Writing employment offer letters should be the highlight of the hiring process. Not only have you’ve completed the recruitment process and conducted interviews, but you’ve finally found your ideal candidate. Now, you only need to let them know they’ve got the job.
In this article, we’ll outline what you need to include in your job offer letter and share some templates to get you started.
What is a Job Offer Letter?
An employment offer letter is a formal offer of a role within your company to a successful candidate and usually comes at the end of the hiring process. The offer letter usually follows an informal offer in person or over the phone. Remember, whether the offer was made verbally or in writing, it is can be a legally binding contract. Paying attention to what you include in the letter is essential to avoid getting into a legal challenge if you unfortunately need to retract the offer.
The letter should outline the terms and conditions of the employment and can be a conditional or an unconditional job offer.
Because offer letters are formal documents, it is important to ensure they always contain the correct and consistent information. You’ll find six templates you can tailor to suit your needs later in this article.
What To Include In A Job Offer Letter
An employment letter can and should be customised. Your basic template will depend a lot on your brand identity as an employer – think about receiving a job offer letter from a Government department versus a start-up – and then might be modified further depending on the hiring manager’s communication style, the seniority of the role, or whether you’ve already made an informal offer.
However you personalise your formal job offer letter, the crucial information you should include is:
- The candidate’s name
- Company name
- Company address
- Job position
- Basic salary
- Proposed start date
- Necessary pre-employment checks (Including background checks, drug screening, previous employment reference checks, etc., although these can be included in a separate document)
- Type of employment (Casual, shift, part-time, full-time, or contract.)
You can also choose to include the following information:
- Important job details, responsibilities and expectations
- Employment contract
- Employment particulars, like a probationary period
- Hiring manager name and position
- Workplace location and expected working hours
- Additional compensation potential, like equity, bonuses, profit-sharing, and share options.
- Employee benefits – include details on health insurance, company pension, holiday entitlement, contractual sick pay, perks, and flexible hours.
- Job offer expiration date
- Privacy policies
- Termination conditions
Six Job Offer Letter Templates
1) Standard Job Offer Letter Template:
Subject: Job Offer – [Position Title]
Dear [Candidate’s Name],
We are pleased to extend an offer for the [Position Title] position at [Your Company Name]. The skills and experience you displayed during the interview process impressed us, and we believe you will be a valuable addition to our team.
- Position: [Job Title]
- Department: [Department]
- Start Date: [Start Date]
- Compensation: [Salary/Benefits]
- Reporting to: [Manager]
Please review the attached terms and conditions. If you accept this offer, please sign and return a copy of this letter by [Acceptance Deadline].
We look forward to welcoming you to our team and believe your contributions will be key to our continued success.
Best wishes,
[Your Name]
[Your Title]
[Your Company Name]
2) Revised Offer Letter Template
Subject: Revised Job Offer – [Position Title]
Dear [Candidate’s Name],
After careful consideration, we are pleased to present a revised offer for the position of [Position Title]. We value your expertise and are excited about the potential contributions you will make. The attached document outlines the updated terms.
Your response by [Offer Expiry Date] would be greatly appreciated.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
3) Part-Time Job Offer Letter Template:
Subject: Job Offer – [Part-Time Position Title]
Dear [Candidate’s Name],
Congratulations! We are delighted to offer you the part-time position of [Part-Time Position Title] at [Your Company Name]. Your skills and availability make you an ideal fit for our team.
Please find further details attached regarding your compensation and schedule, as well as the terms of your employment.
Kindly confirm your acceptance by [Acceptance Deadline].
Kind regards,
[Your Name]
[Your Title]
[Your Company Name]
4) Internship Offer Letter Template:
Subject: Internship Offer – [Internship Position Title]
Dear [Candidate’s Name],
Exciting news! We are thrilled to offer you the internship position of [Internship Position Title] at [Your Company Name].
Please review the attached information outlining the terms of your internship. Kindly confirm your acceptance by [Offer Expiry Date].
We are delighted to have you on board and look forward to having your enthusiasm and potential on our team.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
5) Remote Job Offer Letter Template:
Subject: Job Offer – [Remote Position Title]
Dear [Candidate’s Name],
Congratulations on your successful interview! We are pleased to extend an offer for the remote position of [Remote Position Title] at [Your Company Name].
- Position: [Job Title]
- Department: [Department]
- Start Date: [Start Date]
- Compensation: [Salary/Benefits]
- Reporting to: [Manager]
Further details regarding compensation, benefits, and remote work arrangements are enclosed. We eagerly await your acceptance by [Offer Expiry Date].
Best wishes,
[Your Name]
[Your Title]
[Your Company Name]
6) Temporary/Contract Job Offer Letter Template:
Subject: Temporary Job Offer – [Temporary Position Title]
Dear [Candidate’s Name],
Great news! We would be delighted to offer you a temporary position at [Your Company Name].
- Position: [Job Title]
- Department: [Department]
- Start Date: [Start Date]
- Duration: [Number of Weeks/Months]
- Compensation: [Hourly Rate/Contract Amount]
- Reporting to: [Manager]
The attached document outlines the terms of your contract with us. We request your response by [Offer Expiry Date].
We appreciate your flexibility and look forward to a successful collaboration.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
How to Retract a Job Offer
Although it’s rare, there are some scenarios where you might have to withdraw your offer of employment to a candidate. This can happen for a number of reasons, including budget changes, discrepancies in reference or background checks, or a change in the candidate’s behaviour, which leads you to believe they’re no longer a good fit.
What’s important is that you deal with the situation considerately and professionally to ensure your business’s reputation isn’t damaged and there are no legal repercussions.
Here are some tips for effectively rescinding an offer of employment:
- Communicate promptly and transparently – Inform the candidate as soon as possible about the decision to retract the job offer and be honest about the reasons behind the decision.
- Be empathetic – The hiring manager should try to convey the news over the phone or in person in the first instance. Whatever the reason behind the withdrawal, it’s important to maintain professionalism, express your disappointment and apologise for any inconvenience.
- Keep thorough records – Document the decision and reasons for retraction. If necessary, consult your legal team to ensure you comply with any relevant employment laws. Ensure any verbal conversations are followed up with written communications to reiterate key points.
Is a Job Offer Letter Legally Binding?
Whether or not a job offer letter is legally binding depends on the type of information included in the letter.
A job offer letter may not be legally binding under the following circumstances:
- There are conditions such as the offer being subject to reference checks or visa approval.
- It does not contain clear terms of employment such as hours, pay and responsibilities.
However, if a job offer letter contains specifics about the terms of employment and does not reference any conditions, then it can be legally binding. When a job offer does not reference conditions, it is known as an ‘unconditional job offer’ and protected under the Employment Rights Act 1996 and the Equality Act 2010.
Writing An Offer of Employment Letter with Factorial
Besides the six templates we’ve provided on this page to help you write an offer of employment letter,
If you’re ready to digitalise your recruitment and onboarding processes, Factorial makes it easy for you write offer of employment letters. Features such as Factorial’s onboarding module provides support to make the integration of your new employee as seamless and positive as possible. Using our software allows you to give the new employee a warm welcome using the communication tool, assign the right workflows and training requirements to ensure that the new employee is productive from day one, and keeps everyone – including the new person – in the loop.
