global hiring

Writing an Effective Job Offer Letter: Examples and Tips

Explore the importance of a job offer letter, key elements to include, and tips for writing an engaging and informative offer.

Stefana Zaric
Written by Stefana Zaric
April 12, 2023
Contents
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Key takeaways

  1. Drafting an employment offer letter is an important part of the hiring process; you’re officially inviting the perfect candidate to join the team.
  2. The job offer letter is a formal offer of employment including key information such as the job responsibilities, annual salary, working hours, commission structure, manager/supervisor name, and other details.
  3. There are a few tips and tricks for the human resources team to make the employment offer more engaging and improve the chance of the candidate accepting the new employee position.

An offer letter is a formal document drafted by an employer to a prospective employee, offering them a position within the company. It typically includes details such as the job title, start date, compensation package, and other relevant terms and conditions of employment. 

But how important is the job offer letter?

Explore the importance of a job offer, key elements to include, and tips for writing an engaging and informative offer letter. We’ve also included a job offer letter template with examples.

What is an offer letter, and why is it important?

An offer letter is an official written communication that an employer gives to a potential employee, outlining the terms and conditions of a job offer, containing information about the job title, commencement date, remuneration package, benefits, and other pertinent terms and conditions of employment.

As a formal letter, the job offer details the terms and conditions of employment, including job details that may be surprising (or off-putting) to employees. The letter is responsible for painting a realistic picture of what to expect. In fact, 75% of recruiters admit they’ve seen a candidate change their mind after signing an offer letter. 

Job offers also have the power to entice top talent, with one survey revealing that 81% of employees would consider leaving their jobs for the right offer. 

The offer letter is usually sent after the employer has made a verbal offer to the candidate and before the employee signs the official legally-binding contract and is invited for the onboarding process. The letter serves as a written record of the offer and ensures that both the employer and the employee are clear on the terms of employment, helping to prevent misunderstandings or disputes in the future.

It’s important to streamline the format of an offer letter and write an effective proposal to achieve the following. 

  • Improve employer’s brand image by offering a positive candidate experience
  • Attract top talent by including necessary information to increase the likelihood of successful hires
  • Reduce the likelihood of job offer rejections by helping candidates to make informed decisions
  • Establish clear expectations and reduce the risk of misunderstandings or disputes in the future
  • Provide legal protection for both parties by documenting the terms and conditions of employment

An engaging offer letter is especially important for remote workers as it sets out the terms and conditions of employment, serves as a written agreement, protects both parties, and is used as proof of employment.

Key elements of an offer letter

Offer letters can vary depending on the company and the position, so it's a good idea to consult with HR or legal professionals to ensure all necessary information is included. As a guideline, it’s important to include the below details in an offer letter. 

For added context, we’ve provided an example of how the section will appear for two offer letters — one for a developer’s position and one for a sales position — that you can customize for the specific position. Consider the offer letter template when preparing your own.

Introduction text

The lead text involves the letter's subject line and includes a formal address. Make sure to be concise in your text while still offering encouragement and excitement about the candidate (possibly) joining your team. It’s a nice touch to mention the candidate’s strengths and why they were chosen for the position.

Sample for a developer position:

Subject line: Join our winning team! Job offer for a development position with [Company_name]!

Dear [Employee_name]

Thank you for taking the time to apply for the junior developer role. We received a number of resumes, but we were most impressed by your [list the candidate’s strengths].

Sample for a sales position:

Subject line: Job offer from [Company_name]! Get ready to crush your sales goals!

Dear [Employee_name]

It was great to meet you on [interview_date]. We were particularly impressed by your ability to [list the candidate’s notable skills].

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Top tip: To fine-tune the professional look of the offer letter, add your company logo or letterhead.

Job title and description

The job title should accurately reflect the position being offered, and the job description should outline the key responsibilities and requirements of the role. 

By communicating clearly and efficiently, the candidate will better understand the nature of the job and what is expected of them, helping them decide whether the position is a good fit for their skills and interest. 

The job title and description also sets clear expectations by outlining key responsibilities, helping avoid disputes or misunderstandings further down the line. This section also provides a framework for performance evaluations and career development. 

Create your job descriptions in a flash with our Job Descriptions Templates. Find the role that best suits your needs and use the template as is, or edit it to fit your needs.

Sample for a junior developer position:

We’re very excited to offer you permanent employment at [Company_name] in the junior developer position. In this role, you will be responsible for [list key roles and responsibilities for the position]. 

Sample for a sales position:

Congratulations on being chosen to join our talented team at [Company_name] in a sales position. In this role, you will be responsible for [list key roles and responsibilities for the position]. 

 

Starting date and work schedule

It’s important to include a clear starting date, which is the date on which the employee is expected to start employment, as well as their work schedule, which outlines the days and hours the employee will be required to work. In this section, the job offer will confirm whether the offer is for full-time or part-time work.

These details help to manage expectations between employer and employee and help the new hire plan their personal and professional commitments accordingly. 

Sample for a junior developer position:

Your expected start date is [start date] to work in a [mention work schedule, e.g., flexible full-time position to complete a total of 40 hours per week]. 

Sample for a sales position:

If you accept our offer, your starting date will be [start date and time] in a [mention work schedule, e.g., full-time position, working 8 am to 4 pm EST, Monday to Friday, with overtime paid for weekends when necessary].

Salary and benefits

The highly-anticipated salary section of an offer letter typically includes the employee's base salary, any bonuses or incentives they may be eligible for, and the pay period, such as weekly, bi-weekly, or monthly. 

The benefits section typically includes details on the employee's health insurance coverage, retirement plan, vacation time, sick leave, and other perks the company may offer. 

The salary and benefits section of an offer letter plays an important role in establishing the employee’s expectations regarding compensation and provides a basis for future negotiations. By listing benefits and fair compensation, the job offer letter plays a role in attracting top talent and reducing turnover. 

Sample for a junior developer position:

We will be offering a gross salary of [$ X] that will be paid on the final Friday of every month. In addition, we offer [list benefits as per company policy, such as health insurance, paid time off, and technology benefits] for the junior developer position. Salary progression and a full description of benefits are outlined in the employment contract. 

Sample for a sales position:

The base salary for the position is [$ X], with the opportunity to earn [compensation plan] for sales over [$ X value]. In addition, all sales representatives have access to benefits as per company policy, which include [mention benefits, such as health insurance, paid vacation, and travel and mobile expenses]. Salary progression and a full description of benefits are outlined in the employment contract.

Reporting structure

The reporting structure section of the job offer letter outlines the employee’s position within the organization and their reporting relationship. Typically, the department and the name and title of their supervisor or manager are included for reference. 

The reporting structure helps employees understand their role within the organization, clarifies communication details, establishes trust and confidence, and provides a path to track career growth. 

Sample for a junior developer position:

By accepting the offer as a junior developer, you will be welcomed into the [Department_name] under the guidance and leadership of [Manager_name] in the [Manager_position]. As this position is remote, communication will be maintained via Slack and a weekly check-in meeting at a best-suited time.

Sample for a sales position:

In this offered position, you will work with the rest of the sales department under [Manager_name] in the [Manager_position]. You will also be required to meet with the marketing team bi-weekly, led by [Manager_position], [Manager_name].

Request for response

The request for a response section ends the offer letter, formally inviting the candidate to accept the job offer by a stipulated expiration date and providing instructions on how to do so. 

The request for response ensures that the hiring manager receives a timely response from the candidate, establishes a positive candidate experience, clarifies the next steps, and serves as a concise summary of the offer letter.

Sample for a junior developer position:

We would like your formal response by [date], which can be sent in response to this email [insert email address]. After, we will send an employment contract that further details privacy policies, conditions of employment, non-compete and termination conditions.

Warm regards,

[Employer_name], [Employer_position]

Sample for a sales position:

Kindly send your formal response to our offer by [date] to [insert email address]. Once confirmed, we will send additional information on privacy policies, conditions of employment, non-disclosure, and termination conditions.

Warm regards,

[Employer_name], [Employer_position]

Tips for writing an engaging and informative offer letter

An engaging and informative offer letter helps to attract top talent and establish a positive employment relationship between the employer and the employee.

  1. Start with a clear, engaging subject line that captures the candidate's attention
  2. Use a professional tone and easy-to-understand language
  3. Draft short paragraphs and bullet points where necessary to make the letter easy to read
  4. Include a personalized introduction that highlights the candidate's strengths and accomplishments
  5. Clearly outline the job title and description, as well as the key responsibilities and requirements of the role
  6. Provide a competitive salary and employee benefits package, and be transparent about determining compensation
  7. Proofread the letter carefully to ensure that there are no errors or typos
  8. Be transparent about the company culture
  9. Consider adding a disclaimer at the end of the letter, clarifying that the response to the letter isn’t legally binding, but used for informational purposes
  10. Make sure to cover all additional details in the employment contract
Group 31178

Top tip: Don’t forget to include your contact information (other than the email you’re sending the offer from) in case the candidate wants to have a quick call to discuss any doubts they have about the offer.

Improve acceptance rates with a well-drafted employment letter

An effective offer letter is important as it can improve brand image, attract top talent, reduce the likelihood of job offer rejections, establish clear expectations, and provide legal protection. Following a job offer template helps to tick all of these boxes.

A well-written offer letter follows a clear letter format. By following these tips for writing an engaging and informative offer letter, employers can attract and retain top talent and establish a positive employment relationship with their employees.

Download editable job offer letter templates from our resources library.

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