After an exhaustive search, you’ve zeroed in on the perfect candidate. Now it’s time to write a hiring letter. But what should you include when offering employment to a candidate via letter?
A great hiring letter extends an offer of employment and welcomes your new hire aboard. It also outlines the specifics of the job to ensure that everyone is on the same page. Once your newest hire has signed off on the hiring letter, you’ll know you’ve secured the best candidate and that they are clear on all of the terms of the position. Also, if the candidate finds terms they’d like to negotiate terms, the letter will serve as a reference point for beginning those discussions.
Start this new relationship off on a positive note with a terrific introduction. Use our hiring letter sample as a guide to help you create your own. Remember, the best hiring letters convey the business at hand while making your new hire feel welcome and excited about joining your organization.
If this is at will employment, be sure to state this, and don’t forget to enclose helpful documents, like a job description and your employee handbook as needed. Check out our hiring letter sample for more guidance.
Hiring Letter Sample
I am pleased to extend an offer of employment on behalf of New York Baking Company. As discussed, we’d like to welcome you aboard in a full-time, exempt position as Restaurant Manager. In your new role, you will report to Sybil Bridges, owner and CEO of New York Baking Company. If you accept our offer, we anticipate that your first day of employment will be Monday, February 1, 2019. We look forward to welcoming you aboard.
You will receive an annual base salary of $45,000, which will be paid bi-weekly.
As a regular full-time employee working 30 or more hours per week, you will be eligible to receive all benefits provided to our staff, effective 30-days after your first day of employment. These include life and health insurance, 401(k) retirement, and other perks which will be discussed during your orientation.
There are several conditions of employment at New York Baking Company, which are attached as an appendix to this offer letter. These apply to all employees of New York Baking Company in the same manner as they will apply to you.
Please feel free to contact Sybil or me with any questions or concerns you may have regarding this offer, our benefits package, or any of the terms and conditions of your employment. The terms contained in this offer letter supersede all prior oral representations regarding employment.
To officially acknowledge your acceptance of this offer, please sign and date the letter and return it to me via mail no later than January 20, 2016.
We are thrilled to have you join our team. Our company works hard to create a work environment that supports its staff and that focuses on high-quality food and creativity. Based on our interactions with you thus far, we know that you’ll make contributions to New York Baking Company that will help us meet our goals.
New York Baking Company
Attachment: Terms of Employment and New York Baking Company Employee Handbook
I hereby accept the terms of this offer and agree to keep the contents of this letter confidential.
Employment Terms and Conditions
1. At-Will Employment: You should be aware that your employment with New York Baking Company is for no specified period and constitutes at-will employment. As a result, you are free to resign at any time, for any reason or no reason. Similarly, New York Baking Company is free to conclude its employment relationship with you at any time, with or without cause, and with or without notice. We request that, in the event of resignation, you give New York Baking Company at least two-weeks notice.
2. Background Checks: New York Baking Company reserves the right to conduct background investigations and reference checks on all of its potential employees. Employment may be rescinded at any time in the event of unfavorable background investigation and/or reference check results.
3. Federal Immigration Law: For purposes of federal immigration law, you will need to provide to New York Baking Company documentary evidence of your identity and eligibility for employment in the United States. Please provide such documentation to us within three (3) business days of your date of hire.
4. Conflicting Agreements: We also ask that, if you have not already done so, you disclose to New York Baking Company any agreements relating to your prior employment that may affect your eligibility to be employed by New York Baking Company or limit the manner in which you may be employed. It is New York Baking Company’s understanding that any such agreements will not prevent you from performing the duties of your position and you represent that such is the case. By joining New York Baking Company, you agree that, during the term of your employment, you will not engage in any other employment, occupation, consulting or other business activity directly related to New York Baking Company’s business, nor will you engage in any other activities that conflict with your obligations to New York Baking Company. Similarly, you agree not to bring any third party confidential information to New York Baking Company, including that of your former employer, and that in performing your duties for New York Baking Company you will not in any way utilize any such information.
5. Compliance with Company Standards: As a Company employee, you will be expected to abide by New York Baking Company’s rules and standards of conduct. These are outlined in New York Baking Company Employee Handbook, which is distributed and available to each employee.
6. Employee Agreement. As a condition of your employment, you will need to sign and comply with an At-Will Employment, Confidential Information, Invention Assignment and Arbitration Agreement which requires, among other provisions, the assignment of patent rights to any invention made during your employment at New York Baking Company, and nondisclosure of Company proprietary information. This agreement specifies the procedures to be followed in the event of any dispute or claim relating to or arising out of our employment relationship. We will need you to sign the Agreement on or before your first day of work.
7. If you join our [CITY] office, your employment will be governed by and interpreted under the laws of the State of [STATE], without regard to conflict of law principles.
Want to use this letter?
Notice how the hiring letter sample starts on a positive note. While a hiring letter is a business document and this remain professional, being warm and welcoming in the opening and closing paragraphs will express your company’s enthusiasm about your new hire. Remember, a hiring letter is a legal document, and MightyRecruiter cannot guarantee that our hiring letter sample is legally complaint in your state. Be safe and cover your bases by having your legal team review a draft of your letter before sending this or any official letter to a new hire.