MightyRecruiterAs uncomfortable as they are to handle, layoffs often can’t be avoided. Companies are fluid entities, and anything from economic difficulties or mergers to relocation can necessitate the termination of certain roles. While the news of a layoff should ideally be delivered to the employee in person first, a notice letter serves to formalize the arrangement and set out the details of separation.
Shape your message around two important objectives:
1. First, you’ll need to provide your recipient with every single detail that might inform a decision to accept or reject your offer. In the very least, these details will include the job title, the full- or part-time nature of the position, salary and benefits, starting date, reporting structure, and the nature of the employment relationship. Use this job confirmation letter of employment template as a starting point, but modify and expand on what you see here in order to accommodate your own circumstances.
2. Second, you’ll need to be explicit about any contingencies. For example, does the offer depend on the completion of a background check or medical exam? Is the offer contingent upon the candidate signing a non-competition agreement? If so, use this job confirmation letter of employment template to make this clear.
Job Confirmation Letter of Employment Template
{Your own name}
{Your position title}
{Your company name and address}
{Your recipients name}
{Your recipient’s address}
Dear {candidate’s name}
I’m pleased to announce that {company name} would like to extend an offer of employment to you, {candidate’s name}, for the role of {position title}. The details of the offer and position are stated below.
If you choose to accept this offer, you will step into the role of {position title} and you will be expected to perform the duties outlined in the attached position description. This position will be {full time or part time}, and you will be expected to work {number of hours} per week.
This position is considered {overtime exempt/non-exempt} and will include {number of PTO hours} and {type of benefts} benefits as described in the attached benefit description. The salary for this position will be {salary per hour/week/or month}.
Employment in this position is considered “at-will”, which means both you and the company are free to terminate the agreement at any time, with or without cause and with or without notice.
As a company employee, you will be expected to abide by company policies, which will be presented to you in the form of a Company Handbook on your start date. You will also be expected to sign {non-compete/non-disclosure/intellectual property agreements}, which are enclosed with this letter. Please sign these documents and return them with your acceptance of this offer.
This position will formally begin on {date}. If you choose to accept this offer, we will expect to see you at {time} on this date.
Please indicate your acceptance of this offer by signing and returning this and the aforementioned contingent documents by {date}.
If you have any further questions, please contact my office at any time. I look forward to hearing from you.
{Your name, position title, and contact information}
Want to use this letter?
Your job confirmation letter of employment will need to cover every aspect of the pending agreement between the candidate and the company, and since your candidate may have additional questions, you’ll need to provide contact information and resources that can help them find answers..
Finally, before you send the offer, have someone on your legal team or have a third-party lawyer look over and approve the information. The last thing you want to do is to leave yourself legally liable in the case that you misstated something or forgot to include something.