First, pat yourself on the back for finally finding that ideal person to fill your vacant role. You’ve interviewed countless candidates and have contacted the candidate to relay the good news to them over the phone or via email. Now it’s time to sew together the official job offer.
The job offer letter should, on paper, formally lay out all the terms of employment, leaving no room for head scratching. The letter also provides proof that the informal phone or email offer you’ve presented is the real deal. In the job offer letter, everything comes together in an official, thorough document for the candidate to review and sign. If the candidate finds terms they’d like to negotiate, the job offer letter can also be used as the basis for those discussions, providing a compass of sorts for the new hire—it orients them as to what to expect out of their new job.
Your job offer letter should be welcoming, for sure. It’s meant to get the new hire energized about the opportunity at hand. However, this document is also a letter that requires a high level of seriousness and professionalism when it comes to tone and wording.
Take a walk-through of the job offer letter sample below for guidance on how to create your own.
Job Offer Letter Sample
1359 Minna Street
San Francisco, CA 94102
Re: Offer of Employment – Assistant Manager / Crunchy Granola Foods
We’re thrilled to bring our search to a close, and offer you the position of Assistant Manager at Crunchy Granola Foods.
This is a part-time, non-exempt position. You are expected to work 25 hours per week. As a non-exempt employee, you are entitled to overtime pay. Your base monthly salary will be $3,300 (pre-deductions). You will be paid on a monthly basis, on the 15th of each month. Your full list of job responsibilities is enclosed as a separate document.
Employment with Crunchy Granola begins on Monday, June 19, 2017. You will be based out of the Crunchy Granola location at 1700 South Van Ness Boulevard in San Francisco. Please arrive at the store at 7 a.m. on the date specified above, and report to the Customer Service Center. You’ll be greeted by General Manager Scott McAuliffe, who will be your supervisor.
This offer letter replaces all previous forms of communication regarding the offer and the position and represents the complete and exclusive statement of employment between you and Crunchy Granola Foods.
If you choose to accept the offer, print out this letter and sign and date below. Please return it to us via mail or email by June 12, 2017. Use the email address noted below. A copy of the signed offer letter will be mailed to you before June 19.
If you have any questions at all, please email me at email@example.com. We’re looking forward to seeing you roll up your sleeves and help us with our quest to provide healthy foods at a reasonable cost to all. Congratulations again!
Recruiting Operations Specialist
Crunchy Granola Foods
Want to use this letter?
This job offer letter sample provides a complete overview of all the job essentials—it confirms the title of the position; succinctly and clearly covers all salary and payment information; notes when the new employee starts and where they report to, and specifies how to accept the offer.
If you have conditions that must be met before employment— the administering of a drug test, or the completion of a Form I-9, for instance — you must enclose all relevant documents along with the offer letter. Also, be sure to provide clear instructions on how to complete each step of the process, emphasizing that employment can’t commence until these conditions are met.
This job offer letter sample lists the job responsibilities in a separately enclosed document. You can choose to do this, too. Healthcare benefits are frequently included as a separate document, as well, or are briefly profiled in the offer and then presented to the candidate on their first day of work.
This job offer letter sample pertains to a company that doesn’t enforce at-will employment. If your company enforces at-will employment, you must define that in the offer letter—it means that both the company and the employee are free to end the employment relationship at any time, with or without notice or reason.
Always have your legal department conduct a review of your job offer letter before mailing it out. This important step can save you time and headaches down the road.