How to Write an Offer Letter

Hiring a new employee may feel never-ending, but your work isn’t done once you’ve found the right candidate. You’ve made your hiring decision—now what? It’s time to send an offer letter that confirms all the details of employment for your potential new hire.

There’s lots of moving parts to keep track of to make sure you send your candidate a comprehensive offer letter. In this article, we’ll get into the details of what an offer letter is and what you should put into one.

Read on for a thorough breakdown of this essential part of the hiring process.

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What is an Offer Letter?

An offer letter is a formal employment offer to a potential candidate which outlines the role and other relevant job details. Once a candidate has successfully completed interviews and other pre-employment checks, the next step is to send them an offer letter.

Job offer letters are typically sent after a verbal offer of employment has been extended and accepted by the candidate. Offer letters can be sent by email as an attachment or in the body of the email with a congratulatory message and a quick overview of what’s in the letter. It confirms the details discussed during the verbal offer and is ready for the candidate to review and sign—signaling their acceptance of the role. Congrats!

Who Writes the Offer Letter?

Writing and sending a job offer letter can be up to different employees, depending on company size. The offer letter can be written by the HR department, a hiring manager, or by their supervisor.

No matter who oversees creating and sending out offer letters, there are elements that should be included in a great offer letter. Check out our list below to make sure that whoever writes the offer letter has a roadmap that includes all the necessary details.

What Should an Offer Letter Include?

Note: Since offer letters are considered official company correspondence, they are typically written on your official company letterhead.

A compelling offer letter should also include:

Introduction message: Start your message off by congratulating your candidate on being selected for this exciting new opportunity. You can also use this section to mention the individual’s strengths and why they were selected for the role.

Company name and job title: You can use this section to reiterate the job description, so the candidate is aware of their expected duties for the role.

Start date: This ensures that there will be no confusion about what date the candidate is expected to start working.

Employment type and work schedule: In this section, specify whether the employment is part-time, full-time, temporary, or permanent. If you offer a hybrid schedule, this section could include details of which days will be remote and in-office.

Compensation and benefits: This part of the offer letter should go over the pay they will receive, the pay schedule (weekly, bi-weekly, or monthly) and any benefits they may be eligible for.

If your company offers added perks besides health insurance and vacation time, use this section to talk them up a bit!

Reporting structure: This includes the name of their department and who their supervisor will be.

Conditions of employment: List out any requirements that must be met before the candidate can come on board as an official employee. Think background checks, probationary employment periods, nondisclosure agreements, or noncompete clauses.

Acceptance deadline: Include the date for your new hire to respond to the offer.

Closing information: Include contact details of the hiring manager or HR representative and a spot for signatures including the candidate’s and theirs. You might also use this section to reiterate your company’s excitement for the potential new hire to join the company.

Use Our Offer Letter Template as a Starting Point

If you need a good kickoff to really get going, this offer letter example can provide a foundation for crafting your job offer letter. Ultimately, you want to be sure the tone and message sync up with your company’ brand and voice—are you more casual or more formal? This letter can showcase that personality!

Check out our offer letter sample below:

[Your company address]

[Date]

[Applicant’s name]

[Applicant’s address]

Dear [Name of individual receiving offer],

I am pleased to extend the following offer to you for the position of [Job title] on behalf of [Your company]. After careful consideration and reviewing your qualifications, we believe you will be a valuable addition to the team.

Your first day of employment will be [Start date] and you will report to [Supervisor’s name]. After that date, your working hours will be [Work schedule]. The compensation for this [Employment type] position will be [Compensation amount], paid [Pay schedule].

As part of your compensation package, you will be eligible for [Additional compensation opportunities, if applicable]. Your benefits include [Benefits and perks].

This offer is not meant to be a contract guaranteeing employment for any specific duration. Please note that as an at-will employee, both you and [Company name] have the right to terminate your employment at any time.

Your employment is contingent upon successful completion of any required background checks and verification of your eligibility to work in [Country/region]. Additionally, you will be required to sign and comply with our company’s policies and [Conditions of employment].

Please indicate your acceptance by your signature and return this offer letter via email to [Your email address] by [Acceptance deadline]. We are excited to have you join our team, and we look forward to working with you.

Please reach out to me at [Your phone number/your email address] with any questions.

Congratulations again on your new role, and we look forward to hearing from you shortly.

Sincerely,

[Your signature]

[Your name]

[Your job title]

[Your contact information]

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