Writing an offer letter is an important step for the human resources department. It helps bring in qualified employees to strengthen a company in a competitive market. Sending a formal offer letter reduces the chances of confusion later. If there are any questions regarding the terms of hiring later, the company will have a record of terms the employee agreed to. Having all the necessary information organized ahead of time will allow you to write the letter with ease.
Check state and local employment laws to be sure you comply with all regulations. These laws protect the employees and the company and often set deadlines for sending and accepting. Laws vary from state to state.
Make a verbal offer, if you have not already done so. As a professional courtesy, offers are initially made in person, or over the phone, so a new employee does not have to wait for a letter to know of your decision to hire him. This can also be important if your candidate is considering other companies.
Organize your notes from the interview and confirm the data that will be included in the letter. This information may include items such as salary, benefits and vacation. Organizing your ideas is important to a professional letter's structure.
Writing the Letter
Start the letter with the company name, address and phone number at the top of the page. You will not need to type this part if you are using an official company letterhead. Always skip a line between sections of the letter.
Type the date you are writing the letter.
Add the name and address of the candidate you are extending the offer to.
Write your greeting, followed by a colon. This should be something formal like "Dear Ms. Smith."
Write an introduction including a confirmation that you extended a verbal offer. Include the company name and position you are offering.
Add the details of the offer to the letter including salary, benefits and any special terms of employment like probationary periods. When including the salary, format it in monthly, hourly or weekly amounts so that there isn’t an assumed promise of a long-term employment contract.
Add another paragraph to inform the candidate of the expected report date. In this section you may want to include the time, any specific location in the building, and who they are expected to report to. If your company has specific requirements, include them in this section as well.
Write a conclusion to the letter including a request for confirmation by a specific date. Also take this time to note any additional reference material that has been included with the letter.
Close the letter with your name and position. The end of the letter can also make note of enclosures and who receives a copy of the letter.