We’ve all been there: it’s your first day on a new job and you’re juggling everything from anxiety and uncertainly to feeling overwhelmed and intimidated.
Your letter should be clear and cordial of course, but more importantly, it should lay out every aspect of the offer, from salary and benefits, to basic reporting structure, to required work hours. You want to make the job acceptance process as easy as possible for the candidate, so like the job confirmation letter of employment sample below, your own document should provide 1) a statement that clarifies you’re officially extending the offer, 2) a list of job information broken down into readable and memorable paragraphs, and 3) a resource your reader can turn to with questions.
Unlike a friendly letter of welcome (which will go out later after your candidate has accepted your offer), a job confirmation letter of employment may be dense and somewhat lengthy. You may also need to include additional forms to be signed, maps of your facility, or employee rules and regulations.
Job Confirmation Letter of Employment Sample
Quality Business Co.
263 Lincoln Ave,
Workton, IL 29734
3948 Town Rd
Chatsburg MO, 39289
Dear Ms. Livingston,
On behalf of the team here at Quality Business Co, I’m pleased to offer you the position of On-site Manager.
If you accept this position, your role as Onsite Manager will begin on July 13, 2017. This position will require you to fulfill the duties and obligations outlined in the attached job description, and you will report to the On-site Director, Micheal Xing.
This will be a full-time role, and you will be required to work 35 hours per week.
The salary for this position will be $6,000 USD per month, which equates to $50,000 USD per year. Payments will be issued bi-weekly with deductions made for all required withholdings. The position will be classified as exempt, and as an exempt employee, you will qualify for standard health and retirement benefits. I’ve enclosed a full description of your benefits with this letter. As an exempt employee, you will not be eligible for overtime compensation. You will be entitled to standard holidays and 10 days of paid time off (PTO) per year.
Your employment with Quality Business Co. is classified as at-will, meaning that either you or the company can terminate the relationship at any time, for any reason or no reason, with or without notice.
As an employee of Quality Business Co., you will be expected to abide by the rules and policies outlined in the employee handbook. A summary of the handbook is enclosed with this letter; for the full text, visit the company website at www.Qualbiz.com and click on “Employee Handbook”.
This letter is the complete and exclusive statement of employment between you and the company. If you choose to accept this position, please sign and return it to my office by mail or fax by June 28, 2017.
I hope you decide to accept this offer. I look forward to hearing from you!
Quality Business Co.
Want to use this letter?
This job confirmation letter of employment sample covers a general set of information that almost every employment letter will need to include: the position title, the start date, full or part-time status, reporting details, job description, salary, benefits, the nature of the employment relationship, and required paperwork.
Do note that your own company, position, and circumstances may require that you provide the candidate with additional information that doesn’t appear in this sample. For instance, your offer may be contingent on a background check, or perhaps there is a non-disclosure agreement or non-competition agreement that the candidate also needs to sign.
Finally, as per the above job confirmation letter of employment sample, make sure you provide clear instructions about next steps so your reader knows exactly how to respond, how to obtain additional information, and how to accept or reject the offer. If the offer will only be available for specified time and you expect a response within that deadline, you’ll need to make this clear.