A second interview message is designed to tell candidates that they have been invited back for another interview. It’s easy to think that this is simply an exciting moment for interviewees and a chance for them to get to know you better, but in today’s competitive hiring market, it’s also a time when a talented candidate decides if they want to continue pursuing the job.
This is not a pleasant task, but it’s a necessary one, and your letter plays an important role in outlining essentials, like when an employee will receive their final paycheck and how they move forward with certain benefits you’d extended to them, like health coverage and life insurance (if applicable). It goes without saying that termination is an anxiety-inducing event for employees, so your document should provide details that diminishes any additional unnecessary confusion.
As you write a letter of dismissal, you’ll also want to get legal approval, from your in-house team or otherwise, that the termination letter has been executed in an aboveboard manner. You want the employee to leave, but you don’t want any backlash that might harm your company or its reputation as a positive place to work.
A good contract letter should make the new employee feel happy about their decision to join your company, and it should help orient them by stating exactly what they can expect from the opportunity.
If employment is at will (which it is the majority of the time), be sure to state this, and consider enclosing helpful documents, like a job description or employee handbook.
Use the contract letter sample below to create your own at-will employment offer.
Make a Firm Offer with this Contract Letter Sample
April 16, 2017
16 Winchester Lane
Carson, CA 92236
Re: Offer of Employment as Account Executive at Finlayson & Co.
Dear Greg Saunders,
We at Finlayson & Co are excited to offer you the position of Account Manager at our agency, starting on May 1, 2017.
As discussed in the interview process, this is a full-time position, and will require you to work 40 hours per week. You will report to Account Executive Sarah Clarke. A job description is enclosed as a reminder of the position’s duties.
Your base salary will be $5400 per month, and this will be paid on a monthly basis. As a non-exempt employee, you are entitled to overtime pay. You are also entitled to various company benefits, including health and dental insurance, life insurance, and access to a 401(k) plan (see a list of all benefits offered enclosed, along with eligibility requirements). In addition, you will benefit from accumulated paid time off.
Please note that employment is at will, which means that you or Finlayson & Co can terminate this relationship at any point, with or without notice or cause.
We’ve enclosed a Non-Disclosure Agreement and Non-Compete Agreement – please sign and return these forms on the first day of orientation, taking place in your first week of employment.
This letter is the complete and exclusive statement of employment between you and the company. If you choose to accept this offer and its terms, please include your signature and the date below, and return a signed copy of this letter by April 20, 2017. If you have questions, email firstname.lastname@example.org.
We are thrilled about the prospect of working with you, and we look forward to welcoming you to the team.
Human Resource Manager
Finlayson & Co
Want to use this letter?
The strength of this contract letter sample lies in the fact that it covers all the key details and clearly addresses that employment is at will, which is a must
Attaching forms like Non-Disclosure and Non-Compete agreements is a good idea as it gets such logistics out the way before the employee’s first day and simplifies the onboarding process. You also want to know as soon as possible if your new hire is not willing to sign these documents.
The tone of the contract letter sample is matter-of-fact and professional – it is an official document, after all – but the opening and closing paragraphs are warm and personable, indicating the company’s enthusiasm about the hire (remember, you want the candidate to feel appreciated).
Before sending the letter on, don’t forget to get a legal team to look over it, even if you think you’ve covered all the bases – it’s better to be safe than sorry!