A strong job offer letter is the first step in a successful recruitment process and creating a qualified workforce. It’s important for employers to map out a process for creating written offers and communication materials for prospective candidates and new hires. Failing to do so could result in losing top talent due to unorganized processes and lack of professionalism.
We recommend creating a few job offer letter samples and templates to be used and customized for each stage of the hiring process and streamline the process for hiring managers. In this article, you’ll find job offer letter samples and a few templates to help you get started.
Before sending an official job offer letter, employers typically send an email invite to the candidate for a phone call or in-person meeting. Employers will present the offer verbally during this time. If the candidate accepts, an official offer letter is sent.
What’s the best way to craft a professional email invitation? We’ve included a template below.
|Good Afternoon [Applicant Name],
I wanted to follow up on our recent interview. After reviewing several applicants for the [Job Title] position, we think you’d be a great fit for our team. On behalf of [Company Name], we would like to offer you the position.
Do you have time to meet and discuss next steps on [Date]?
Once the candidate has accepted the offer, it’s time to send an official job offer letter. Depending on your organization’s onboarding procedures, hiring managers can choose to send a minimalist-style letter, which includes a brief recap of the offer information or a detailed offer, which includes benefits information, pay schedules, and more.
If the specifics of the role are included in separate new hire paperwork, a minimalist letter is acceptable. Here are some job offer letter samples.
|Dear [Applicant Name],
Welcome to the team!
We are pleased to confirm our offer for [Full-Time, Part-Time, etc.] employment as [Job Title] at [Company Name]. In this role, you will report to [Supervisor Name], [Supervisor Title], with a start date of [Date].
You will receive a starting [Hourly/Salary] rate of [Dollar Amount]. While it is our sincere hope that our relationship will be a long and mutually beneficial one, your employment by [Company Name] is at-will, which means both parties may voluntarily terminate your employment at any time.
Please confirm your acceptance of this offer by signing below and emailing your response to [Name] by [Date].
[Sender Name, Title, Company]
[Applicant Signature] _______________________ __________________________
[Applicant Printed Name] Date
|[Your Company Logo]
Re: Offer Letter
Dear [Employee First Name],
On behalf of [Company Name] (the “Company”), I am pleased to offer you employment with [Company Name] in the position of [Position Title], starting on [Start Date]. In that position, you will report to [Manager Name].
During your employment, you will be paid a base salary at the annual rate of [Yearly Compensation]. Your compensation will be paid in regular installments in accordance with the Company’s regular payroll process, and subject to applicable tax and other withholdings. As an exempt employee, you will not be eligible for any overtime pay.This position is a full-time position and your regular salary will be prorated based on a [Standard Hours] hour work week.
Discretionary Bonus: [Bonus Amount]
Commission: [Commision Amount]
Stock Options: Pursuant to the Company’s Equity Incentive Plan (the “Plan”), you will be granted an option to purchase [Stocks Number] shares of the Company’s common stock at an exercise price equal to the fair market value of those shares on the date of grant. Your stock option will be subject to and governed by the terms and conditions of the Plan and the Company’s standard form of stock option agreement, which you will be required to sign as a condition of your stock option grant.
At-Will Employment: Your employment with the Company is “at will,” and thus you or the Company may terminate our employment relationship at any time, with or without cause or advance notice. The Company reserves the right, in its sole discretion, to change your compensation and/or employee benefits at any time on a prospective basis.
Additional Agreements: As a condition of your employment, you agree to execute any additional agreements required by the Company at the start of your employment. This includes any agreements that relate to your confidentiality or intellectual property assignment obligations to the Company. You further agree that at all times during your employment (and afterwards as applicable), you will be bound by, and will fully comply with, these additional agreements.
Contingencies: This offer is contingent upon the successful completion of any background or reference checks requested by the Company. For purposes of federal immigration law, you will be required to provide to the Company documentary evidence of your identity and eligibility for employment in the United States. Such documentation must be provided to us within three business days following the start of your employment, or our employment relationship with you may be terminated.
Additional Terms and Conditions of Offer: [Additional Terms]
Entire Agreement: This employment agreement, along with the Confidentiality Agreement, sets forth the terms and conditions of your employment with the Company, and supersedes any prior representations or agreements concerning your employment with the Company, whether written or oral. You acknowledge and agree that you are not relying on any statements or representations concerning the Company or your employment with the Company except those made in this agreement. This employment agreement may not be modified or amended except by a written agreement signed by you and an authorized officer of the Company.
This offer of employment will expire [Expiry Date] at 5:00 pm.
[Employee First Name], we are excited by the prospect of you joining the Company.
Name: [Name of Signatory]
Title: [Title of Signatory]
Want more help? Click here to download a copy of this Zenefits job offer letter sample!