Once you’ve found the perfect candidate for a job you’re ready to send them an offer letter. An offer letter outlines the terms of the job and is an important step in the hiring process.
What is a Job Offer?
If you’re new to the hiring process you might not be sure what a job offer usually looks like. A job offer is a process of notifying a candidate that they’ve been selected for a job position.
When you extend an offer for a candidate to join your company, you might do so in person or over the phone. To formalize this process, offer letters should be used. The offer letter will contain all the information you need to communicate to the candidate.
What is Included in a Job Offer?
Through the job offer process, you’ll need to give the candidate all of the information they need to make an acceptance decision. This includes the following.
- Job title and job description
- Salary Amount
- Type of payment, hourly vs annual salary, and pay periods (when and how often your company issues paychecks)
- Benefits
- Expected start date
- Work schedule
- Leave period, vacation, and sick days
- Position’s manager or supervisor
- Any conditions of employment, such as a drug test or background check
- Termination conditions
Five Offer Letter Templates
Job Offer Letter Examples for Different Roles
Offer Letter Template for a Full-Time Hire:
Dear [Candidate Name]
We’re excited to offer you a full-time position as a [job title] with [Company Name].
Your position will entail [main job responsibility] and you can expect to report to [supervisor name and title]. You can reach [supervisor] via email at [email] [or via phone at [phone].
Role Responsibilities
Some of your responsibilities for this role will include
- [Job Responsibility 1]
- [Job Responsibility 2]
- [Job Responsibility 3]
Compensation and Benefits
This role has an annual salary of [salery amount] and pay will be distributed on [Payday] every [frequence]. Some of the benefits we offer are
- [Leave police and paid time off]
- [Travel rembusrment]
- [Insurance policy: dental, vision, etc.]
- [Retirment planning options]
- [Maturnity/Paternity Leave]
- [Work schedule and company holidays]
- [Other benefits]
Please confirm your acceptance of this offer by [acceptance deadline] with the start date of [start date]. You can send your acceptance to [supervisor’s name] at [supervisor’s phone or email].
We look forward to having you on board!
Sincerely,
[Your Name]
Offer Letter Template for an Internship:
Dear [Candidate Name]
We’re excited to offer you a position as a [job title] Intern with [Company Name]!
Your position will entail [main job responsibility] and you can expect to report to [supervisor name and title] Some of your responsibilities for this role will include
- [Job Responsibility 1]
- [Job Responsibility 2]
This role has a pay compensation of [hourly rate] and pay will be distributed on [Payday]. Some of the benefits we offer are [vacation leave, sick policy, travel rembusement, etc].
Your position would start on [start date] and end on [end date]. Please confirm your acceptance of this offer by [acceptance deadline] to [supervisor’s name] at [supervisor’s phone or email].
We look forward to having you on board!
Sincerely,
[Your Name]
Offer Letter Template for a Contracted or Free-Lance Hire:
Dear [Candidate Name]
We’re excited to offer you a position as a contract hire for [Job Title] with [Company Name] with an anticipated start date of [start date].
The compensation for this position is [hourly or per project] and you can expect payment every [pay cycle] via [direct deposit, check, etc].
Your can expect to report to [supervisor name and title] and your projects will include [list projects you expect to assign candidate]. [supervisor] can be reached via email at [email] [or via phone at [phone].
Please confirm your acceptance of this offer by [acceptance deadline] to [supervisor’s name] at [supervisor’s phone or email].
Sincerely,
[Your Name]
Job Offer Letter Examples for Formal vs Informal Offers
Formal Offer Template:
Dear [Candidate Name]
We’re pleased to offer you a full-time position as a [job title] with [Company Name]. Please review the terms and conditions of this offer.
Position Details
Your position will entail [main job responsibility] and you can expect to report to [supervisor name and title]. You can reach [supervisor] via email at [email].
Some of your responsibilities for this role will include
- [Job Responsibility 1]
- [Job Responsibility 2]
- [Job Responsibility 3]
The anticipated start date for this position is [start date]. The role is for [40 hour] per week and will be based at our [location or remote] office.
Compensation and Benefits
This role has an annual salary of [salery amount] and pay will be distributed on [Payday] every [frequence]. Some of the benefits we offer are
- [Leave police and paid time off]
- [Travel rembusrment]
- [Insurance policy: dental, vision, etc.]
- [Retirment planning options]
- [Maturnity/Paternity Leave]
- [Work schedule and company holidays]
- [Other benefits: stock options, etc.]
Privacy Policy
Employees at [company name] are expected to adhere to [privacy policy] and may be expected to sign an [NDA or other legal document] to protect client privacy. Complying with company policies is a condition of hiring for all new employees.
Conditions for Termination
Failure to comply with company policies or to meet job duties and requirements may result in termination. [Company name] reserves the right to terminate an employee at any time without notice.
Acceptance
Please confirm your acceptance of this offer by [acceptance deadline]. You can send your acceptance to [supervisor’s name] at [supervisor’s email].
Sincerely,
[Your Name]
[Signature]
Informal Offer Letter Template:
Dear [Candidate Name]
We’re pleased to offer you a full-time position as a [job title] with [Company Name]. We think that your experience and skills will be a valuable addition to our company.
If you accept this offer and meet the conditions for hire you can expect the following benefits and responsibilities.
- Position as [job title] with [main job responsibility]. Some of your responsibilities will include
- [Job Responsibility 1]
- [Job Responsibility 2]
- [Job Responsibility 3]
- Annual salary of [salary] distibuted on [payday] every [pay frequency]
- Company benefits of
- [Company benefit 1]
- [Company benefit 2]
- [Company benefit 3]
Please confirm your acceptance of this offer by [acceptance deadline] for the anticipated start date of [start date]. You can send your acceptance to [supervisor’s name] at [supervisor’s email].
Sincerely,
[Your Name]
Handy Tips for Making a Job Offer to a Candidate
What Are Some Ways to Make a Job Offer Letter More Attractive to Job Candidates?
1. Make Your Offer Letter Look Professional
There are a few easy ways you can make your offer letter look more polished and professional. One option is to use an official company letterhead that includes your company logo. This will communicate to your candidate that your company is professional and takes pride in the company values and culture.
2. Make it Easy to Read
Having a well-formated letter will allow the candidate to easily digest the information you’re sending them. To make a letter easier to read, structure the letter by section. Include headers to clearly communicate what each section will address.
Insurance and salary information can get complicated. Make it easier for your prospective employee to see the value that you’re offering them.
3. Include as Much Information as Possible
The offer letter is often a deciding factor in whether or not your candidate will take the job. You’ll want to offer them as much information as possible to help them make a decision.
Take the time to list out everything they might want to know. For example, you’ll want to list out all the benefits that you offer employees. Specifying if the company provides dental, eye, and medical insurance could help sway a candidate’s choice.
