A job offer letter is written by an employer to a person they would like to employ. In most cases, the terms and conditions for the job as well as the salary have already been negotiated in person. It is not considered good business practice for a person to first learn of a job offer through the mail. The employer should either have spoken to them in person or over the phone. Once the candidate is selected, it is important to inform them as soon as possible in case they are considering other job offers. This is another reason why a certified letter may be too slow for the initial offer.
The letter is a formal way of confirming a verbal agreement. In most cases, the candidate has already accepted the job offer, but expert human resource personnel recommend considering the acceptance as tentative until the offer letter, confidentiality agreement if applicable and contract or terms and conditions are signed by the candidate.
During an interview for a job, the candidate may be tense and emotional, so, even if the terms and conditions are expressed orally, they could easily be forgotten in the excitement of being offered a new job. The person conducting the interview may have many candidates and not remember exactly what was offered. A letter that clearly states the conditions of the job including, title, tasks, salary and benefits protects both the employee and employer.
Job Offer Letter can be very Simple
A job offer letter can be very simple or very complicated depending on the terms and conditions of the job. If the letter is to be very complicated and include stock offers, travel allowances and other things, it is better to have a lawyer help write the letter. There is no right or wrong approach, but a simple letter offering the job and requesting a signature along with the promise of sending the full list of details later is recommended by some if the employer is not sure the candidate will accept the job. More details can be sent in the first letter, if the candidate has already verbally accepted the job.
Different states have different requirements of employment. These should be known by the employer before he or she offers a job to any candidate. The most common information that is required to be in the letter is:
• The employees job description or duties
• The starting date
• The name of the immediate supervisor
• The salary and how and when it will be paid
• Possible commissions if the job is in sales
• Vacations, sick leave and personal leave
• The pension scheme
• The requirement of a drug or background check
Here are some simple samples of job offer letters. It should be sent by certified mail, so there is proof of the time it was received. This is important if the applicant must respond within a specified period of time upon receiving the job offer.
Sample 1 - Job Offer Letter
Name of HR person
Name of Company
Address of Company
City, State, Zip Code
Name of Candidate
Address of Candidate
City, State, Zip Code
Dear Name of Candidate,
I am happy to inform you that NAME of COMPANY would like to offer you the position of personal assistant to NAME, who is the sales director. The starting annual salary is $32,000 that is payable twice each month. We consider you the best candidate for the position after interviewing a large selection of excellent candidates.
According to the United States government, we are required to verify your employment eligibility. I have enclosed an I-9 form, which you should bring on your first day along with any identification that proves you are a U.S. citizen or shows that you have permission to work in this country. You can report directly to the human resources department at 9:00am on DATE.
At this time, someone in the HR department will help you select the dental and health insurance program that you want. They will also explain how you will participate in our profit sharing plan, the pension scheme and leave policies.
I have enclosed two copies of this letter as well as two copies of the terms and conditions of the job. If you accept this offer, please sign both copies of the letter and send one to me along with a signed copy of the terms and conditions. You can keep the other copies for your files. When I receive your acceptance letter, I will inform you of the next steps in the hiring process.
I would be happy to answer any questions you have about this offer. I can be reached at 555-123-4567. Please feel free to call me. The NAME of COMPANY looks forward to your acceptance of this offer and to a mutually beneficial relationship.
HR Person’s signature
HR Person’s name printed
List of enclosures such as copy of terms and conditions and forms
Sample 2 - Job Offer Letter
7865 Willow Way
Columbus, Ohio 43215
June 24, 2015
98709 Industrial Parkway
Grove City, Ohio 43123
Subject: Offer of Employment
During the course of interviews you had with XYZ Industries we were quite impressed with your skill level and your resume. We would like to formally extend an offer of employment to you for our Accounting Manager position. Your official start date would be July 14, 2015 at 9:00 am. As discussed in your interviews, the salary for this position is $56,000 with full benefits included.
As a member of XYZ Industries’ accounting department, you will be responsible for management of 10 employees and also keeping our books. Some of your duties will include processing payroll, handling quarterly taxes and producing monthly financial statements. We have faith that you will do an amazing job for our company and look forward to working with you.
This offer of employment is contingent upon drug tests and BCI checks that were conducted and we are awaiting results. A formal contract will be available for signing after we have received the tests results. I have also included some paperwork that needs filled out and brought with you on your first day of employment. Please don’t hesitate to contact me with any questions regarding this position. I can be reached from 8-5 pm. at 614-290-8759.
By Andre Bradley