Employee hiring is not completed until you deliver an offer letter and receive positive feedback. From the side of candidates, it is used as proof of getting hired. Conversely, employers get assurance about candidates’ hiring. It mainly includes specific information about the role, company details and other policies.
In this article, we are going to highlight the top 4 types of offer letter formats and how to write them properly so that candidates become encouraged and engaged and reply with a big ‘YES’. Employers often use the recruitment management system to streamline the entire process.
What is a Job Offer?
A job offer is a final invitation from a company to the selected candidates for a paid role. It is the final or second last step of the job hiring process, where onboarding is considered final.
The job offer can be sent differently depending on labour laws and company policies. However, it is usually documented in a letter or email outlining the terms and conditions of the job.
What is an Offer Letter?
An offer letter is a formal document that confirms a job offer for a specific candidate, sets their expectations, and helps them decide whether to accept the position.
Simple Job Offer Letter format in Word
Here is the sample copy of the job offer letter format in Word:
Job Offer Letter Format
We are sharing some of the best simple offer letter formats samples on different aspects so that you feel confident while writing.
1. Generic Offer Letter Format
Offer Letter
[Your Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Address]
[City, State, Zip Code]
Dear [Employee’s Name],
Congratulations! We are excited to offer you the [Job Title] position at [Company Name]. We believe your skills and knowledge will significantly contribute to our team and help us achieve product success.
Position Details
– Job Title: [Job Title]
– Department: [Department Name]
– Reports To: [Manager’s Name]
– Start Date: [Proposed Start Date]
– Employment Type: [Full-time/Part-time/Temporary]
Compensation
You will receive a salary of [Salary Amount] per [hour/year], payable [bi-weekly/monthly]. In addition, you will be eligible for [bonuses, commissions, or other financial benefits, if applicable].
Work Schedule
Your standard work hours will be [insert hours, e.g., 9 AM—5 PM, Monday through Friday].
Benefits
As part of your employment policy with [Company Name], you will be eligible for our benefits package, which includes [list benefits such as health insurance, retirement plans, paid time off, etc.].
Acceptance
For accepting the order, please sign and return this letter by [acceptance deadline] to accept this offer. We are eager to have you join our team and contribute to our goals.
If you have any questions, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address].
Welcome to [Company Name]!
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
2. Offer Letter for Internal Job Switching
Offer Letter
[Your Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Department]
Dear [Employee’s Name],
Congratulations! We are happy to offer you a new position of [New Job Title] within [New Department Name] at [Company Name], effective [Proposed Start Date]. We believe your experience and skills will help us improve our new products and services and significantly benefit your new team.
Position Details
New Job Title: [New Job Title]
Department: [New Department Name]
Reports To: [New Manager’s Name]
Current Position: [Current Job Title]
Current Department: [Current Department Name]
Compensation
Your new salary will be [New Salary Amount] per [hour/year], which reflects your new role and responsibilities. The amount will be effective from your start date in the new position. You will continue to be eligible for [bonuses, commissions, or other financial benefits, if applicable].
Transition Plan
We aim to ensure a smooth transition into your new role. Please work with your current and new managers to establish a plan for transferring responsibilities and any necessary training.
Acceptance
Please confirm your acceptance of this internal job offer by signing and returning this letter by [acceptance deadline]. We are excited about your move to [New Department Name] and look forward to your contributions in this new role.
If you have any questions, please contact me or your new manager.
Congratulations on your new position!
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
3. Sample offer letter format for Part-time job
Offer Letter
[Your Company Letterhead]
[Date]
[Candidate’s Name]
[Candidate’s Address]
[City, State, Zip Code]
Dear [Candidate’s Name],
Congratulations (Candidate name)! We are excited to offer you the part-time [Job Title] position at [Company Name]. We believe your experience and skills help us to upgrade our product and enhance our service.
Position Details
– Job Title: [Job Title]
– Department: [Department Name]
– Reports To: [Manager’s Name]
– Start Date: [Proposed Start Date]
– Employment Type: Part-time
Compensation
You will receive an hourly wage of [Hourly Rate], payable [bi-weekly/monthly]. As a part-time employee, you will be eligible for [mention any benefits applicable to part-time employees, if any, such as pro-rated vacation time, employee discounts, etc.].
Work Schedule
Your typical work hours will be [insert hours, e.g., 10 AM – 2 PM, Tuesday to Thursday]. Your schedule may be adjusted as needed, and any changes will be communicated beforehand.
Responsibilities
You will be responsible for [briefly outline key responsibilities]. We believe your contributions will be invaluable to our team.
Acceptance
Please sign and return this letter by [acceptance deadline] to accept this offer. We are looking forward to welcoming you to [Company Name]!
If you have any questions, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
[Your Job Title]
4. Paid Partnership Job Offer Letter Templates
Offer Letter
[Your Company Letterhead]
[Date]
[Intern’s Name]
[Intern’s Address]
[City, State, Zip Code]
Dear [Intern’s Name],
Congratulation! We are excited to offer you a (time) long-duration paid partnership in the [Department Name] at [Company Name]. We believe in your knowledge and hard work and that you will significantly contribute to our team.
Internship Details
Position: Intern
Department: [Department Name]
Reports To: [Supervisor’s Name]
Start Date: [Proposed Start Date]
End Date: [Proposed End Date, if applicable]
Employment Type: Paid Internship
Compensation
You will receive a stipend of [Amount] per [hour/week/month], payable [bi-weekly/monthly].
Work Schedule
Your typical working hours will be [insert hours, e.g., 9 AM—5 PM, Monday to Friday]. However, depending on your academic commitments, flexibility in scheduling may be allowed.
Responsibilities
You will be involved in [briefly outline key responsibilities or projects] during your internship. The experience you gain from these tasks will provide valuable insights into [specific skills or industry].
Acceptance
Please sign and return this letter by [acceptance deadline] to accept this offer. We are looking forward to having you join our team and are excited about the contributions you will make.
If you have any questions, please contact me at [Your Phone Number] or [Your Email Address].
Welcome to [Company Name]!
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
How to write an Offer Letter?
An offer letter brings happiness to candidates’ minds. Unlike random emails, employees look through the letter multiple times and analyse the details before accepting it. After candidate selection, delivering the correct offer letter is essential to urge candidates to choose your brand over others. Let’s discuss and get acknowledgement on how to write an offer letter, ensuring it complies with all legal requirements so the candidate is encouraged to join here.
Before formatting an offer letter, employers should consider several important factors to ensure the document is clear, comprehensive, and compliant with legal standards. Here’s a concise guide:
➔ Be Professional
While drafting an offer letter, it is essential to maintain a professional yet warm tone that reflects positivity throughout the letter. Moreover, maintaining proficiency while writing helps the candidates choose the company over the competitor, demonstrates the company’s values, and sets a positive tone for the candidate’s experience with the organization.
➔ Clarify Policies
Local and state laws and regulations should be mentioned in this offer letter. Employers can add numerous aspects like minimum wages, overtime eligibility, and other legal requirements related to employment contracts. The letter can also be drafted by highlighting other company policies, including standard employment terms, employee-employer benefits, and different clauses related to company welfare and employee wellness.
➔ Mention about Salary
The offer letter should include salary and compensation details with a proper breakdown. If the company attached a file mentioning salary details, it would be easier for the candidate to understand and decide. The company can add a query email address or number for an enquiry before acceptance of the offer letter. Mentioned salary details and further breakups ensure an alignment with industry standards and internal equity to maintain fairness within the organization.
➔ Provide Offer Acceptance Formalities
Candidates often need clarification, thinking about what step they will perform afterwards. If they agree to join, what will they reply to? If they don’t acquiesce, will they send rejection mail? Hence, adding an offer acceptance formalities just the bottom line is pretty essential for a better understanding. Here is the following example,
“For accepting the order, please sign and return this letter by [acceptance deadline] to receive this offer. We are eager to have you join our team and contribute to our goals.
If you have any questions, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address].
Welcome to [Company Name]! “
It is also necessary to add an end date of offer acceptance so employers have a precise overview of candidate onboarding.
What is Included in a Job Offer Letter?
The offer letter you will send the selected employees must be definite so they feel enthusiastic and excited to accept it. Let’s see what should be included in the offer letter.
A Job Offer Letter from the employers to employees should include,
1. Company logo
The company logo is always essential. Adding the logo to your email format improves the company’s branding, recognition, professionalism, differentiation, brand consistency, marketing opportunities, etc.
A perfect company logo helps create a consistent and visually appealing brand experience for recipients, ultimately contributing to the success of your email communications.
2. Date and Contact Information
Input the correct date and proper contact helps clarify the organisation’s professionalism. An appropriate date helps to remind you about your email and enhances communication efficiency. It establishes accountability, meets the legal requirements, and more.
It ensures recipients have the necessary information to respond or contact you, ultimately contributing to effective and productive email exchanges.
3. Job Title
A job title defines the job you are hiring for. It should be precise and direct. So that candidates don’t get confused over it and start to look through the job description for further details
4. Job Description
The job details should be appropriately written in the body of the letter. The roles and responsibilities are not only included there; company policy, office timing, appraisals, and promotion policy are also mentioned in the letter body. You have to maintain clarity, efficiency, and professionalism while drafting the letter body.
A precise letter body streamlines communication, reduces the chance of errors or omissions, and contributes to effective recruitment and hiring processes.
Also Read:
5. Work Details
The body of the letter should contain correct work details, office duration, reporting authority, compensation, and leave details. Besides, if the company policy or any project restrictions are mentioned there, they would be proper add-ons. Mentioning those details maintains transparency and facilitates authenticity, aligns expectations, saves time, provides a competitive advantage, ensures legal compliance, and aids in record-keeping.
Here are the following points that can be mentioned in the offer letter during the hiring process,
- Work Details
- Office hour duration
- Reporting details
- Compensation and Benefits
- Paid Time off
- Privacy policies
- Termination norms
6. Closing
Suppose the letter starts with a relevant and outstanding opening line. It can be closed with a perfect professional outro. Showing politeness and courtesy highlights that you value the receiver’s time and attention. A closing primarily includes a signature with your name, job title, and additional contact information. Including an email signature in your closing provides a convenient and professional way for the recipient to identify you, your role, and your organization.
Examples of common email closings include:
- Sincerely,
- Best regards,
- Thank you,
- Kind regards,
- Yours faithfully,
- Respectfully,
7. Disclaimers
Often in case of any confidential message, helps to protect you from any kind of charges of breaching or violating rules or policy.
If the email is sent to someone else by mistake, they can also be informed that its contents are not intended for anyone other than the intended receiver.
Note*—A company or a hiring manager can use different job offer letters depending on the situation. We collected eight sample job offer letter templates to help you send one that will suit your needs.
Top 7 Most Vital Tips While Writing Offer letters
Here, we highlight the top 7 tips for writing an offer letter to improve your response.
➔ Make Your Decision
Before sending an offer letter, employers should determine who to deliver it to and whether the company’s decision is correct.
➔ Be Clear and Specific
During drafting the offer letter, Employers should be clear and specific about the expectations and compensation in detail through email.
➔ Mention A Deadline
During drafting the email. Employers should clarify a deadline for accepting the offer and instructions. Otherwise, companies are compelled to wait for selected candidates’ responses.
➔ Be Enthusiastic
When drafting mail, the style should be prominent and expressive, expressing excitement about the candidate joining the team.
➔ Be Available Immediately
When the offer letter has been delivered, employers should be ready to reply immediately when candidates reply with additional questions.
➔ Follow Up
After making the offer, following up with the candidate is essential to ensure they are interested.
➔ Provide Feedback
Following up is not the final stage; the process will end with a complete feedback mechanism. If the candidate rejects the offer, please provide feedback to help them grow properly.
Before Offering
Verify whether the offer letter provides all the joining formalities, which must align with the candidate’s and employers’ expectations. The tone of the offer letter should reflect the beginning of a successful partnership, promoting clarity, trust, and a positive start to the employment journey.
