What Is Included in a Job Offer Letter (With Samples)
A job offer letter is a formal document sent to candidates selected for employment. It's a good idea to have written confirmation of an offer so that both the employee and the employer are clear on the conditions of a job.
Written Job Offers
If a job offer is made over the phone or email, it will most likely be followed by a formal letter that confirms employment details such as job description, salary, benefits, paid leave, and management structure. The job offer may be contingent upon the new employee completing additional steps, such as passing a background or reference check or undergoing a pre-employment drug test.
A candidate may choose to accept the job offer by signing and returning the letter as a formal acceptance of the position. If the offer isn't for the compensation package that was expected, a candidate must decide whether to make a counter offer or decline the invitation.
What's Included in a Job Offer Letter
An offer letter confirms employment details such as:
- Job description
- Job title
- Reporting structure
- Starting date of employment
- Benefits information and eligibility
- Acknowledgment of offer and confirmation of acceptance
Job Offer Letter Templates
Provided below are downloadable job offer templates, compatible with Google Docs and Microsoft Word.
Job Offer Letter Sample #1 (Text Version)
Mr./Ms. Last Name
City, State Zip Code
Dear Mr./Ms. Last Name,
ABCD company is pleased to offer you the position of Assistant Director, Customer Relations. Your skills and experience will be an ideal fit for our customer service department.
As we discussed, your starting date will be February 1, 20XX. The starting salary is $48,000 per year and is paid on a weekly basis. Direct deposit is available.
Full family medical coverage will be provided through our company's employee benefit plan and will be effective on March 1. Dental and optical insurance are also available. ABCD offers a flexible paid time-off plan which includes vacation, personal, and sick leave. Time off accrues at the rate of one day per month for your first year, then increases based on your tenure with the company. Eligibility for the company retirement plan begins 90 days after your start date.
If you choose to accept this job offer, please sign the second copy of this letter and return it to me at your earliest convenience.
When your acknowledgment is received, we will send you employee benefit enrollment forms and an employee handbook which details our benefit plans and retirement plan. We look forward to welcoming you to the ABCD team.
Please let me know if you have any questions or I can provide any additional information.
First Name Last Name
Director, Human Resources
I hereby accept the Assistant Director, Customer Relations position.
Job Offer Letter Sample #2 (Text Version)
City, State Zip Code
City, State Zip Code
It is with great pleasure that I am writing to you to offer you the position of Senior Software Engineer with GMCD Solutions. Your experience and enthusiasm will be an asset to our company.
Please review the attached document outlining your salary and benefits, and sign where indicated. Return in the enclosed envelope within five business days. We will contact you once we have received the paperwork as to your start date.
We look forward to welcoming you as part of the GMCD Team!
Human Resources Director
Job Offer Letter Sample #3 (Text Version)
Subject: Acme Corp. Job Offer
Acme Corp. is pleased to offer you the position of Administrative Assistant, reporting to Mary Connelly in our Warburton offices.
Your start date will be January 3, 20__. I’ve enclosed our welcome package, which outlines your salary and benefits, as well as our policies and procedures. Please sign to acknowledge receipt and your acceptance of our terms and return the last page in the envelope provided.
In the meantime, please feel free to contact me with any questions. We’re excited to welcome you to the team!
Accepting a Job Offer
When accepting an offer, a candidate must sign and return a job offer letter as a formal acceptance of the position. Several options are available: accepting on the spot, despite the fact that there's a lot to consider before taking on new responsibilities, asking for a few business days to think it over, or negotiating new conditions within the employment terms. Candidates should accept by communicating their interest and gratitude quickly to the hiring manager over the phone or email.
Declining a Job Offer
If unsure whether to turn down an offer or to negotiate, a candidate should evaluate the job opportunity by considering the following questions:
There should be no pressure to accept an offer if it isn't a good fit. It's important to be polite and professional in every interaction and to not burn bridges. If you choose not to accept the job offer, decline in a formal letter and thank everyone involved in the interview process.