What Is Included in a Job Offer Letter (With Samples)

What information is included in a job offer letter? Hand holding a letter of acceptance pointing out the following: job title, reporting structure, salary, acknowledgement of offer, job description, starting date, benefits information and eligibility.

The Balance/Theresa Chiechi

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
  • Salary
  • 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
Address
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.

Sincerely,

First Name Last Name
Director, Human Resources
ABCD Company

____________

I hereby accept the Assistant Director, Customer Relations position.

_____________________________

Signature

_____________________________

Date

Job Offer Letter Sample #2 (Text Version)

Your Name
Your Title
Company Name
Address
City, State Zip Code

Date

Name
Address
City, State Zip Code

Dear Magnolia,

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!

Regards,

Amy Green
Human Resources Director
GMC Solutions

Job Offer Letter Sample #3 (Text Version)

Subject: Acme Corp. Job Offer

Dear John,

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!

Best,

Bill Smith
Human Resources
ACME Corp.

It can be easier to write a job offer letter when starting with a general template. Microsoft Office provides job offer templates and Google Docs also has free templates available.

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:

  • How do the salary and benefits match the market averages? Is there room for negotiation?
  • What are the organizational values of the potential employer?
  • How will the job fit into a candidate's life outside of work?
  • How will this job further a candidate's personal and professional goals?

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.