Soon after a candidate accepts your informal job offer (via either phone or email), it’s time to make things official, which is where a letter of employment offer enters the picture. It formally and thoroughly states the job functions and terms of employment so that there’s clarity for both the new hire and the company on what is expected from the relationship. It also prevents the potential for misunderstandings down the road regarding pivotal employment items such as salary and benefits.
Specifics to cover in a letter of employment offer include the job title, the name and title of the new employee’s manager, salary, and the starting date and time, just to name a few. Also, a letter of employment offer should indicate the new employee’s status (exempt or non-exempt), and a definition of at-will employment, if applicable.
An offer letter is a business document, and the tone should reflect that; it shouldn’t contain a lot of warm and fuzzy language. However, adding a sentence or two at the beginning of the letter expressing your enthusiasm about the new hire and offering your congratulations is appropriate and encouraged. Also, remember to add your contact information at the end in case your new hire has questions before their start date.
Take a look at our letter of employment offer template to get a solid grasp on how to verbalize and lay out the key ingredients for a solid letter.
Letter of Employment Offer Template
After a lengthy search that yielded many terrific candidates, [company] is excited to offer you the role of [Name of Position], based in our [city] office. Congratulations!
This is a [full-time/part-time] role, and we’d like to you begin on [date] at [time]. [manager name and title] will be your manager, and will greet you when you arrive to lead you through orientation.
You will be paid $[salary amount] per [hour/week/month/year], and will receive payment on a [weekly/monthly/bimonthly] basis. Since you are classified as a [non-exempt/exempt] employee, and [are/are not] entitled to receive pay for overtime after [number of hours] hours in a workweek.
We’re pleased to offer you a variety of company benefits. These include: [list benefits or enclose a separate list]. You’re also entitled to [total number of days] days of paid time off.
Your employment is at will, which means you can end your employment arrangement with [company] at any time and for any reason, stated or not. It also means that [company] can end the employment agreement at any time and for any reason, stated or not.
If you agree to the above terms and want to accept this offer, please sign and date below and return to [name] by [date]. Know that by doing so, you’re stating that you understand your employment is at will.
This letter represents the exclusive statement of employment between you and [company]. If you need more information on any of the details in this offer, call us at [contact number]. If you accept but have questions prior to starting, email us at [email address].
I’m looking forward to the beginning of a great relationship!
Want to use this letter?
The letter of employment offer template begins on a note of enthusiasm and ends on one, as well. Adding warm language at the beginning and the end of the letter will help offset dry and tersely-stated wording of the rest of the letter. This goes a long way in getting your new hire excited about the opportunity at hand.
While our letter of employment offer template does not offer details on contingencies to employment, some letters will require it. Examples of contingencies that you might need to include in your letter are the completion of a Form I-9 or the candidate passing a required drug test. Other common items to include along with an offer are a list of company benefits, a list of the job’s requirements, and a non-disclosure or non-compete agreement (if applicable). For any items that require signatures, clearly state in the offer the deadline for returning these documents.
Creating a letter of employment offer template can sometimes require legal know-how so be sure to get legal advice before sending out any official offer of employment. To ensure your letter is on point, have your company’s legal department review the content so you can be assured your offer is thorough and sound.