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Craft the Perfect Job Offer Letter: Templates and Tips to Attract Top Talent

  • By Kamlesh Ranjan
  • May 30, 2024
  • 6 mins read
job offer letter template
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    Candidates have long selected job openings based on a variety of criteria, not just salary. In addition to financial questions, they are also interested in many other factors, such as company culture, work schedule, team, and whether benefits are available. But candidates also pay attention to communication with the human resources department: speed of response, literacy and originality of letters, tone of communication, etc.

    An Indeed survey found that 67% of job seekers consider the interview process an important factor when deciding on a job offer. So in this article, we’ll take a look at what a job offer is, how to prepare, and some job offer templates.

    Also Read: Crafting a Powerful Reference Letter: A Guide for Employers

    What is a job offer letter

    A job offer letter is a document in which a company invites an applicant to its team and immediately determines the terms of cooperation. Overseas, especially in America, an offer letter is required for employment, confirming that both parties have agreed to work together. This document has no legal effect in the CIS countries. It is still rarely used and only in IT to simply inform a person and repeat everything discussed during the interview in writing.

    Qualified candidates are less likely to respond if they write a boring offer letter.  If he is really a professional, dozens of such offers can be submitted to him, and your task as an employer is to attract his attention and sell the vacancy. But as you understand, this is not possible with standard methods. So, below, let’s take a look at how to make a job offer that you don’t want to be rejected.

    Also Read: What are Employee Spotlights? Rewarding Employee and Its Benefits

    What does a job offer consist of?

    In the job offer I must include the following information:

    • Company name.
    • The position for which the candidate is being invited.
    • Responsibilities of the employee.
    • Type of employment and work schedule.
    • Salary level is a system for calculating bonuses, bonuses and their minimum, average size, and salary payment dates.
    • Duration of vacation and number of sick days.
    • Employee benefits (components of non-material motivation).
    • Duration of the probationary period (if any) and salary for this period.
    • The candidate’s expected start date.
    • Specific deadlines for response to proposals.

    Also Read: How To Answer ‘Where Do You See Yourself in 5 Years?’

    Job Offer Letter Template

    Template 1:

    Email subject: [ company_name ] job offer 

    Dear [ candidate name ],

    We are pleased to offer you the position of [Job Title] at [Company Name].

    Please read a summary of the terms and conditions of your employment offer with us.

    If you accept this offer, your start date will be [ Date Of Joining] or such other date as mutually agreed upon, and you will report to [manager name].

    Attached are the terms and conditions of employment if you accept this offer letter. Please reply by [date].  In the meantime, if you have any questions, please feel free to contact me or [Manager Name] via email or phone at [insert contact information].

    We will be glad to see you on our team.

    Best wishes,

    [ Your name ] [ Signature ]

    Template 2:

    Hello [new employee name]!

    I’m happy to say that you successfully cleared our testing tasks, and we started a big move. It has become clear that our team at [company name] is missing exactly this type of person for the position [title].

    During a trial period of X months, our company offers a salary of [X thousand dollars]. After that, the compensation increases by 20-40% (this depends on the success of the job).

    In addition to the love and respect of all your colleagues, you will also receive Compensation for specialist training (40-100%).

    free lunches from my partner’s friends (they cook just like their moms – lovingly and deliciously).

    A book club for chatting.

    Mentoring support during the trial period  [mentor’s full name, job title, and link to work page on social networks if possible].

    Ability to work remotely from a cafe, co-working space, or home once a week.

    Training courses.

    Free consultations with doctors of various profiles.

    Office psychological support.

    A movie club that meets once a month.

    Yoga and meditation courses.

    Opportunity to earn certificates for gyms, pools, and other services.

    Drawings are held every two weeks.

    Let’s repeat your main tasks once again: [List of tasks in the job description] If all the requirements are correct and you are already dreaming of working with us at [company name], then immediately Sign the offer with your electronic signature. It’s in the field below.

    Offer valid until [exact date and time].

    Best wishes,

    [ Your name ] [ Signature ]

    Template 3:

    HR manager at company [company name].

    Subject line: [Company Name] Job Offer from [Company Name] 

    Dear [Candidate Name], 

    We are pleased to offer you a job in the position of [ Vacancy Name ] with [ company_name ]. Here is an overview of the conditions of your proposed work in our company:

    Job title: [You will work in the position of [Job_title] and report to [eg Head of Engineering] Department.].

    Working hours: [10 AM to 5 PM Monday through Friday, with One Hour break per day.] 

    Compensation: [Your annual gross salary is $X (12 months salary per year).] 

    Bonuses: [ List the bonus options offered, if applicable. These benefits include sign-on bonuses: ] 

    [ Medical and Dental Plan ] 

    [ Work from home and remotely available on select days  ] 

    [ X days of paid vacation per year/unlimited Vacation ] 

    [ Training Materials and Conference Cards ] 

    [ Optional Plans ] 

    [ You are also entitled to receive additional employee benefits that we may offer in the future.] 

    Please attach a detailed letter detailing the terms and conditions of employment.

    We would like to receive your response by [ date. ] If you accept this offer, your start date will be [ Start_Date ] or another mutually agreed upon date. In the meantime, please feel free to contact me or [ Manager Name ] by email or phone [ provide contact details ] if you have any questions.

    We all look forward to having you as a member of our team!

    Best wishes,

    [ Your name ] [ Signature ]

    Template 4:

    Congratulations. [company name] is delighted to offer you [job position], starting [scheduled start date]

    We believe you are the right match for the [full or part-time] [title] position. You will be expected to have [duties and responsibilities] in this position.

    You will start on [start date] and report to [supervisor’s name] at [location]. You will be expected to work from [working hours and days of the week].

    Your starting base salary is [number], which will be paid on a [monthly or weekly] basis through [cheque, bank deposit].

    Your benefits package will include:

    [Benefits]

    Your employment with our company is tentative. This means that you and the company can terminate the employment relationship for any reason.

    If you accept this position, please sign and return this letter by [expiration date]. If you have any questions, please contact us at [phone number or email address].

    We look forward to working with you!

    Best,

    [Your signature] [Your full name and title] [Signature line for employee]

    Template 5: (Part Time to Full Time)

    Dear [Candidate’s Name],

    We would like to inform you that we would like to extend your employment status from part-time to full-time as of [date].

    If you accept our offer, you will see the terms of your employment contract below.

    You will join the company on [start date] and report to [supervisor’s name] at [location].

    You are expected to work from [times and days of the week].

    Your starting salary is [number] and will be paid by [check, bank deposit] on a [monthly or weekly] basis.

    Bonus: [Please mention any bonuses. If applicable] 

    As a full-time employee, you will have access to benefits provided by [Company Name].

    These benefits include: [Benefits] 

    Please accept, sign, and email this full-time offer letter by [Date]. If you have any questions, please contact us at [phone number or email address].

    We look forward to working with you!

    Sincerely,

    [Your Name]

    Signatures:

    Company Representative (Sign)

    Date

    Template 6: (Internship offer later)

    Dear [Candidate Name],

    We would be happy to offer you an internship at [company name] in [department name] at our office [location].

    The internship begins on [date] and ends on [date]. The internship terms and conditions are as follows: 

    Projects and responsibilities during the internship will be determined by your supervisor.

    You are entitled to a stipend of [amount] during your internship, which will be paid upon completion of the assigned tasks.

    Your time starts at [date and time].

    Please be sure to bring the required documents on the first day to fill out your profile.

    Before starting your internship, you will sign a non-disclosure agreement with our company.

    This internship does not constitute an offer of employment to [Company Name].

    Please confirm your acceptance by [date]. If not, we reserve the right to cancel your internship offer.

    Sincerely,

    [Your signature] [Your full name and title]

    Also Read: Phone Interview Questions? Ace Them With This Guide!

    Conclusion

    As a result, a strong job offer letter can often be the difference in getting to a highly qualified candidate. A good job offer letter includes the necessary information and tone to help a candidate accept their offer. The samples provided here will help you get started writing a job offer letter that is suitable for various situations, whether full-time or interns.

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