MightyRecruiterYou found a promising candidate, and you want to invite them back for a second interview. Now you need to create a message that explains the next steps as clearly as possible. An outstanding second interview message makes your company look competent and desirable to candidates. On the other hand, a crudely written letter will deter talent.
The letter should elaborate on points you may have already discussed, and clarifies elements of the employment relationship that may be implicit. If the prospective employee sees any statements that make them uncomfortable, they can question them or negotiate at this stage. And both parties can have peace of mind that the other can’t go back on their word.
The email should always include the job specifics (like salary and starting date), but in addition, you could also attach other forms that need to be signed and affix company information (perhaps a fun video or photo of the team) that gets the candidate excited about the idea of working with you. Remember to include a descriptive subject line, and consider including links to helpful resources or Google Maps directions to your office.
Example of a Contract Letter Email
Subject: Offer of Employment: Environmental Consultant at Green Report
Dear Alyssa Johnson,
Further to our call yesterday, we at Green Report write this email to confirm our intention to hire you in the position of Environmental Consultant. We considered multiple candidates and feel you are the best fit for the role.
This is a full-time position, and your starting date is October 1, 2017. You will report to the Head of Renewable Energy, Camilla Ramirez. We have attached a list of your duties to this email.
You will receive a biweekly wage of $2 000. As this is an exempt position, you are not eligible for overtime compensation. Your package does, however, include 14 days of paid time off annually and a number of company-sponsored benefits (see a list of all attached).
This offer of employment is contingent on the completion of a Form I-9 and the signing of a Non-Disclosure Agreement and a Non-Compete Agreement (all attached).
Furthermore, this is an at-will employment agreement, and by signing this letter, you confirm that you understand that we, the company, may terminate your employment at any time for any reason or for no reason, provided it is not terminated in violation of state or federal law.
Orientation will start at 8.30am on October 1, 2017, and we will give you a tour of the premises. Please print and bring all signed forms with you. Use these Google Maps directions to find our office.
This contract letter email replaces all other communication forms as the exclusive statement of employment between you and the company.
To accept this offer, please add an electronic signature or print, sign and scan this letter back to us by September 15, 2017. If you have any questions, email me at jessica@greenreport.com.
We think you’re going to thrive in this new position, and we look forward to having you as a team member. Watch the video attached to get a taste of our company culture.
Sincerely,
Jessica Marsh
Head of Recruitment
Green Report
{Alternatively insert email signature here}
Date: ___________________
Signature: ____________________
Want to use this letter?
As this example illustrates, a contract letter email should make the most of the fact that communication is online by including attachments, links, and even videos and photos, if applicable and appropriate. Just remember that any official documents that are attached, like a Non-Disclosure Agreement or Form I-9, must be saved as locked PFD files so that no edits can be made.
The tone will depend on your company culture, but balance formality with a warmer human element that communicates your enthusiasm about the prospect of the new hire becoming a team member.
Be careful that you only stipulate commitments you know you can uphold, as once the letter is signed, these terms are binding. For example, don’t imply that the hire is entitled to a bonus at the end of their work year if they might not receive one.
Just like this email does, always include contact details in case the candidate wants to ask questions. It’s advisable to also request a read receipt and follow up in a day or two with a phone call if you haven’t heard back.