Offer Letter Format

 

Now that you’ve found the perfect candidate to join your team and they’ve accepted your verbal job offer, it’s time to send a job offer letter. More formal than a verbal job offer, an offer letter includes specific information about the role and company, and it commonly requests that the candidate return the signed offer letter upon acceptance.

Create an offer letter template that best suits your company’s needs and culture. Below, we provide guidelines you can follow, as well as several offer letter samples to help you create your own offer letter template.

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    What is included in an offer letter?

    A job offer letter can be customized based on your desired level of formality and how much detail your company wishes to include. For a professional touch, use your company’s official letterhead. You can organize your job offer letter how you see fit, although consider including basic information, such as:

    • Job title
    • Base salary
    • Start date
    • Employment contingencies, such as background checks, drug screenings, reference checks, I-9 forms, etc.
    • At-will statement

    If you wish to go into further detail, consider including additional information, such as:

    • Description of job responsibilities
    • Manager/supervisor name and title
    • Workplace location and expected working hours
    • Additional compensation potential, such as bonuses, profit-sharing, stock options, etc.
    • Employee benefits, such as insurance coverage, 401(k), paid time off, etc.
    • Offer letter expiration date

    Even though an offer letter is not a legally binding agreement, consult with a lawyer to have them review your final offer letter template and verbiage to avoid potential legal implications.

    Standard job offer letter template

    Dear [Candidate Name],
     
    [Company name] is delighted to offer you the [full-time, part-time, etc.] position of [job title] with an anticipated start date of [start date], contingent upon [background check, drug screening, etc.]. 
     
    As the [job title], you will be responsible for [brief mention of job responsibilities and expectations].
     
    You will report directly to [manager/supervisor name and title] at [workplace location]. Working hours are from [hours of day, days of week]. 
     
    The starting salary for this position is [dollar amount] per [hour, year, etc.]. Payment is on a [weekly, biweekly, monthly, etc.] basis by [direct deposit, check, etc.], starting on 2022. In addition, you will be eligible to receive [discuss additional compensation potential]. 
     
    [Company name] offers a comprehensive benefits program, which includes [medical insurance, 401(k), paid time off, etc.]. 
     
    Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate employment at any time, with or without cause or advance notice. This letter is not a contract indicating employment terms or duration.
     
    Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date]. 
     
    Sincerely,
     
    [Your Signature]
     
    [Your Printed Name]
    [Your Job Title]
     
    Candidate Signature: ______________________________
     
    Candidate Printed Name: ______________________________ 
     
    Date: ______________________________
     

    Simple job offer letter template

    Dear [Candidate Name], 
     
    With great pleasure, I would like extend the following employment offer.
     
    Position: [Job title]
    Start date: No later than 2022
    Salary: [Dollar amount] per [hour, year, etc.]
     
    This employment offer is contingent upon the successful completion of [background check, drug screening, reference check, I-9 form, etc.]. This offer is not a contract of employment, and either party may terminate employment at any time, with or without cause. 
     
    Sincerely,
     
    [Your Signature]
     
    [Your Printed Name]
    [Your Job Title]
     
    Candidate Signature: ______________________________
     
    Candidate Printed Name: ______________________________
     
    Date: ______________________________
     

    Casual job offer letter template

    Dear [Candidate Name],
     
    Congratulations! [Company name] is excited to call you our new [job title].
     
    We’ll focus on wrapping up a few more formalities, including the successful completion of your [background check, drug screening, reference check, etc.], and aim to get you settled into your new role by [start date].
     
    Keep reading to learn more about this opportunity and—hopefully—answer any lingering questions you may have.
     
    [Company name] will start you out at [dollar amount] per [hour, year, etc.]. You can expect to receive payment [weekly, biweekly, monthly, etc.], starting on 2022.
     
    As the [job title], you’ll report to [manager/supervisor name and title] at [workplace location] from [hours of day, days of week]. Your daily responsibilities will include [brief mention of job duties and responsibilities].
     
    You’ll be a regular employee of [company name] and will be able to participate in benefits such as [medical insurance, 401(k), paid time off, etc.]. You’ll also have access to some awesome perks, including [additional offerings, such as game room, snack bar, etc.]!
     
    Please keep in mind, this employment offer is in no way a legally binding contract. As an at-will employee, both you and [company name] are able to terminate employment for any reason at any time.
     
    [Company name] looks forward to bringing you on board! If you have any questions, please feel free to reach out at anytime and we’ll be more than happy to help you.
     
    Best,
     
    [Your Signature]
     
    [Your Printed Name]
    [Your Job Title]
     
    Candidate Signature: ______________________________
     
    Candidate Printed Name: ______________________________
     
    Date: ______________________________
     

    Internal job offer letter template

    Dear [Candidate Name],

    Congratulations on your promotion to [position title] with the [department name] at [company name]. 

    [Company name] will start your salary at [dollar amount] per [hour, year, etc.]. Paychecks will be distributed [weekly, biweekly, monthly, etc.], starting on 2022.

    As this is a new position within the company, you are expected to complete a [week, month, etc.] of training with the [department name] [manager, supervisor, etc.]. 

    [Company name] looks forward to continuing a positive working relationship with you. If you have any questions, please reach out to HR or contact us directly. 
     
    Best,
     
    [Your Signature]
     
    [Your Printed Name]
    [Your Job Title]
     
    Signature: ______________________________
     
    Printed Name: ______________________________
     
    Date: ______________________________
     

    Part-time/contract to full-time offer letter from job

    Dear [Candidate Name],

    [Company name] is offering to extend your current employment status from part-time to full-time, as of 2022.

    If you choose to accept our offer, please review the terms and conditions of your new employment contract below:

    • Position:  You will be working as a [position] and reporting to the [department name] manager.
    • Working hours: [days/week or weekends] [hours 9am-5pm, 7am-3pm, etc.]
    • Compensation: Your [hourly, weekly, bi-weekly] salary will be [salary amount].
    • Benefits: As a full-time employee, you will be eligible for the following employee benefits: [health insurance, 401k, PTO, etc.] 

    To accept our offer,  please sign and date this full-time offer letter as indicated below and email it back to us by 2022.

    Feel free to contact the HR department [contact information] if you have any questions, or you can reach out to your supervisor directly.

    Sincerely,

    [Your name]

    Signatures:

    Internship position offer letter sample

    Dear [Candidate Name] 

    [Company Name] is pleased to offer you an internship position in our [department name] department, with an effective start date of [start date].

    As an intern, this is not a paid position, which means you will not be receive wages or be eligible for benefits such as [unemployment, health insurance, PTO, sick pay, etc.] However, [company name] may consider you for a paid position in the future based on your performance throughout your internship.

    Throughout your internship, you may be given access to confidential information belonging to [company name]. Upon acceptance of this offer, you agree that you will keep all [company name] information private and confidential. 

    We look forward to working with you. Please feel free to reach out to us directly if you have any questions. 

    Sincerely,

    [Your name]

    Signatures: 

    Format of Offer Letter can be Download here .doc

    Format of Offer Letter can be Download here .pdf

    Frequently Asked Questions​

    The time taken depends on several factors. Offer letters containing specific and complicated employee benefits may take a little longer to prepare, possibly a few weeks. Overall, the time taken to roll out offer letters post-selection falls in the range of a few days to two weeks.

    It is a metric that depicts how many of the rolled-out offer letters are accepted by the selected candidates. The acceptance rate is computed by dividing the number of accepted offers by the total number of job offers rolled out. The higher the acceptance rate, the better it is for the employer.

    Once a job offer is accepted, it becomes a legal contract between the employer and employee. The employee has the right to the job; however, the employer can revoke the offer under certain conditions mentioned in the Indian Contract Act, 1872. The offer letter may or may not have a fine print or clause in which the employer has explicitly mentioned the consequences of not joining the company.

    It is usually mentioned in the offer letter or the HR/employer will tell the candidate over the phone or email. Usually, a week is given to candidates to think about the offer.

    An offer letter is the first formal document sent to the candidate after clearing all selection rounds. However, it can be turned down by a candidate or passed onto a different candidate by the employer. A joining letter or appointment letter is the final confirmation that the candidate has accepted the offer. Also, the latter is more detailed regarding the role and position.

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