Write a Job Offer Email Template to Bag Successful Candidates
Write a Job Offer Email Template to Bag Successful Candidates
A job offer email is an official document formally inviting a successful candidate to take a position in your company. Once you have selected the best candidate to fit your position, the next step is extending a letter of offer that outlines their responsibilities, salary, and work arrangement. This is an important step in the hiring process because the email may influence the candidate’s decision to accept the role. To help you, we’ve listed down tips to keep in mind while crafting as well as a job offer email template that you can follow.
What if you’re sending an offer to an existing employee? Check out our template for writing an internal promotion offer.
Make your intention clear in the subject line.
Your subject should make it obvious that the candidate has been selected for the job, and that you are offering them a position. The candidate may not click on the email otherwise.
More is more.
You’ll want to be sure that all the information necessary for the job offer is on the email and that it answers most potential questions the successful candidate may have.
Attach relevant documents.
These may include but are not limited to company policies, salary breakdown, and a checklist of pre-employment requirements.
Make all legal terms clear and accurate.
A candidate may have second thoughts if any details regarding the role, work hours, or salary seem vague. It is best to send details as document attachments to keep the body of your job offer email concise and in a light tone.
Have a time-sensitive acceptance document for signing by the successful candidate.
Give the candidate a time frame to accept and sign your offer, for the prompt processing of negotiations for a counteroffer or moving on to the next qualified candidate.
Consider tailoring your job offer email template to the personality and role of your successful candidate.
Many successful candidates back out of job offers, and you have an advantage in making the job offer email an enticing one that matches your candidate’s profile so they see you as a good fit. You may write in the tone of your company’s voice, add some witty lines for a creative position, or take a formal tone for a top management position.
Email subject line: [Company name] Job Offer
Dear [candidate’s name],
We are delighted to inform you that you have been selected for the position of [position] with [company name]!
You have impressed us with your skills and credentials, and so we are formally extending a job offer to you.
This is a [full/part] time position from [work days and hours] at [work location], with an official start date on [start date]. [For contract-based roles:] The contract will be for a period of [length of contract duration]. [For permanent employment roles with probationary periods:] There will be a probationary period of [length of the probationary period], followed by regularisation when passed.
You will be reporting to the [position of direct supervisor] in the [name of department].
Our gross salary offer is [gross salary] inclusive of [bonuses and benefits] and [number of days] days of paid leave per year. Salary is subject to deductions for mandatory government contributions to [government contributions].
Should you decide to accept this offer, please sign the attached letter of acceptance and send it before [date of deadline]. Attached are all relevant documents about the role. Please feel free to contact us for any questions or clarifications on the details provided below.
We look forward to having you on our team!
Congratulations,
[Your Name]
[Your Job Title]
[Your Email]
[Your Phone Number]To optimise your time and effort in making a job offer email, it’s best to call the successful candidate before emailing them. Send the candidate a warm message of congratulations, and ask if they are still interested in the position before proceeding with a job offer document.