What is a Job Offer Letter 

When a hiring manager makes the decision to offer an open-position to a candidate, the offer letter makes everything official.

The job offer letter needs to be clear to the candidate and should answer all initial questions pertaining to your offer.


Why is it important?

In the hiring process, it’s very important to follow up with candidates straight away, a simple way to automate the process of sending a template which helps you save time and standardise your communication practice.



What to include in a Job Offer Letter 

Every offer letter can be customised but there are some elements that every letter MUST contain:

  • The official title of the position
  • Who the position reports to
  • Brief mention of job responsibilities
  • Classification of the position, including full-time vs. part-time
  • Expected start date and schedule
  • If the position is temporary, include the end date
  • Base salary or pay rate, including pay schedule
  • Brief description of all available benefits and the timeline for becoming eligible
  • Clarification of relevant bonus, commission, and equity information, including conditions
  • Privacy policies, including a copy of any confidentiality agreements
  • Any contingencies of the job offer
  • Contact details for questions and concerns


What not to include in a Job Offer Letter 

  • A comprehensive list of all duties and responsibilities. If specific duties are mentioned in the job offer, be sure to include that the list is not complete and that the duties are subject to change
  • The promise of a specific length of employment, including any mention of job security. This may be misconstrued as an employment contract.


When do you have to send the offer letter?

The offer letter should be sent after extending a verbal offer to a candidate who passed the referral and background checks.


Job offer template example:


Dear [Candidate Name],

Following our interview on [interview date],[Company name] is pleased to extend an offer to you for the position of [job title]. We believe your skills and your experience will be an excellent addition to our team and we are looking forward to having you on board.

Your role is a [full-time, part-time, etc.] with working hours from [hours of day, days of week] and you  will start on [start date]. 

As we discussed, you will be responsible for [Brief mention of job responsibilities] and you will report directly to [who to report to].  Your salary will be [salary] per year and will be paid on a monthly basis. 

You will be entitled to [number] days’ annual holiday per year plus eight statutory holidays. You’ll also be eligible to [list any benefits].

To accept this offer, please email me at [hiring manager email address] by [date] and I will get you started with the rest of the onboarding process.

We are excited about the possibility of you joining [Company name] If you have any questions, please contact me directly via phone or email.


[Your Name].