If your organization functions like most, the majority of work done in your office or facility will be conducted by “at-will” employees who are free to leave at any time and for any reason. Just as your at-will employees can walk away with no explanation and no notice, you’re free to terminate them with or without cause, as long as you haven’t let them go for illegal reasons, like discrimination or retaliation.
First things first though; draft and edit a job confirmation letter of employment email so you’ll be ready to grab your chosen contender before somebody else does.
As you draft your message, keep a few best practices in mind.
1. Your tone should be formal and straightforward, and your letter should be broken into short, readable sections rather than a large block of text.
2. You’ll need to include all available information that can inform the candidate’s decision, including the start date, a brief position description (or a link to a more lengthy description), salary and payment information, benefits, reporting structure, and company rules and policies. You’ll certainly need to include the contractual nature of the job (at-will or otherwise) and the employee’s exempt/non-exempt status.
3. You’ll also need to indicate next steps, including any forms or documents the employee will need to sign and return. After receiving and reading your job confirmation letter of employment email, your reader should be fully prepared for the next stage of the process.
Job Confirmation Letter of Employment Email
To: Winnipeg Meyers WinMeyers@mail.com
From: Sanjay Ahmed SAhmed@Qualbiz.com
Subject Line: Associate Manager Position; Offer of Employment
Dear Winnipeg Meyers,
After careful consideration, I’m pleased to announce that we’ve decided to offer you the position of Associate Manager for Quality Business Co. This email will serve as your formal offer.
Your position title will be Associate Manager, and in this capacity, you will report to the Marketing Director, Rocco Blansford, as a member of the Marketing Department. The start date for the position is Wednesday, July 31st, 2017.
The salary for this position will be $1,700.00 per week, which equates to an annual total of $88,400.00 per year. Payments will be distributed bi-weekly by check or direct deposit, minus appropriate witholdings. This is an exempt position, and you will not be eligible for overtime compensation. You will be eligible for limited health and retirement benefits, which are outlined on our internal company website. Visit this link for more information: www.http://Qualbiz/benefits/.
This position is considered full-time, which means you will be expected to provide Quality Business Co. with 35 hours of work per week. Our standard business hours are 9:00 AM to 5:00 PM, Monday through Friday.
You will be entitled to standard federal holidays, plus 80 hours of paid time off (PTO), which can be used at your discretion.
The agreement between you and Quality Business Co. is considered at-will, meaning either party can sever the agreement at any time, for any reason, with or without notice.
Please review the company website for more information about the Quality Business mission, our family, and our history. If you have any questions about this offer or would like more information, please contact me at any time using the phone number and email address below.
To accept this offer, please download, sign, and return the enclosed acceptance form by Monday, June 4th, 2017.
HR Manager, Marketing
Want to use this letter?
As you can see, this job confirmation letter of employment email covers all the basic information your applicant will require in order to make an important life decision, including the position title, salary, reporting structure, start date, and the full- or part-time nature of the role. Your letter will need to outline the company’s basic expectations, like the number of hours per week the job will entail. And you’ll need to explain the benefits that the employee may be able to participate in or sign up for.
You may decide to send the official acceptance documents by hardcopy, but if you transmit them as part of your job confirmation letter of employment email, you may want to attach them as PDF files. Your employee can download or print them out, sign them, and return them using any method you prefer.