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Job Offer Letter Format, Example, Meaning, and More

April 10, 2022
HR Toolkit
Job Offer Letter Format

Once you have reviewed so many resumes and held several interviews, you have found a perfect candidate for the vacancy. Now what? How will you close the deal? This is where the Offer Letter comes into the real film. If you are an HR Manager, CEO, or Operations Manager at a small business organization not knowing how to write a Letter of Intent, this is the right place for you.

Here, in this blog, we will discuss everything one needs to know in order to write an engaging offer letter that gives your candidate the confidence to accept the offer. Below we have detailed everything from what is a Letter of Intent to what it should contain, offer letter format in word India, and examples.

Also, being the number one HRMS Software with a live edit feature, we give you the facility to reduce the hustle of repetitive writing. You can eliminate downloading the HR letter templates by using our unique live edit feature that no other platform offers.

So, let’s get started!!

What is a Letter of Job Offer?

“A Job offer letter, often known as a Letter of Intent (LOI), is a formal way of offering employment to a prospective employee or job applicant who has been shortlisted.”

In general, a company sends or issues a Letter of Intent or email to the finalized candidate who has been interviewed and considered suitable for employment with the company. It is an official confirmation of selection for the job for which you applied and were interviewed, and it is followed by a full Appointment Letter with detailed employment terms and conditions, corporate rules and procedures, and eligibility criteria for a variety of employment perks.

A job offer letter from employer to employee is given to ensure and guarantee the employee’s job and employment in the organization that issued the letter; delivering a letter of intent is also a required aspect of any company’s recruitment process.

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How is a Job Offer Made?

  • Move Quickly 
  • Make a Phone Call
  • Show Excitement 
  • Provide Reasons for the decision you took
  • Talk about the pay 
  • Get a response 
  • Ask for the additional feedback
  • Finally send an offer in writing

There are a few important points that must be included in a formal Letter of Intent. Let’s have a look at the points to know more.

Job Confirmation Letter – Definition, Tips, Format, and More

What Must Be Included in a Letter of Intent?

A Letter of Intent is a letter that is provided to the selected employee confirming employment details like:

1. Company Logo

While writing a job offer letter, make sure to use the company’s official letterhead with a logo on the top. It gives your letter a professional and legal look encouraging the candidate to read it carefully.

2. Date and Contact Details

Always include the date, full name, and the complete address of the employee in the letter.

3. Opening Line

The greeting or the opening line can be formal or casual depending on the culture of the company. Begin with “Dear [Employee Name] then offer the job on a positive note like “We are pleased to offer you the position of [Job Title] at [Company Name].”

4. Specify the Details of the Job

Here you may include the job title, employment start date, employment status (full-time, part-time, and so on), office complete address, supervisor’s or manager’s name, and roles and responsibilities.

5. Salary

In this section, explain the amount the candidate will be paid per year, month, or hour. Also, mention how often they will be paid and the mode of payment. Mention the applicable bonus or commission structures.

6. Benefits

Provide a list of important company benefits like flexible working hours, paid time-off, insurance, 401(k) plan, and remote or work-from-home options.

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7. At-Will Status

At-will status means that the company or the employee can terminate the employment at any point in time without giving any reason. You will have to seek legal help when discussing the at-will status in order to avoid problems in the future.

8. Expiry Date

It is your choice if you want to include the expiry date in the job offer letter or not. If you want to give the deadline to the candidate when accepting your offer, it should be at least one week. Offering a deadline to the candidate helps you to find the other prospect in case your candidate turned down your offer.

9. Closing Line

Include the details about how the candidate can get in touch with you in case he/she has any queries about the job offer.

Let’s look at the contract to hire offer letter sample below.

Offer Letter

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

Simple Job Offer Letter Format in Word

Job Offer Letter Format

Simple Job Offer Letter Sample

Job Offer Letter Example

Wrapping Up

The above simple job offer letter sample doc can be used by a company’s HR manager or a company’s manager to confirm a job applicant that his or her application has been successful. The candidate will then have a foundation on which he can be certain that he has been hired and will be prepared to begin work and receive the advantages that come with it, according to the terms and circumstances set forth therein.

If you do not want to waste your time writing the HRMS letters every time you hire a candidate, we have a solution for you. Ultimate Business Systems offers ready-to-use letters with the live edit feature that reduces the hustle of downloading the templates. Our software includes every necessary letter like job offer letter, application letter, experience letter, relieving letter, and more.

Ultimate Business Systems is dedicated to assisting entrepreneurs and small business owners in starting, managing, and growing their businesses while maintaining financial security.

Our goal is to provide the best HRMS Software along with the Payroll, PMS, and chat facility to the SMEs and to be a partner throughout the whole business life cycle, providing help at every level to ensure that the company operates smoothly and continues to expand. Get in touch with us and we will help you manage your business operations more smoothly.

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Alpesh Vaghasiya

Alpesh Vaghasiya

The founder & CEO of Ultimate Business Systems Pvt. Ltd. (UBS), I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of UBS is Connecting people, Optimizing the process, Enhancing performance.

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