A letter of employment offer email is emailed to a candidate after the hiring team has selected them for a role. The email is typically sent out after the candidate has accepted an initial verbal or email offer, but this document makes the hire official. Once it’s signed by both parties, the candidate is now an employee.
A letter of employment offer email represents the formal beginning of a business relationship; as such you must lay out all terms of employment in a clear and thorough manner. Attention to detail when writing a letter of employment offer email can prevent confusion later on – for both the new employee and the company – about what is expected when the new hire begins their tenure. The email also assures the new hire that the offer is authentic, and can serves as a starting point for negotiations should the candidate request adjustments to the terms.
Begin the email with a subject heading that clearly states that this is an “offer of employment.” Include the job title and company name, too. In the body of the email, note specifics like salary, start date, and the role name and title of the new hire’s manager. Attach any documents that need signing prior to the start date, and be sure to include room for an electronic signature. Always include a due date for returning the documents.
Letter of Employment Offer Email
Subject line: Offer of Employment: Store Designer at Rocket Coffee Company
Dear David McAllister,
Thanks for taking the time to talk yesterday. I’m pleased to formally extend an offer for the position of Store Designer at Rocket Coffee Company. Congratulations!
Your starting date will be March 27, 2017 at 9 a.m. You will report to Senior Store Design Manager Diane Baker.
You will receive an annual base salary of $95,000. This is a full-time, exempt position. Exempt status means you are not eligible for overtime compensation. A list of the role’s responsibilities is attached. Also attached is a list of benefits, which includes full medical and dental coverage.
Your employment is at will, meaning you are free to resign at any time, for any or no reason, and with or without notice. Similarly, Rocket Coffee Company is free to terminate its employment relationship with you at any time, for any or no reason, with or without notice.
The offer is conditional upon:
1. the signing of a Non-Disclosure Agreement (NDA)
2. the signing of a Non-Compete Agreement (NCA)
The two forms noted above are attached in this email. Please print, sign, and scan both forms back to us by March 17, 2017. Use the email address below for scanning.
This letter of employment offer email replaces all previous forms of communication as the exclusive, official employment statement. To accept this offer, please add an electronic signature and send back to us by March 17, 2017. The signing of this offer indicates that you understand that employment is at will.
We’re looking forward to welcoming you onboard! Should any questions arise, email me at email@example.com
Head of Recruitment
Rocket Coffee Company
[Alternatively insert email signature here]
Want to use this letter?
The letter of employment offer email begins and ends on a friendly note, which is a an approach to consider taking. After all, while this is a business document, you’re welcoming a new employee onboard and want them to feel welcome. Don’t be afraid to show a little enthusiasm.
The sample email also takes advantage of the online format via attachments. Using attachments allows you to go into even greater detail about the job and its components. If you’re attaching any conditional documents to be signed (like an NDA), they must be saved and locked in PDF format so that editing on the new hire’s part is not possible.
More about the online format: Consider adding a link to your company’s “Welcome” video (if you have one) or the company’s “About Us” page. These links can help build excitement in a new employee and help them learn more about the company.
Notice the straightforward direction on how to sign and return the offer and attachment in the example letter of employment offer email. Always be clear on how all documents should be filled out, signed, dated, and returned, and when they should be returned by.
Always include your email address or phone number toward the close of the offer. You want the new hire to feel comfortable and assured in how and who to ask questions to prior to day one. Also, if employment is at will, that term must be defined in the offer.
One last word to the wise: take your letter to your legal department before sending it out. This is an official document so there’s no room for blips or errors here. Play it safe and have a lawyer review a draft of your letter of employment offer email to be sure you’ve included all of the required elements.