How to Write a Job Offer

A clear offer letter helps avoid confusion between employers and prospective employees.

Many companies write a formal letter to extend a job offer to the selected candidate. Offer letters outline the requirements and compensation of the position. A clear, detailed offer letter ensures that both parties understand the conditions of the offer and help to avoid confusion later. Most companies ask the candidate to sign the letter, indicating acceptance, and return a signed copy to the prospective employer.

Instructions

1. Format the letter as a standard business letter. Print your company’s name and address in the upper left corner or print the letter on company letterhead. Date your letter. Write the name and address of the person to whom you are offering the job. Begin the letter by typing “Dear (insert the person’s first name here).”

2. Extend the job offer for a specific position. Opt for an opening sentence such as, “I am pleased to offer you the position of Sales Manager at XYZ Company.” You may also include a sentence or two explaining why you believe the recipient is the right candidate for the job.

3. Detail the compensation package. Include the starting base salary, any bonus opportunities and the commission rate, if commission is part of the package. List benefits including vacation time, sick time, paid holidays and insurances available.

4. List the job expectations for the position. This may include a statement that the employee is expected to “read and abide by the provided employee handbook.”

5. Provide a training plan. Include formal training, on-the-job training and the length of any training/probationary period.

6. Detail any special arrangements, such as the need for the candidate to obtain a dedicated land line, cell phone or uniform. Explain whether the employee will be reimbursed for these costs. Include any pre-arranged circumstances, such as a specific time off in advance of earned vacation time.

7. List all equipment or company property that will be issued to the candidate and specify ownership.

8. Tell the candidate that you look forward to his joining your team. You may also add a sentence or two describing how you think he will benefit the company and vice versa.

9. Write a closing, such as “Sincerely.” Sign your letter and type out your name. If you are sending copies to other individuals, write “cc:” below your name and list the individuals. Include “file” if you intend to place a copy of the letter in the candidate's employee file.

10. Create a signature section for the candidate to sign and date. Include the candidate's typed name.

References

• Inc: How to Write an Offer Letter