How to send a formal job offer letter or email
What is a formal job offer letter or email?
A formal job offer letter or email is a document which employer sends to the selected candidate in order to offer them a job for a certain position at their company.
The importance of a formal job offer letter or email
This letter or email is a written, formal confirmation of terms and conditions of hire usually already agreed upon with the candidate in the interview during negotiations.
Being clear about the new job and position is important for both the employer and new employee in order to start their relationship on a good note with.
How to use this formal job offer letter or email template?
Before sending this letter, employers should call the selected candidates and let them know that they are being offered the job. When candidates have indicated their acceptance, it is time to send an official, formal job offer via letter or email.
To help you save time, we have created a standard formal job offer template. Use and customize it to suit your needs, and send it via email or traditional mail.
Template for formal job offer letter or email
Dear Mr./Ms. [insert candidate’s last name],
I am pleased to extend the following offer of employment to you on behalf of [insert your company’s name] You have been selected as the best candidate for the [insert job position name] position. Congratulations!
We believe that your knowledge, skills and experience would be an ideal fit for our [insert your company's department] team. We hope you will enjoy your role and make a significant contribution to the overall success of [insert your company’s name].
Please take the time to review our offer. It includes important details about your compensation, benefits and the terms and conditions of your anticipated employment with [insert your company’s name].
[insert your company's name] is offering a [insert applicable option: full time/part time/etc.] position for you as [insert job title]. In this position, you will report to [insert immediate manager/supervisor position title].
This is a [insert applicable option: full time/part time/etc.] position requiring approximately [insert appropriate number] hours per week. Your regular weekly schedule will be from [insert appropriate day of week] to [insert appropriate day of week].
Expected hours of work are from [insert desired hour] to [insert desired hour].
For [insert job title] position, [insert your company's name] is offering a salary of [insert appropriate dollar/euro amount] per [year/ hour,/etc.]. You will be paid on a [insert applicable option: weekly/monthly/etc.] basis.
As part of your compensation, [insert your company's name] is also offering [insert a short description, terms and conditions of your bonus system if applicable].
As an employee of [insert your company's name] you will be eligible for [insert a list of benefits your company offers, such as health/life/disability/dental insurance; stock options; profit sharing; etc.].
As we discussed, your employment will commence on [insert desired date].
You will be based at [insert your company’s office address] but may be required to work at such other locations determined by the needs of the business.
Please indicate your agreement with these terms and accept this offer by signing this agreement and returning it to me before [insert appropriate date].
We look forward to welcoming you to the [insert your company’s name] team.
If you have any questions or need additional information, please don’t hesitate to contact me by email [insert your email address] or phone [insert your phone number].
[insert your first name and last name]
[insert your job position title]
[insert your company’s name]
Formal job offer email tips & tricks
Subject line: Job offer from [insert your company’s name]
Formal job offer letter tips & tricks
You should start your formal letter by writing the date, sender (your company’s hiring manager) address and receiver (selected candidate’s) address on the left.
It should look like this:
Sender’s Company Name
Sender’s Company Address
City, State, Zip Code
City, State, Zip Code
Need more HR and recruiting templates like this formal job offer letter? Check templates for Human Resources and templates for Recruiters.