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Onboarding a recruit can be time-consuming and hectic. You go through multiple rounds of interviews, skimming hundreds of resumes, and finally, decide who you want to bring on board. Once the verbal agreement is done with the employee, it’s time to get it in writing.
You require a professional, well-drafted offer letter to complete the hiring process. But before drafting your next offer letter, check out the top offer letter examples to help you format yours effectively.
Here is a comprehensive guide on drafting offer letters in your organization with 10 result-oriented offer letter examples.
What is an offer letter?
An offer letter is an official document sent to the candidate HRs have selected through multiple rounds of interviewing and screening. An offer letter offers the position to the candidate, sums up the terms and conditions of your organization, and provides in-depth details about the role and company.
Once the candidate accepts the offer letter, they can sign it and return it to you. It’s not legally binding, but it provides detailed legal protection for both parties.
But while drafting an offer letter, you must include important details to maintain complete transparency and establish a strong foundation for building an employer-employee relationship.
What to include in an offer letter?
An offer letter summarizes the position and company details. It also includes specific job details, like work schedule, start date, salary, benefits, etc. You can reorder the important elements described in an offer letter, as there isn’t any standard format.
But don’t forget to include the below-listed elements in an offer letter:
1. Basic information
The offer letter should include basic information like the position title, full- or part-time status, start date, orientation date, and applicable shift.
You should include language that your company has the discretion to alter or rescind information of the offer letter in the future. Also, avoid using phrases that state an indefinite future of employment, like "job security," "in the future," or "we're a family company."
2. Job description
The offer letter should provide details about the job description, including the salary and pay periods. Provide insights about their role and responsibilities, giving the candidate an idea of what to expect.
You should also state the employee’s compensation in a weekly, hourly, or per-pay-period salary to remove the expectation of receiving a full annual salary if the employee is terminated midyear.
The offer letter should mention the supervisor or manager to whom your employee will report. Also, state the evaluation or performance development periods to help them earn the incentives or promotion opportunities.
3. Benefits
Briefly summarize your company's key benefits to encourage a candidate to accept your job offer. Don’t flood the offer letter with multiple details; ensure you keep it subtle. Briefly mention attractive benefits, like:
- Flexible spending accounts
- Educational assistance
- Insurance coverage
- 401(k) plan
- Paid time off
- Flexible work hours
- Work-from-home options
Ensure that the candidate understands the benefits to simplify the onboarding process for them.
4. Paid leave
Although the most underrated element in an offer letter is to include the paid leave details, but you can mention the amount of leave your employee is entitled to increase the transparency and chances of offer letter acceptance.
Mention the number of leaves, including paid time off or vacation, holidays, sick, and personal time.
5. Terms of employment
Don’t forget to include the conditions of employment. Under the section, you can add multiple factors like signing confidentiality agreements, background checks, compliance with immigration law, passing a drug test, and completing a Form I-9.
Avoid including statements about promises of future employment, job security, or contractual agreements. Employees can attest via signature that they are not bound by non-compete agreements or restrictive covenants with their former employers.
6. At-will employment
An at-will statement related to the employment relationship should be added. It enables you to terminate the employee with or without cause at any time and provides the employee the same right to resign.
If you make statements during the recruitment process, either orally or in writing, it initiates an employment agreement, and then you may be obligated to uphold it as a contract.
A contract binds you and the employee, but an at-will statement may alleviate that commitment. You can consult a legal professional to determine the language of the at-will statement.
7. Concluding information
You should conclude the offer letter with the point of contact to assist the employee in resolving any questions and concerns.
You can include sentiments that express the organization's excitement about bringing the employee on board. This can also include a few lines about the company’s vision and culture.
End the offer letter with a line for the employee's signature and date. Don’t forget to add a sentence that states that the offer letter is for informational purposes only and is not a binding contract.
8. Legal review
As with any document you present to your employees, the legal team must review the offer letter template before the implementation.
But while drafting multiple offer letters, you might skip a few details. So, it’s important to have dedicated job offer letter templates having different purposes.
10 Sample job offer letter templates for HRs
You can use multiple templates according to your requirements. But we have finalized the top 10 job offer letters important to complete your hiring process.
1. Conditional job offer letter
A conditional job offer letter differs from the standard job offer letter. Even if all the standard employment requirements are not met, you can give a conditional job offer to the candidate.
Here’s a conditional job offer letter template you can take inspiration from:
Congratulations on securing the next stage of the hiring process. <company name> is delighted to offer you <job position], starting <scheduled start date>. You will be reporting to <supervisor name>.
This position is < full-time, part-time or other> and pay starts at <salary> per <hour, week>, to be paid <time frame for pay period>. The compensation package, subject to plan and policy changes, also includes:
<benefits>
We would like to extend you an offer of employment. Your initial employment will include a probationary period of <30, 60, 90, etc.> days, during which you will be directly supervised by <title, name of supervisor>.
This offer is conditional on the completion of:
- Successfully passing a job skills test
- Passing drug screening and background check
- Obtaining level ___ security clearance
- Obtaining ___ licensure and ___ certification
- Providing proof of eligibility to work in the <country>
- Employment history verification and satisfactory reference checks
- Confirmation of education credentials
- Passing a physical exam
This offer letter does not guarantee employment. The offer can be withdrawn at any given time, and the selection process can be stopped for any reason with written notification.
If you don’t return the employment eligibility documentation for the I-9 form within three business days at the company, your employment will be terminated in line with the Immigration Reform and Control Act.
As a conditional employee, your job duties are:
[List job duties]
Once you accept the offer, your orientation with the HR team will begin. Please accept our job offer and return a signed copy to me at [insert email address] by [insert deadline].
Please contact me at <phone number or email address> to address your questions (if any). We look forward to working with you!
Sincerely,
<Your signature>
<Your full name and title>
<Signature line for employee>
2. Unconditional job offer letter
Unlike a conditional job offer, an unconditional job offer means the candidate has no conditions to fulfill, and the job is guaranteed.
Here’s an unconditional job offer letter template:
Congratulations. <company name> is delighted to offer you <job position], starting <scheduled start date>
We believe you are the right match for the <full or part-time> <title> position. You will be expected to have <duties and responsibilities> in this position.
You will start on <start date> and report to <supervisor’s name> at <location>. You will be expected to work from <working hours and days of the week>.
Your starting base salary is <number>, which will be paid on a <monthly or weekly> basis through <cheque, bank deposit>.
Your benefits package will include:
<benefits>
Your employment with us will be at an at-will status. It means that you and the company can end the employment for whatever reason.
Please sign and return this letter by <expiration date> if you accept this job offer.
Please contact me at <phone number or email address> to address your questions (if any). We look forward to working with you!
Best,
<Your signature>
<Your full name and title>
<Signature line for employee>
3. Part-time to full-time job offer template
Before sending a part-time to full-time job offer, ask employees if they’d like to take the position. Then, send them a job offer.
Here’s the part-time to full-time job offer template:
We are delighted to announce that we want your employment status extended from part-time to full-time from <date>.
Once you accept our offer, please find the terms and conditions of the employment contract below:
- You will start on <start date> and report to <supervisor’s name> at <location>. You will be expected to work from <working hours and days of the week>
- Your starting base salary is <number>, which will be paid on a <monthly or weekly> basis through <cheque, bank deposit>
- Bonus: <mention any bonus. If applicable>
- As a full-time employee, you can avail benefits that [company name] offers. These benefits include
<benefits>
Please accept and sign this full-time offer letter and email it before [date].
Please contact me at <phone number or email address> to address your questions (if any). We look forward to working with you!
Sincerely,
[Your Name]
Signatures:
___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date
4. Internship offer letter template
Onboarding interns to handle different tasks help you streamline the work operations and help individuals learn and develop at the start of their careers.
Here’s an internship offer letter template:
We are glad to offer you an internship at <company name> in the <department name> at our <location> office.
Your internship shall start on <date> and end on <date>. The terms and conditions of your internship are:
- Your project and responsibilities during the internship period will be determined by the supervisor assigned.
- You are eligible for a stipend of <amount> during the internship, which shall be paid upon completing the assigned tasks.
- Your timings will be from <date and time>. Please ensure you bring <required document> with you on your first day to finalize your profile.
- You will sign a confidentiality agreement with us before you commence your internship.
- The internship is not an offer of employment with [company name].
Please confirm your acceptance by [Date], failing which, we have the right to cancel your internship offer.
Sincerely,
<Your signature>
<Your full name and title>
<Signature line for the intern>
5. Settlement offer letter template
While receiving an employee resignation request, check whether the dues are settled. Here’s a settlement offer letter template you can use for a final settlement with the employee:
Following the terms and circumstances of your employment letter, your full and final settlement has been made following your resignation letter subsequent relief from your obligations on <relieving date>.
Please find a cheque bearing no. <cheque no.> dated <date> for <amount> drawn on <bank name> Bank for your full and final payment. The account settlement statement is also attached.
Your account with our company is closed, and the company owes you nothing.
Thank you
With regards,
<Your signature>
<Your full name and title>
6. Acceptance of job offer letter template
The offer acceptance letter highlights your excitement to join the new organization at the offered job position. Here’s an acceptance of job offer letter template you can use:
I received your job offer letter <date of the offer letter] bearing <reference number>.
Thank you for the job opportunity to work in your esteemed organization. I hereby accept the <job title> with [company name].
I also accept the offered annual CTC of <amount>, as discussed in the interviewing process and offer letter.
As mentioned in the offer letter, I shall report to work on <date>. I am very excited to start working in the new position and look forward to meeting you and the team.
I would give my 100% to add value to the team. I have mentioned my email ID and mobile number at the top for reference.
Thank you.
Yours Sincerely,
<Your signature>
<Your Name>
7. Sales job offer letter template
The sales job offer letter needs to be formal and compliant with the basic standards of an offer letter. Here’s a sales job offer letter template:
<company name> is delighted to offer you <sales job position], starting <scheduled start date>. Once you accept our offer, please find the terms and conditions of the employment contract below:
- You will start on <start date> and report to <supervisor’s name> at <location>. You will be expected to work from <working hours and days of the week>
- Your starting base salary is <number>, which will be paid on a <monthly or weekly> basis through <cheque, bank deposit>
- Bonus: <mention bonus.>
- As a full-time employee, you can avail benefits that [company name] offers. These benefits include
<benefits>
Please accept and sign this sales job offer letter and email it before [date].
If you accept this offer, you can start your job on <start date> or another mutually agreed upon date. Please contact me at <phone number or email address> or your sales manager <phone number or email address> to address your questions (if any).
We look forward to working with you!
Sincerely,
<Your signature>
<Your full name and title>
<Signature line for the employee>
8. Remote job offer letter template
With companies adapting to the work-from-home culture, here’s how you can draft a remote job offer letter:
Congratulations. With great pleasure, we would like to offer you the following employment offer.
Position: [job title]
Type: Remote
Start date: [date]
Salary: [ amount] per [hour, month, year, etc.]
Your remote benefits package will include:
<benefits>
Your employment with us will be at an at-will status. It means that you and the company can end the employment for whatever reason.
Please sign and return this letter by <expiration date> if you accept this remote job offer.
Please contact me at <phone number or email address> to address your questions (if any). We look forward to working with you!
Sincerely,
<Your signature>
<Your full name and title>
Candidate’s Signature: ______________________________
Candidate’s Printed Name: ______________________________
Date: ______________________________
9. Part-time job offer letter template
Managing time-specific tasks are common in organizations. But onboarding employees with professionalism for completing the time-specific work is highly important. Here’s a part-time job offer letter template:
[Congratulations. <company name> is delighted to offer you <job position], starting <scheduled start date>
We believe you are the right match for the part-time <title> position. You will be expected to have <duties and responsibilities> in this position.
You will start on <start date> and report to <supervisor’s name> at <location>. You will be expected to work from <working hours and days of the week>.
Your starting base salary is <number>, which will be paid on a <monthly or weekly> basis through <cheque, bank deposit>.
As a part-time employee, you can avail of benefits that <company name] offers. These part-time benefits include:
<benefits>
Please accept and sign this full-time offer letter and email it before [date].
Please contact me at <phone number or email address> to address your questions (if any). We look forward to working with you!
Sincerely,
<Your signature>
<Your full name and title>
<Signature line for the employee>
10. Decline job offer letter template
Multiple reasons can arise when you don’t want to accept the offer. Here’s a decline job offer letter template you can send to the employer:
Thank you for offering me the <job title> at [company name].
Unfortunately, after deep thought, I have decided not to accept your gracious job opportunity. I am truly sorry for the inconvenience my decision may cause, and I hope it will not affect my future relationships with your company.
And I wish you continued success and hope to connect with you soon.
Kind Regards,
<Your name and signature>
Apart from these, there can be different job offer letter types, but they can be broadly categorized under conditional and unconditional offer letter examples.
Once you board the new hire, you must extend congratulations to the employee and implement desired strategies to make them comfortable, foster positive sentiment, and enhance employee motivation.
One of the preferred ways to achieve this is to integrate advanced employee engagement platforms, like Empuls, into your business ecosystem.
Key takeaway
Sending a professional offer letter once you have completed your interviewing and screening is highly important to maximize the acceptance rate.
Using the above-listed templates, you can minimize the efforts in drafting a quality offer letter to minimize the onboarding process for your employees.
But it’s also important to integrate a holistic employee engagement tool to recognize, reward, and connect with your new hires.
Try out the free demo version of the all-in-one employee management platform to help new hires quickly adapt to the organization's work culture.
FAQs
Here are answers to some frequently asked questions for your help.
Q. Is a job offer letter proof of income?
No. A job offer letter is not proof of income, as an employee’s payslip is considered official proof of income.
Q. How long is an offer letter valid?
The standard valid duration of an offer letter is two months. But companies can mention the validity of the offer letter in the draft.
Q. How long does HR take to issue a job offer letter?
To complete the background verification process and get the required approvals, an HR can take an average of one week to complete an offer letter. But using dedicated templates can speed up the process.
Q. Is an offer letter legally binding?
No, an offer letter is not legally binding but provides legal protection for both parties.
Q. Is a joining letter and an offer letter different? If yes, state the difference.
A joining letter is a job acceptance letter that an employee sends to the employer. In contrast, an offer letter offers the job to the candidate.
