likely that job seekers will be pursuing more than one role at a time. Before you even get a chance to make your offer, they may have been made another one by a different company.

This can be difficult to address, but if the person is willing to share the details of the other offer, you may be able to counter this with a higher annual base salary, additional stock options or extra benefits.

If this doesn’t work out in your favour, graciously accept defeat. You never know, they may not enjoy their first months with a new employer and return to your offer down the track.

Their current employer has countered your offer

It’s not uncommon for an employee to, while resigning from their current role, be made a counter offer to stay.

Again, you may be able to win them over with additional perks or remuneration, but it could be difficult to convince them if they’re not sold on taking the plunge on a new opportunity.

They don’t find your salary competitive

A very common reason why candidates walk away from job offers is that they’re just not satisfied with the salary on offer.

You can try to work around this by asking what the candidate’s salary expectations are in the first interview. You should also do your research to make sure that your offer aligns with the market standard, and be prepared to negotiate if you can.

There aren’t enough progression opportunities

During the hiring process, it’s likely that your candidate asked some questions about the position’s job duties, the team and progression opportunities within the business. If it turns out that the position doesn’t have the progression possibilities they were looking for, they may decline your job offer.

At this point, you may decide to graciously acknowledge their decline and continue with other job offers. You want to be transparent about the opportunities available, and if that doesn’t line up with their career plan, someone else may be more suitable.

They didn’t enjoy the candidate experience

Your candidate is unlikely to share this reason for declining an offer with you, but it’s possible that they did not enjoy the candidate experience during the hiring process.

If you find that you’re losing many qualified candidates through recruitment, it may be time to review your strategy. Maybe your process is taking too long or is demanding too much of applicants? Maybe one of your hiring managers needs further training when it comes to interviewing, or maybe the candidate pipeline is disorganised, causing miscommunications?

We recommend evaluating the success of your recruitment strategy regularly. To get some expert advice on creating your best yet, download our free Ultimate Guide to Recruitment .

Onto onboarding!

Assuming that you’ve successfully secured your new employee with your job offer letter, you can at long last move onto onboarding!

Onboarding starts well before an employee’s start date, so it’s time to get moving. You can find a step-by-step guide to an incredible total onboarding experience in our Employee Onboarding and Induction Guide , but for now let’s take a quick look at the steps you can take immediately after your job offer letter is returned.

Before your new employee’s first day

• Prepare your new employee’s work area and office space and equip it with supplies
• Order appropriate access keys/security cards and make sure they work
• Order business cards, if applicable
• Arrange for parking, if required
• Order technology equipment (computer, iPad, phone) and software
• Set up their system in advance and assign them to a printer
• Arrange for access to common drives
• Add their name to relevant email lists
• Collect some company merchandise and put together a welcome pack
• Give them details about any remote working allowances (remote and hybrid employees only)
• Send out any equipment and technology via a courier (remote and hybrid employees only)
• Share the news about the new starter with everyone in the business so everyone’s ready for their introduction. It’s a good idea to share something personal about your new hire such as their love of coffee or their favourite footy team. In this way, other employees have something they can use to break the ice with them when they meet
• Assign a buddy or mentor the new hire can rely on to show them the ropes and answer their questions
• Give the person a quick call to make sure they have everything they need, or if they have any questions about day one

Recruitment, managed.

Armed with our job offer letter template and helpful information about recruitment, we hope that you have everything you need to go out and secure your new team member!

If you’re looking for an easier way to manage your recruitment process, learn more about Employment Hero’s Applicant Tracking System (ATS) feature.

Not only can you post your job ad to the world’s most popular job boards with a single click, you can also easily manage applicants, quickly schedule interviews, have a single place to store candidate information and feedback, and move candidates seamlessly through your recruitment pipeline.

Eager to learn more? Book a demo with one of our business specialists to see the Applicant Tracking System in action.

Download this template now.

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• April 11, 2024
• 10 min read

10 Job Offer Letter Formats – Download in Word File [Free]

One might ponder what constitutes as one of the most challenging tasks for HR professionals? The answer lies in a core function ensuring the onboarding of suitable individuals into the organization: Recruitment and Hiring. The recruitment process demands considerable time and effort from HRs, involving meticulous resume review and numerous interview rounds to select the ideal candidate. However, the journey doesn’t stop there. After the arduous task of candidate selection, HR managers must craft a tailored job offer for the chosen individual post-recruitment. Employers often extend a job offer letter, sometimes known as a Letter of Intent, to prospective hires, ensuring the candidate’s formal acknowledgment of a position within the company. This formal offer typically comprises a sample job offer email accompanied by an attachment outlining employment terms and important details of employment.

What is an offer letter?

An offer letter is an official document and a formal invitation that is given to a candidate who has been selected for a job position in an organization at a specific designation. Also known as an employment offer letter, it includes key details about the job such as the job details, salary & other compensations, benefits, deductions, guidelines and policies, etc. Different organizations have different company policies to offer jobs.

If the job is offered verbally, the selected candidate gets a call from the managers. Sometimes organizations also send an e-mail or a write-up to the selected candidate. But whichever policy is adopted by the organization, in the end it has to be followed up by a formal job offer letter agreement where the details of the job employment are clearly specified in a proper letter format.

Detailed Job Offer Letter

Here, we have created a sample offer letter from actual job offer letters that are given to employees in different organizations. This letter consists of the following details –

• Job Assignment: This clearly outlines the specific duties and responsibilities expected of the employee within the company at a specific post
• Place Of Employment, Transfer And Timing: Define the primary work location, conditions for potential transfers, and the schedule or timing expectations (work durations)
• Salary, Allowance And Benefits: Detailed compensation package, including base salary, bonuses, allowances, and any additional benefits such as healthcare and other perks offered by the company
• Reimbursement Of Expenses: Clarifying the process and terms for reimbursing any work-related expenses incurred by the employee.
• Leave Entitlement, National & Public Holidays: Specifying the employee’s entitlement to various types of leave, including vacation, sick leave, national, and public holidays.
• Tax: Explain the employee’s tax obligations and any applicable deductions or withholdings
• Retirement: Outline retirement benefits, pension plans, and any other provisions related to the end of employment
• Employee’s Obligations: Defining the responsibilities and conduct expected from the employee during their tenure as an employee
• Confidentiality And Intellectual Property Rights: Providing guidelines for protecting confidential information and how to delineate ownership of intellectual property created during employment.
• Engagement In Other Business: Addressing any restrictions regarding the employee’s involvement in other business activities during their employment with the company
• Non-Compete And Non-Solicit: Specify any restrictions on the employee’s ability to compete with the company’s business model or solicit its clients or employees post-employment
• Other Provisions: Cover miscellaneous terms and conditions not addressed in the aforementioned sections
• Annexures For Code Of Conduct And Policies: Specifying detailed supplementary documents such as a code of conduct or company policies for the employee’s reference and compliance.

Download the Detailed Offer Letter Format in Word file and PDF format below.

Download Offer Letter Format in Word (Free)

You can also download the joining letter in PDF format below.

Importance Of Job Offer

So you were successful in finding the perfect candidate for the vacant position. But what’s next?

The next step is to put that job offer in writing. Job offer letters initiate the employment relationship with an employer. Now you have to craft details about the roles and responsibilities of the candidate with the perks offered by your organization to the employee, just make sure you don’t end up promising more than you can deliver.

Here are 9 different offer letter templates based on various scenarios

1. offer letter email template.

If you have found the perfect candidate for a particular position in your organization, then a general job letter should do the job for you. The template can be customized according to the details you think will be applicable for that candidate to turn his/her response in your favour.  

You should draft the letter in such a manner that all the possible details that could be required by the candidate are properly mentioned like position details and salary details, etc.

If you have certain company policies and norms that you would like to convey, you can attach that as well with the offer letter email along with documents such as KYC details that are required to be signed by the candidate, should they accept the offer.

Here is a template you can download and edit by clicking below.

Download Offer Letter Email Template in Word (Free)

2. informal job offer template.

This kind of job offer is not as comprehensive as the formal job offer. It is a brief version of the standard official employment offer. An informal job letter consists of terms and conditions that are agreed upon with the candidate at the time of the hiring process. This letter enables the candidate to acknowledge your offer via email.

This letter sample will be less formal and will cover the basic details of the job offer before sending the comprehensive one. Being clear about the position of the candidate and its related details for both the employer and employee is the right direction to start on a good note. Won’t you agree? So, here is a template for you that you can use when authoring a job position for the selected candidate.

3. Part-Time to Full-Time Job Offer Template

There can be certain instances where you would like to switch a part-time employee working at a particular position in your company to work as a full-time employee. But how do you formally make an offer for this position to the candidate? We have curated the perfect template for you to send to the said candidate with all the detail that can be required for this proposal. While sending this letter sample you need to make sure that the candidate is on the same plate as you and is ready to agree to the company policies applicable to a full-time employee.

4. Warm-Up Job Offer Template

There are a lot of instances where you conduct an interview and select a candidate but you still want a face-to-face interview with the candidate to discuss the important details regarding the employment terms and conditions. In such cases, you can send a warm-up offer letter to discuss and negotiate with the candidate on a one-on-one basis. Here is a template you can download and edit by clicking below.

‍5. Internal Job Offer Template

Sometimes you might offer new positions in your organizations internal job postings that are perfect for the employees already working in your company. Even though it is for an existing employee, the company has to issue a formal letter stating the change in position and the details adhering to it.

The HR Team sends an offer letter to make the offer official and follow standard company procedures to make it legal.

Pro Tip: You can keep the email tone positive to get the employee excited and motivated for the new job role.

6. Workable Job Offer Template (Contract Employee)

This template is used by the HR of the company to send to the new employees in a team. The workable offer letter has a limited validity period. The selected/potential candidate or workable get this formal offer letter from the HRs of the company.

7. Internship Offer Letter Template

Some companies offer a position to the freshers or students who have recently graduated or are seeking to increase their knowledge in the form of internships. The duration of this type varies from 3 months to 6 months depending on the company’s requirement. It has become a very popular route to take a qualified candidate as an intern and give them knowledge and hands-on experience in their field of interest. Most companies are following this practice and we have a template that will help you if you want to send an internship offer to a candidate.

8.  Part-Time Job Offer Template

Part-time jobs are contract-based jobs wherein a potential candidate does not have to report to office 24*7.

The working hours are pre-determined by the employer which is usually a fixed number of hours each day or each week.

9. Layoff Letter Template

Sometimes the HR/Manager of a company has to let go of some employees due to reasons varying from one company to another. In such cases, a layoff letter is given to that employee stating the reason and the date it will be effective from (date). This type of letter is issued by a company when they need to terminate an employee with reasons not directly related to the job performance or the professional behaviour of that candidate. Restructuring, economic factors, mergers, allocations, buyouts, etc are some examples that can lead to this step by the managers for a candidate.

How to Write An Offer Letter?

A job offer letter is sent by the employer to the potential hire which ensures and warrants the candidate receiving the letter, for a position in the organization. The formal offer of employment includes a sample job offer email along with a formal job offer attachment that covers the employment conditions and other relevant information.

Basically, a job offer letter includes details of employment such as:

• Job Description
• Reporting structure
• Starting date
• Work schedule
• Leave Policies
• Base salary
• Bonus and Commissions
• Employee Benefits information and Eligibility
• Privacy Policies
• Confidentiality and Intellectual Property Rights
• Acknowledgement of offer and confirmation of acceptance. (Acceptance Letter)

You can understand more details about how to create offer letter by using the template shared above.

Things to consider before making offer letter –

1. Company Logo

Make sure you use the official letterhead of your company with the logo. This will ensure professionalism and make your letter legitimate, encouraging the candidate to read the terms thoroughly.

2. Date And Contact Details

The date, full name of the candidate, and the address of both parties should be clearly specified in the email offer letter.

3. Opening Line

Depending on your company culture, you can make the tone of the opening line formal or casual.

4. Specific Details About The Job

This section of the standard offer letter includes the job title, expected start date, job location (remote or office), the type of employment (full-time or part-time), official address of the company, name of the supervisor or manager, and the terms and conditions of the company.

5. Contingencies

If the offer letter is contingent on the candidate completing certain documents or performing tasks, you need to mention it in the letter. This can include a background check, drug test, I-9 form, reference checks, etc. This can be collected even for purpose of health insurance offered by the company.

This includes the explanation of the annual salary structure of the candidate and the mode of payment. If you want you can also include the bonus and commission structure as well.

Note: The candidate has the right to negotiate the salary structure before joining your company.

7. Benefits

Provide a summary of the key benefits of the company that is provided to the employees.

This can include medical insurance, dental insurance, maternity leaves, health insurance, vacation time, or work-from-home options in certain circumstances.

8. Expiry Date

It depends on you if you want to include an expiry date in the offer letter.

If you wish to include one, make sure to keep it valid for at least one week, giving a chance to the candidate to properly evaluate the pros and cons before joining the company.

It also gives you time to find other prospects in case your preferred candidate does not accept the job position.

9. Signatures Required

It is important to make sure that the letter is authentic and mutually agreed upon by you and your potential hire.

A signature space should be included in the letter for such purposes.

If you do not have a dedicated HR manager for the same, the CEO or MD can sign the letter if the applicant accepts the job offered.

10. Closing Line

It is imperative that you include the details of the person whom the employee can connect to further for queries regarding the policies and offer letter. You should also include contact details of the reporting manager so that the employee can connect with them for further clarifications on the role. You should also include the name and contact details of the HRBP (Human Resources Business Partner) representative for the specific department and the exact steps of onboarding, orientation and handover details to the candidate for an exemplary job onboarding experience for the employee.

Final words:

Keep the tone direct and positive. Let the candidate know that you acknowledge their skills and experience they bring to your company. This encourages the potential new employee to accept the offer, and if not, then it gives them the confidence to look for other potential opportunities without hampering the reputation and relationship with a company.

It also serves as a legal agreement between the employee and an employer, so you need to make sure all the details in the agreement are legit and in accordance with the company policies.Every organization may have different situations that can require different job letters for employees. Being clear about the position offered to a candidate is key to maintain a healthy relationship between the organization and employee throughout the employment period

Keeping that in mind, you have collected the data required to draft a sample offer letter.

Frequently Asked Questions ( F.A.Q.)

1. is a job offer legally binding for a candidate.

Landing a job offer is a huge thing in this competitive economy. So if you get an offer letter, give yourself a cheer or two because you deserve it.

But before you sign the offer keep in mind that you are signing a binding contract with the said company. So as a candidate you need to read all the terms mentioned in the letter before signing it.

Once someone accepts an “unconditional” offer letter, they are in a legally binding contract with the company.

However, a conditional offer letter can be withdrawn if the candidate does not meet the requirement of the employer.

2. What is the difference between an offer letter and a contract?

Many people assume that an offer letter and contracts are one and the same thing. But they are not.

A job offer letter is a formal letter that contains the terms of employment.

A contract on the other hand gives out the roles and responsibilities of the candidate with an employment period.

However, both require the employee’s signature.

3. Can an employer take back a job offer?

Yes, an employer has the right to take back an offer at any time provided it is not accepted by the candidate.

4.  When to send a formal job offer letter or a job offer email to a candidate?

Before sending a formal document, the candidate is usually contacted via phone.

Only when the potential candidate verbally accepts the job offer, a formal letter from the employer to the employee is sent to make the deal official.

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• 10 Job Offer Letter Formats – Download in Word File [Free] »

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How to Create an Offer Letter Without Contractual Implications

When the recruiting phase has been completed and an employer has made a decision on the candidate it wishes to hire for a specific position, the employer typically makes a verbal offer and follows up with an employment offer letter. The candidate's signature on an offer letter confirms that the candidate has accepted the position and its terms. However, the employer should be mindful of the language used in the offer letter, or it may be construed as an employment contract or agreement.

In an effort to avoid creating a contractual agreement, the offer letter should contain a statement that the employment is at will (except in Montana; see its Wrongful Discharge from Employment Act for restrictions; and New York city and Philadelphia also require a just cause for termination for fast food and parking employees respectively). Employment at will is a doctrine that means the employment relationship may be terminated by the employer or employee at any time and for any or no reason. When contract language is introduced, the employment-at-will relationship is negated. Eliminating verbiage regarding employment for a definite period of time or that makes promises about future earnings or bonuses is a consistent way to keep employers out of court. Employment contracts were historically reserved for executives; however, the effort to recruit and retain specialized professional and technical employees has made it necessary to use the offer letter at other levels.

An employer should be aware of what the provisions of an employment contract include so that it will not inadvertently add these elements to its offer letters. Common topics covered in an employment contract that should be avoided include the duration of the job (unless for a temporary or fixed-period assignment), job duties and requirements, and grounds for termination or resignation.

An employer should create a generic offer letter with a standard format that can be used for any position being filled by the company. The standard form should allow for the insertion of the applicable position, the Fair Labor Standards Act (FLSA) exemption status, start date, full- or part-time status and rates of pay.

Step 1: Opening and Basic Information

The offer letter should begin with a statement that includes information such as the position title, start date, orientation date, full- or part-time status and applicable shift. Employers should avoid using phrases that imply an indefinite future of employment, such as "job security," "we're a family company" or "in the future." Organizations may also want to include language that the company has the discretion to alter or rescind information contained in the offer letter during the course of a worker's employment.

Step 2: Job-Specific Information

The offer letter should provide details on the salary and pay periods. Employee compensation should be stated in an hourly, a weekly or a per-pay-period salary amount to avoid the expectation of receiving the full annual salary if the employee is terminated midyear. An annualized equivalent may be mentioned, but only after pay is clearly stated in one of these increments. It is practical to include the supervisor or manager to whom the employee will report, as well as the performance development or evaluation periods for company employees.

Step 3: Benefits Information

Employers should add a summary of the applicable benefits and eligibility requirements for health care insurance, 401(k) plans, life insurance, educational assistance, flexible spending accounts, short- and long-term disability, and accidental death and dismemberment coverage.

Step 4: Paid Leave Information

The amount of leave that the employee is entitled to should be described next. This should include holidays, paid time off or vacation, sick and personal time.

Step 5: Terms of Employment

Another paragraph should include the conditions of employment. This section typically covers items such as successful completion of drug testing and background checks, signing of confidentiality agreements, compliance with immigration law and completion of a Form I-9. The conditions should never include statements about job security, promises of future employment or contractual agreements. The individual can attest via signature that he or she is not bound by any noncompete agreements or other restrictive covenants with former employers.

Step 6: At-Will Employment

A statement that the employment relationship is at will should be added at this point. It allows the employer the right to terminate the employee at any time, with or without cause, and gives the employee the same right to resign from the position. A contract binds both the employer and the employee; an at-will statement may alleviate that commitment. If statements were made by the employer during the interview process, either orally or in writing (e.g., in an offer letter), that imply an employment agreement, then the employer may have an obligation to uphold it as a contract. The employers should seek legal guidance in those matters.

Step 7: Closing

The offer letter should close with information regarding a point of contact for questions or concerns. An employer can include sentiments that express the organization's excitement in bringing the employee on board. The letter may also contain a few words about the company culture. Finally, the letter should end with a line for the employee's signature and date. Organizations may want to include a sentence that the offer letter is for informational purposes only and is not a binding contract.

Step 8: Legal Review

As with any document that an employer presents to its employees, it is imperative that the offer letter template be reviewed by legal counsel prior to implementation.

Scenario 1: After an extensive interview process, an employer decided on a suitable candidate. The employer verbally offered the position to the candidate and followed up with an offer letter. This letter stated the company was financially sound and that the candidate "would have job security with the company even during these tough economic times." The candidate accepted the position and signed the offer letter. About two months after the hire, the employee was told that the company would need to lay him off as part of a reduction in force. The employee immediately sought legal guidance because the offer letter stated that there would be job security and did not include an at-will statement. Although the suit was a financial burden to the company, it taught the employer a lesson in how to prepare an offer letter using appropriate language that does not constitute an implied contract.

Scenario 2: An offer letter was drafted after a candidate accepted an oral offer of employment. The letter confirmed an annual salary amount that was agreeable to the candidate, who then signed and returned this letter to the employer. Six months into the job, the employer felt the employee was not a good fit and decided to terminate the employee. The employment was at will; however, there was no statement of such in the offer letter. In addition, only the annual salary was quoted in the letter, which implied that the employment was guaranteed for a year. As a result, the employer could not terminate the employee due to the implied duration of employment unless the employer decided to pay out the remainder of the annual salary. This employer no longer adds annual salary amounts to its offer letters, but quotes the pay on an hourly, a weekly or a monthly basis.

Conditional Job Offer   Unconditional Job Offer Temporary Position Job Offer

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Job Offer Letters: Should You Use Them To Increase Your Pay?

E mployees nowadays often wonder whether to use an external job offer as a bargaining chip to negotiate a higher salary with their current employer. This strategy, while prevalent, has both potential rewards and risks. More people are showing their bosses job offers from other companies to ask for a raise . Here’s a deep dive into whether this might be helpful–or risky.

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What’s the Value of a Job Offer Letter?

When you receive a job offer from another company, it might be tempting to use it as leverage to negotiate a higher salary with your current employer. This tactic is based on the premise that your current employer will value your skills and contributions enough to match or exceed the offer to retain you.

Should You Use a Job Offer To Get a Raise?

Using an external job offer as a negotiation tool for a higher salary isn’t a fringe strategy; it is, in fact, a mainstream phenomenon taking place right now in the workforce. Recent survey data has revealed that over 60% of American workers consider leveraging a job offer from another company as an effective method for negotiating salary and potentially increasing your salary.

For many, an external job offer serves to validate your skills and market value. Being your best advocate is increasingly being recognized as an important part of your career progression. Further, an offer provides tangible evidence of worth to a current employer. This is seen not only as a negotiation strategy, but as a legitimate way to take an active role in shaping your career trajectory.

Risks and Rewards

The potential reward of this strategy is clear: a significant salary bump. By demonstrating your market value through an external offer, you might persuade your current employer to offer a competitive raise. However, this tactic is not without risks. It can strain the employer-employee relationship, as it may be perceived as a lack of loyalty or an aggressive negotiation tactic . In some cases, it can even lead to the employer deciding not to counter-offer, leaving you with the choice of accepting the new job or staying put without a raise.

Ethical Considerations

The ethics of using a job offer as leverage is a subject of much debate. On one hand, it is a straightforward demonstration of the market value of your skills and experience. On the other hand, it can be perceived as a strong-arm tactic, potentially damaging trust with your current employer. This approach requires careful consideration of your long-term career goals and your relationship with your current employer.

Alternatives To Using an External Offer

If the idea of using an external job offer as leverage feels too aggressive or risky, there are other strategies to negotiate a better salary:

• Highlight your achievements: Document your accomplishments, contributions and any additional responsibilities you have taken on. Use these as a basis to negotiate a higher salary.
• Market research: Conduct thorough research to understand the industry standard salary for your role and experience level. Present this data to your employer to justify your request for a raise.
• Professional development: If you have acquired new skills, certifications or qualifications, use these as leverage to argue for a higher salary, as they increase your value to the company.
• Discuss career progression: Engage in a discussion with your employer about your career path and future opportunities within the company, including any salary increases.

4 Tips for Negotiating a Raise

When negotiating a raise, whether using an external offer or other strategies, it’s crucial to approach the conversation with professionalism:

• Prepare your case. Gather all relevant information and be ready to articulate your value to the company.
• Be professional. Maintain a respectful and professional tone throughout the negotiation process.
• Understand your worth. Have a clear idea of what you believe is a fair salary for your role and experience.
• Be open to compromise. Be prepared to negotiate and find a middle ground that satisfies both you and your employer.

Using a job offer from another company as leverage for a pay raise is a common tactic, but it’s one that comes with its own set of risks and ethical considerations. It’s essential to weigh these factors against your personal career goals and your relationship with your current employer.

Remember, there are alternative strategies for negotiating a higher salary that may be more suited to your situation and align better with your long-term career aspirations. Ultimately, the key to successful salary negotiation lies in understanding your value, articulating it effectively and engaging in the conversation with professionalism and respect.

• Yes, you can ask for higher pay after receiving a job offer letter. Be sure to present your request professionally and respectfully, backing it up with reasons like your skills, experience and market research. Be prepared for any outcome, including the possibility that the employer may not agree to your terms.
• To respond to an offer letter for a higher salary, express your gratitude for the offer first, then state your desired salary, backed by reasons like your qualifications, experience and any other research you've done. Be polite and clear in your communication, emphasizing your interest in the role while explaining why you believe a higher salary is justified. Always maintain a professional tone and be open to further discussion or negotiation.
• During a job offer, negotiate a higher salary by expressing gratitude for the offer, then clearly and professionally state your desired salary. Support your request with reasons such as your skills and experience. It's also good to research the industry standard salary for your your particular role. Be respectful and open to discussion, showing your enthusiasm for the role while highlighting why you believe a higher salary is justified.

Editor's note: This article was produced via automated technology and then fine-tuned and verified for accuracy by a member of GOBankingRates' editorial team.

This article originally appeared on GOBankingRates.com : Job Offer Letters: Should You Use Them To Increase Your Pay?

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This Was Kyle Cooke's Exact Financial Offer to Get Carl Radke to Return to Loverboy

Kyle's job offer for his Summer House castmate included a "monthly stipend," a percentage of sales, and more. 

In November 2023, Carl Radke announced he was returning to Loverboy in a part-time role after leaving the business earlier that year. More recently, Summer House  viewers got an inside look at the exact verbal offer Kyle Cooke  gave Carl in hopes of getting him to rejoin the beverage company. 

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On Season 8, Episode 14 (which aired on May 23), Kyle and Carl sat down to discuss the potential of Carl going back to Loverboy to work on the new non-alcoholic products.

"I wanted to give you something to at least mull over," Kyle said.  "A small monthly stipend, like a retainer, so you have recurring revenue, three grand a month. It's not a big lift. You're literally working with us about the marketing direction. Any event you come to is two grand, we'll pay your way, and then, yeah, 10 percent of sales. That's merch, that's non-alc. Just to get you kind of back in the swing of things like posting, but I want you to be able to track your impact."

Carl seemed pleased with the verbal offer, telling Kyle, "This falls in line with a lot of what I've been thinking."

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Lindsay Hubbard reacts to Carl Radke's Loverboy job offer from Kyle Cooke

Later in the May 23 episode, Carl told Lindsay Hubbard  about his "very positive convo" with Kyle and relayed the details to her.

"We talked about what a monthly retainer would be: $3,000," he said. "I'm not going to be an employee of Loverboy. I'm gonna be consulting for Loverboy for the non-alcoholic product."

"[Kyle] is going to be creating underneath the Loverboy company a subsidiary, which is the non-alcoholic product," he continued. "I'm going to get equity in that product."

But the conversation took a heated turn when Lindsay asked follow-up questions such as, "Did you guys talk about how much equity?" and "Did you guys negotiate in that conversation?"

Carl explained they had not yet discussed the details of equity, and he didn't negotiate the other parts of the offer because Kyle "was sharing things that were kind of in line" with what he wanted. (To get more of Lindsay, Carl, and Kyle's thoughts on Carl's Loverboy return, watch the  Summer House Season 8 After Show video above.) 

Carl Radke Clarifies What His Exact Job Is After Returning to Loverboy (EXCLUSIVE)

What does carl radke do at loverboy today.

Although we don't know the details of Kyle's final written offer to Carl, he ultimately ended up accepting it and has been working at Loverboy since. On May 13, he told  The Daily Dish what he does on a day-to-day basis for the company. 

"My signature in my email is I'm the Loverboy advisor," he shared at NBCUniversal's Upfront presentation on May 13. "Basically, what I'm focused on is business development and bringing our non-alcoholic product to market ."

"I'm working part-time, but only focused really on some of the things that I'm really good at, which is building relationships, marketing, and events, and really getting the non-alcoholic product into more stores because right now it's only on our website," he continued. "The main goal is getting it to more stores like Whole Foods, Total Wine, you know, big grocery stores, or even some of the smaller places around New York City."

— Additional reporting by Stephanie Gomulka

Summer House

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