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Job Offer Letter Writing Guide

14 min read | 2 December, 2020 By Team Breathe

    

Recruitment can be an incredibly rewarding part of HR, but preparing all the paperwork can make it time consuming. Finding the perfect candidate for a role is just the start — you then need to send them a job offer letter to start finalising the recruitment process.

What is a job offer letter?

What is included in a job offer letter? 

Formal job offer template

Informal job offer template

Part-time to Full-time job offer letter template 

Internal job offer letter template 

Is an employment offer letter legally binding? 

Conditional job offer letter sample

Make recruitment a breeze with Breathe

What is a job offer letter?

A job offer letter—or employment offer letter, if you prefer—is a letter sent out by a company to offer a position of employment to a candidate. 

However, it’s not the only way you can supply them with a job offer. You can also provide a verbal job offer over the phone, or send a job offer by email. Which method you choose entirely depends on your business policy. Even so, candidates may still request to have the job offer letter as written proof, so it’s worth understanding how to create one.

What is included in a job offer letter?

A job offer letter includes all the basic information and employment details a candidate needs to make a decision. This includes:

  • Job description
  • Job title
  • Reporting structure for their position
  • Starting salary details
  • Proposed start date for their employment
  • Compensation, benefits and terms
  • How to accept the job offer
  • A section for the employer’s signature
  • A section for the candidate’s signature to accept the job

You may also want to include details of induction times and information for their first day, but this can be provided after they have accepted the offer of employment.

Once you’re clear on what a job offer letter needs to contain, it’s time to decide on the job offer letter format suitable for your candidate. This can be influenced by the tone you want to convey, or the type of position (full-time or part-time) you are offering.

Formal job offer template

A standard job offer letter is formal, with all the typical additions such as the company’s name and address, plus the candidate’s name and address, at the top of the letter. 

It may also include a section for the candidate to sign to accept the job offer, and send back to the employer as confirmation.

Example formal job offer letter

Dear [candidate’s name],

We are happy to offer you the role of [job title] at [company name]. Please take the time to review this offer in full, and respond accordingly. 

We propose a prospective start date of [Weekday/Day/Month/Year]. You will be reporting to [immediate manager/supervisor] at [workplace location].

This is a [full-time, part-time, contract, etc.] position. Your expected hours of work are [days of week and hours of work].

In this position, [company name] is offering an annual starting salary of [salary amount], to be paid on a [monthly, fortnightly, weekly, etc.] basis by [direct deposit, cheque, etc.]. This will start from [date of next pay period].

As an employee of [company name], you will be eligible for [list any benefits offered to employees, including cycle to work scheme, pensions, health insurance, holiday days etc.—this can be done with a bullet point list].

Please confirm your acceptance of this offer by signing the section indicated below and returning this letter to us by [offer expiration date].

Yours sincerely,

 [Sender’s Signature]

[Sender’s Printed Name]

[Sender’s Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 

I hereby accept the role of [job title] at [company name], and the terms offered in this letter of employment.

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

Informal job offer template

An informal job offer letter is a less formal version of a standard formal job offer letter, but is just as official. It's a great opportunity to remind the candidate of your team and company's character.

Example informal job offer letter

Dear [candidate’s name],

It was a pleasure to meet you on [Day] and we all agree you would make a great new [job title] at [company name]. You are our number one candidate, and we would love you to join our team!

In return, we can offer you a [full-time, part-time, contract, etc.] position, working [days of week and hours of work], with an annual starting salary of [salary amount]. 

We also offer [list any benefits offered to employees, including cycle to work scheme, pensions, health insurance] and [insert appropriate number of days] annual leave per year.

We are hoping to have you start on [Weekday/Day/Month/Year], reporting to [immediate manager/supervisor] at [workplace location].

To accept this offer, please sign this agreement and return it to me by [offer expiration date].

If you have any questions in the meantime, please feel free to contact me via email [sender’s email address] or phone [sender’s phone number].

We look forward to hearing from you!

Best wishes and kind regards,

[Sender’s Signature]

[Sender’s Printed Name]

[Sender’s Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 I hereby accept the role of [job title] at [company name], and the terms offered in this letter of employment.

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

Part-time to Full-time job offer letter template

If you decide to offer a part-time employee a full-time position, it's important to discuss it with them in person first. If they're happy to move to full-time, you'll then need to formalise this with a slightly different job offer letter.

Start the letter by clearly stating that you'd like to extend their employment status from part-time to full-time. Then, outline all the key employment details of a normal job offer letter. Although they may already be aware of these details, it means the employee is fully aware what terms they are accepting.

Example Part-time to Full-time job offer letter

Dear [employee's name],

We are excited to offer an extension of your employment status from part-time to full-time, as of [date].

If you accept this offer, please find the terms and conditions of your new employment contract below.

Your expected hours of work are [days of week and hours of work], with an annual starting salary of [salary amount]. This will be paid on a [monthly, fortnightly, weekly, etc.] basis, starting from [date of next pay period].

As a full-time employee of [company name], you will be eligible for [list any benefits offered to employees, including cycle to work scheme, pensions, health insurance, holiday days etc.—this can be done with a bullet point list].

Please confirm your acceptance of this offer by signing the section indicated below and returning this letter to us by [offer expiration date].

Yours sincerely,

 [Sender’s Signature]

[Sender’s Printed Name]

[Sender’s Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 

I hereby accept the full-time role of [job title] at [company name], and the terms offered in this letter of employment.

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

Internal job offer letter template

Although it may have started from a more informal chat, an internal job offer still requires a letter be sent to the candidate to formalise the offer.

An internal job offer letter might be used for the purposes of a promotion, to an existing employee applying for a new job opening in the team, or to offer a position to an employee from a different department.

This is an opportunity to not only offer the job, but also congratulate them for their efforts with your company so far!

Example Internal job offer letter

Hi [employee name],

As discussed, we are happy to offer you [a promotion/the position of] [job title] as of [date].

If you accept this offer, please find the terms and conditions of your new employment contract below.

Your expected hours of work are [days of week and hours of work], with an annual starting salary of [salary amount]. This will be paid on a [monthly, fortnightly, weekly, etc.] basis, starting from [date of next pay period].

As an employee of [company name], you will be eligible for [list any benefits offered to employees, including cycle to work scheme, pensions, health insurance, holiday days etc.—this can be done with a bullet point list].

Please confirm your acceptance of this offer by signing the section indicated below and returning this letter to us by [offer expiration date].

We appreciate your hard work and commitment to the [company name] team for the past [years/months]. We’re all looking forward to seeing you achieve great things in your new role.

Congratulations!

Best wishes,

 [Sender’s Signature]

[Sender’s Printed Name]

[Sender’s Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 

I hereby accept the role of [job title] at [company name], and the terms offered in this letter of employment.

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

Is an employment offer letter legally binding?

According to employment law, an employment offer letter is legally binding once an ‘unconditional’ offer has been accepted by a candidate. However, a ‘conditional’ job offer letter can be withdrawn if the candidate fails to meet certain conditions set out in the offer letter. This is why some businesses choose to include conditions in their offer letter, as a means of protection.

A conditional job offer letter might include a requirement for the candidate to provide suitable references, respond within a certain period of time, or pass a background check. This can easily be covered by adding in a section up front, and slightly amending the wording of the acceptance section of the offer letter.

Conditional job offer letter sample

Dear [candidate’s name],

We are happy to offer you the role of [job title] at [company name], subject to [the provision of satisfactory references/a successful background check/other conditions as appropriate]. Please take the time to review this offer in full, and respond accordingly. 

We propose a prospective start date of [Weekday/Day/Month/Year]. You will be reporting to [immediate manager/supervisor] at [workplace location].

This is a [full-time, part-time, contract, etc.] position. Your expected hours of work are [days of week and hours of work].

In this position, [company name] is offering an annual starting salary of [salary amount], to be paid on a [monthly, fortnightly, weekly, etc.] basis by [direct deposit, cheque, etc.]. This will start from [date of next pay period].

As an employee of [company name], you will be eligible for [list any benefits offered to employees, including cycle to work scheme, pensions, health insurance, holiday days etc.—this can be done with a bullet point list].

Please confirm your acceptance of this offer by signing the section indicated below and returning this letter to us by [offer expiration date].

Yours sincerely,

 [Sender’s Signature]

[Sender’s Printed Name]

[Sender’s Job Title]

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

 

I hereby accept the role of [job title] at [company name], and the terms offered in this letter of employment, subject to [the provision of satisfactory references/a successful background check/other conditions as appropriate].

Signature: ______________________________

Printed Name: ___________________________

Date: __________________________________

Make recruitment a breeze with Breathe

Track your recruitment process from the moment your candidates apply, and safely store all your HR documents in one place with Breathe’s simple HR software.

It’s the perfect way for small businesses to manage, develop, and retain talent with ease.

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Posted on 2 December, 2020

By Team Breathe

in Recruiting Talent

Tag Recruiting Talent

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