The job offer letter is an official document sent to a selected candidate by the employer and it typically includes the details of the offer of employment and includes mainly job description and title, start date, working hours, expiration date of the offer, compensation, and benefits. The job offers, even if they are made through phone or via email, a formal written letter usually follows the same.
There is no specific format for job offer letters and so it depends on your choice to be whether formal or to be informal in your offer depending on the job role. For instance, informal offer letters are a better choice for less senior job roles.
Standard offer letter sample format
Dear [Applicant Name],
[Company Name] is excited to offer you the position of [job title].
We are pleased to offer a [full time, part time, etc.] position for you as a [job title], reporting to [immediate manager/team lead]. Please review carefully this formal offer letter that includes important details of your employment inclusive of compensation, benefits and the terms and conditions of your anticipated employment with [Company Name].
On acceptance of this offer, your start date will be [Start Date] or another mutually agreed upon date, and you would report to [Manager_name] at [workplace location]. As we discussed, [Company Name] is offering to start you at a pay rate of [amount] on a [weekly, monthly, bi-weekly etc] basis.
In this role, you will be required to do [mention the responsibilities and duties of the role]
Your employment at [Company Name] is at will and either party can terminate the employment relationship at any time. As an employee of [company name], you will enjoy all the benefits inclusive of [briefly name benefits, such as health insurance, stock plan, dental insurance, etc.].
We would like to have your confirmation by [date.]. Please don’t hesitate to contact me or [Manager_name] via email or phone if you have any questions.
We are looking forward to hearing from you.
[your name]
[Signature]
Need a less informal and brief version of job offer letters? Here is a sample informal offer letter which can be used for any job role.
Informal offer letter sample format
Dear [Applicant Name],
We have been very impressed with your performance in the final interview .We believe that your skills and expertise will surely be a valuable asset to our company. We are delighted to offer you a job as a [job title] at [company name]. This would include an annual salary of [amount] on a [monthly, weekly, bi-weekly etc] basis. As an employee of our company, you will be enjoying the benefits of [ briefly mention the benefits and policies, including bonus, health insurance etc].
We are hoping to have you started by [date]. Please confirm the same by [date]. Feel free to email or call us in case you have any doubts regarding the offer.
Looking forward to hearing from you
Best regards,
[Your name]
[Signature]
Sample warm-up email template
The choice of offer letters completely depends on the companies and yet another choice is the use of warm-up email. It can be made use of when you prefer a discussion with the candidate so as to reassure yourself. A sample warm-up email template is given below:
Dear [Applicant Name],
You really did perform well in the final interview. You were our top choice out of [# of applicants] applied, as [mention briefly the reason why you think they would fit the position]. We would like you to have you on our team.
Do you have time on this [date/day you would like to meet] for a small meet up with me to discuss the details of the job and talk about an offer?
Looking forward to hearing from you.
[Your name]
[Signature]
What all need to be included in a job offer letter?
- Position and title.
- Employment type (full-time, part-time, internship, etc).
- Starting salary/ annual salary.
- Expected start date, schedule and work location.
- Reporting manager’s name.
- Benefits provided.
- Tenure of employment.