What is Included in a Job Offer Letter (With Samples)
What's included in a job offer letter? A job offer letter is a formal written document sent by an employer to a job candidate selected for employment. When a company makes a verbal job offer, the hiring manager will typically call the selected candidate to let them know that they are being offered the position.
Companies may also make job offers via email or in writing, depending on company policy and how the company handles hiring. It's always a good idea to have formal written confirmation of the offer, so both the employee and the employer are clear as to the conditions of employment.
Written Job Offers
If the offer is made via the phone or email, it will most likely be followed by a formal job offer letter which confirms the details of the offer of employment including some or all of the following: job description, salary, benefits, paid time-off, work schedule, reporting structure, etc. The job offer may be conditional, which means it's contingent upon you completing additional steps like passing a background check, reference check, or a pre-employment drug test.
The candidate may choose to accept the job offer and then will sign and return the letter as a formal acceptance of the position. If the offer isn't for the compensation package that the applicant expected, he or she may decide to make a counter offer or decline the offer.
What Is Included in a Job Offer Letter
The letter confirms the details of the offer of employment, and may include:
- Job Description
- Job Title
- Reporting Structure
- Starting Date of Employment
- Benefits Information and Eligibility
- Acknowledgment of Offer and Confirmation of Acceptance
A job offer letter generally comes via email or may be delivered in-person upon the completion of a successful second interview, though job offers can be extended over the phone, too. However, it's important to obtain the employment terms in writing as well.
Job Offer Letter Examples
The following are examples of job offer letters. The first example asks the recipient to sign and return a formal acceptance.
Job Offer Letter Sample #1
Mr./Ms. Last Name
City, State, Zip
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 $42,000 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 Example #2
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 Example #3
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!
Job Offer Letter Templates
It can be easier to write a job offer letter when you start with a template. Microsoft job offer templates are available online from Microsoft Office Online, as a download for Microsoft Word users, or are available within your Word program, to use to view or create a standard job offer. Not a Microsoft user? Google Docs also has free templates available for letters, including a job offer template.
Accepting a Job Offer
Typically, the employee must sign and return the letter as a formal acceptance of the position. When you receive the letter, you have several options: you can accept on the spot (but keep in mind, there's a lot to consider before accepting right away), you can take a short period of time (ideally, no more than a few business days) to respond, or you can negotiate the conditions of the employment terms. You may even be able to negotiate benefits and perks.
If you need time to evaluate the job offer before accepting, that's fine, but it is very important to let the company know you need time, rather than just waiting to respond. If you delay too long, the company may think you aren't interested and may pass the offer on to another candidate. If the job offer is contingent, be sure you can meet the terms of the offer prior to accepting.
Declining a Job Offer
- Salary and Benefits: Are they in line with the market? If not, can you negotiate?
- Culture and Company: Will you fit into the corporate culture? Does the organization share your values? How will the job fit into your life outside of work?
- Your Long-Term Plans: Where will you go after this? How will this job further your goals?
If the job simply isn't a good fit, you can also turn down the job offer, but it's important to do this politely and professionally, so you don't burn any bridges with the company. Decline graciously in a formal letter, and be sure to thank your interviewers for the opportunity. Most industries are small worlds – you never know when your paths may cross again.