The Ultimate Guide to Writing a Job Offer Letter
Found the perfect candidate looking for jobs that matter? Congratulations! It is now time to secure the talent by sending them an employment confirmation letter.
Sending a job offer letter is one of the most fulfilling parts of the recruitment process. It concludes your search for the talent that fits the job role best and invites the successful candidate to be part of the company.
The potential employee will then review the job offer letter. Then, if they agree to all the terms in it, they will say yes and sign with the company. While this is not yet the final work contract, this serves as a legal document. Ensure that the terms and conditions you include reflect what you and your company represent.
Two types of job offer letters
Informal, soft copy
It is an accepted practice to send an employment confirmation letter via e-mail. Just ensure that it has all the important details, which we will elaborate on below.
Formal, hard copy
The formal employment confirmation letter is printed on paper, signed, and given to the candidate in person.
Both of these types are acceptable. What is important is to send a compelling offer to the candidate so that they will accept.
What to include in your job offer letter
It will help you lay out the important details in your letter if you have already discussed the job offer verbally with the successful candidate. Before diving into the essential parts of a job offer letter, check if the terms of employment and your negotiated salary match what you have agreed on.
Each letter may vary based on job title, job description, employment type, and compensation and benefits. Nevertheless, a standard offer letter (regardless of the types of offer letter) would look like the sample below and cover most of the following important information:
This job offer letter format includes important employment details. It will be most apt for low to mid-level jobs. If you require a more detailed letter—a job offer for a manager or C-suite executive, for example—it is best to consult with your employment law attorney.
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