Write Job Offer Letter - Perfect Guide for the Employers to Make One
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Write Job Offer Letter – Perfect Guide for the Employers to Make One

December 21, 2022
HR Toolkit
Job Offer Letter

Recruiting a candidate for a job takes a lot of time and effort. After getting multiple job applications, evaluating dozens of resumes, and conducting various rounds of long interviews, you have finally hired a perfect candidate.

However, how can you seal the deal and lock the candidate as an employee of your company? A Job Offer Letter will help you.

An offer letter is the final step of the recruiting puzzle that contains all the necessary information regarding the job offer.

In this blog, we will understand what a job offer letter is and how to write a perfect job letter to lock in the perfect candidate for your company.

What is a Job Offer Letter?

A job offer letter is created by the HR department or the employer and is sent to the selected candidate letting them know that they have been selected for the job. The potential employee can make an informed decision one way or the other.

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Why is an Offer Letter Important?

Job offer letters are a crucial part of the hiring process. It works as an official document that is given to the new hire for making a decision as to whether or not to join the company. Offer letters provide details about the post, salary, and hiring package. It helps job seekers in determining whether the position is suited for them.

An offer letter acts as a legal foundation of the company and position, making it the starting point for any negotiations. It provides you and the application with legal protection by outlining clear expectations for the candidates while outlining the benefits. The applicant for the position may be fired in accordance with the terms of this document or permitted to resign whenever they choose.

What is Included in a Job Offer Letter?

A job offer letter can be made on your desired level of formality and the details your company wishes to include. For giving a professional touch to the letter, write it on your company’s letterhead. You can customize the job offer letter as per your company’s requirements, however, consider including the below basic information in the offer letter:

  • Job Title
  • Base Salary
  • Start Date
  • Employment checks such as background checks, drug screenings, I-9 forms, reference checks, etc.
  • At-will statement

If you want your offer letter to be more detailed, consider adding additional details, such as:

  • Description of job responsibilities.
  • Name and Title of the Manager/supervisor.
  • Workplace location and expected working hours.
  • Additional compensation, such as bonuses, stock options, profit-sharing, etc.
  • Employee benefits such as paid time-off, insurance coverage, 401(k), etc.
  • Offer letter expiration date.

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Tips to Create an Effective Offer Letter

Now that you know what are the elements to be included in your employment offer letter, ensure these simple tips before starting to write one for your new joinee:

Decide whether you want the letter in hard copy or email format

You need to determine whether you want to send the letter in a hard copy or a soft copy via email. The simplest way is to ask the applicant about the format they prefer.

Use a joyful tone

Keep a positive and happy tone at the beginning of the letter. Let the candidate know that you are excited to work with them. This will help them make an informed decision. 

Make “creating and sending letters” a fast process

If you are deciding on the letter in the physical format, then make sure that you send it quickly soon after the onboarding call. This is because it may be possible that the candidate has applied to other companies as well and may accept the offer somewhere else.

Legal Review

Before you send the letter, let your lawyer review your job offer letter template to ensure that it is written correctly.

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Is an Offer Letter a Binding Contract?

A few factors determine whether or not a job offer is a legally binding agreement. Although legally speaking they are all binding contracts, how binding they are depends on their specific provisions. The majority of job offer letters will state the formal start date but not the length of employment (aka the end of it). Instead, a phrase designating the employment as “at-will” is frequently used, meaning that either partner may terminate it provided the conditions for termination are met (this is where the amount of time necessary for giving notice and the like are taken care of).

Job Offer Letter

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

Guidelines on Writing a Job Offer Letter

Ensure to use your company’s official letterhead with your company logo. It makes your letter look professional and legal, encouraging your new hire to read it thoroughly.

Date and Contact Details

Include the date and the contact details such as full name, mobile no., and address of the candidate.

Opening Line

You can make the opening line or the greeting casual or formal, depending on the culture of your company. Start your letter with “Dear [Candidate Name]”, then offer the candidate the job by saying, “We are pleased to offer you a position at [Company Name].”

Specific Details about the Job

Included in this portion are the job title, anticipated start date, employment status (full- or part-time), office address, name of the manager or supervisor, and tasks and responsibilities.

Salary

Describe the candidate’s expected annual, monthly, or hourly salary as well as the frequency and method of payment. You can also discuss bonus or commission structures if appropriate.

Benefits

List the main company perks, including insurance, paid time off, a 401(k) plan, flexible work schedules, and remote or home office alternatives.

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At-will status

It indicates that both the business and its employees have the right to terminate employment at any time and for any cause. To avoid issues later on, you might want to get legal advice while talking about the at-will status.

Expiry Date

You decide whether or not to insert an expiration date. Give the candidate at least one week to consider your job offer if you like to give them a deadline. Giving a deadline makes it possible for you to quickly identify alternative candidates in the event that your preferred applicant declines your offer.

Closing Line

Include information about how the applicant can get in touch with you if they have any queries about the job offer.

Conclusion

In the end, an offer letter should be tailored to your company and needs. And it’s crucial to give it the consideration it requires, both from a compliance perspective and as a first step in onboarding new employees.

UBS HR Toolkit can help you with customized and ready-to-use Job offer letters and other HR Letters for free. Just visit UBS HRMS Software and download the letters and other HR documents with one click.

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Alpesh Vaghasiya

Alpesh Vaghasiya

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