MightyRecruiterAn applicant rejection letter notifies a job applicant that they are not proceeding to the next stage of the hiring process. Therefore, their chances of securing the job end with the words delivered in the rejection letter.
This is the value of a contract letter. It formalizes that phone call, communicates that the company is serious about the candidate, and firms up all the details that were discussed during the interview process. It outlines the commitments of both parties, so that there can be no misunderstandings down the line, and it offers the new hire the opportunity to negotiate terms before signing.
Alongside including all the specifics (like position title, starting date, and salary), don’t forget to include a statement that employment is at will (if indeed it is). Also, think about what you can enclose with the letter to make the offer more comprehensive and appealing – a list of perks, an employee handbook, or description of the company culture, perhaps?
Importantly, don’t make your document just about getting the candidate’s signature – reiterate that you’re excited about their acceptance and make them feel valued.
This contract letter template will help you achieve the above.
Contract Letter Template
{Date}
{Candidate’s Name}
{Candidate’s Street Address}
{City, State Zip Code}
Re: Offer of Employment as {Name of Position} at {Company Name}
Dear {Candidate’s Name},
Congratulations! A lengthy recruitment process has culminated in our decision to offer you the position of {Name of Position} at {Company Name}. We’d like you to start in this {full-time/part-time} role on {date}. Your manager will be {Name and Position}.
We will compensate you ${salary amount} per {hour/week/month}. You are classified as a {non-exempt/exempt} employee, and therefore you {are/are not} entitled to receive pay for overtime after {number of hours} hours in a workweek. We’re also pleased to offer you a range of company-sponsored benefits. These include: {list benefits or enclose a separate list}. In addition, you’re entitled to {total number of days} days of paid time off annually.
[If applicable add: This offer of employment is conditional on {list conditions that must be met and by when}.]
If you accept this offer, be aware that employment is at will, so you and the company retain the right to end this arrangement with or without notice or cause.
As an employee at {Company Name}, you are obliged to keep all company information confidential. We have enclosed a Non-Disclosure Agreement and a Non-Compete Agreement for you to sign by {date}. We have also enclosed {list other documents you’re including}.
This letter is the complete and exclusive statement of employment between you and the company. If you’d like to discuss any details further, you can call us on {contact number}.
If you agree to the above terms and would like to accept this offer, please sign and date this letter below and return a copy to {Name of Person} by {date}. We sincerely hope you decide to join us and cannot wait to begin this exciting relationship.
Sincerely,
{Your Name}
{Your Job Title}
{Company Name}
Date: ___________________
Signature: ____________________
Want to use this letter?
As you can see, this contract letter template doesn’t just list all the dry details about the employment relationship; it also communicates – in the first and last lines – that the company is genuinely eager to hire the candidate and has selected them specifically. Remember, you want the person to feel appreciated so that they choose your workplace over another.
Related to this, including lines like “we cannot wait to begin this exciting relationship” warms up the tone somewhat, and makes all the information a little less intimidating.
You’ll note that this contract letter template includes the option to state conditions that employment depends on. Remember to make it clear if your offer is a conditional one and to clearly state what needs to be done before it is made final – maybe the candidate needs to pass a drug test or complete a Form I-9 and show proof that they’re authorized to work in the Unites States.
Always get legal counsel to review the letter before mailing it, but also give it several reads yourself to ensure you don’t suggest job permanence when the arrangement is meant to be at will.