Sample Employment Offer Letter

Found the Right Candidate? Use This Letter to Offer Them the Job

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If you need a simple, sample employment offer letter for everyday use, this sample employment offer letter is appropriate for most positions in an organization. The letter signifies the verbal agreement regarding the terms and conditions of employment and will do just fine if you just need a simple agreement. 

Use this sample for junior- to mid-level positions that generally have a fairly non-negotiable salary, benefits, and other terms. Employers generally offer one benefits package to all of their employees out of an obligation to be fair and consistent. Historically, employees seeking positions in the low- to mid-range do not ask for an additional $5,000–$10,000 a year over the salary being offered.  

Job Offers for Managers and Senior Staff

In regards to more senior staff positions and management jobs, candidates are much more likely to need a more complicated job offer letter. They are more inclined to expect that the employer will negotiate with them and that the initial offer is not the final offer.

These senior candidates will negotiate many more factors that can include company cars, extensive life insurance coverage, extra annual leave and vacation time—and a serious severance package in case the relationship with the new employer doesn't work out.  The offer to senior candidates may also include a contract that is overseen by an attorney.

Lower-Level Positions

In the case of junior- to mid-level positions, generally, you will have verbally offered the job to the candidate who has indicated that he or she will accept the position, under the stated terms. After that, you write the employment offer letter.

The candidate's acceptance of the position is tentative until you receive the signed offer letter, and the signed confidentiality agreement, if you use one. Consider putting a time limit on how long the candidate has to respond to the offer letter. This will circumvent you losing time from your search should your prospect change their mind. A one week limit is a generous number. Otherwise, you risk your other good candidates taking other positions and you having to start the job search all over again.

Sample Employment Offer Letter Template

Date

Name of Candidate

Candidate's Address

City, State, Zip

Dear Mr. Shuman,

This is an offer of employment as a customer support specialist at (Company Name). This offer is contingent upon our receipt of your college transcripts to confirm your degree. (Use this sentence to stipulate any other contingencies that you need to state).

In your position as customer support specialist, you will report to Steve Smith, manager of customer support.

In the role of customer support specialist, you will be expected to carry out the duties and responsibilities described in the enclosed job description which is periodically updated to reflect any updated customer service needs.

We are offering you a base salary of $40,000.00 which will be subject to deductions for taxes and other withholdings as required by law or the policies of the company.

For employment with (Name of Company), you are required to sign the enclosed, standard confidentiality agreement which must be signed prior to your start date.

The current, standard comprehensive company benefits package that includes health, life, disability, vision, and dental insurance coverage are offered with this agreement per company policy. Your eligibility for other benefits, including the 401(k), tuition reimbursement, and bonus potential will take place per company policy. The company benefit offerings and employee contribution to pay for benefit plans are determined annually.

As an employee of (Company Name), you will receive nine paid holidays, determined annually by the company. You are eligible to accrue vacation time determined at XX hours per pay period. This is equivalent to two weeks on an annual basis. Vacation time increases per company policy. Personal days are accrued at XX per pay period, according to company policy, and total seven days per year. All employee benefits are subject to periodic company review and can be changed without notice.

You have agreed to start your employment on Tuesday, June 14. Please report to the customer service department where you will begin your onboarding process at 9:00 a.m.

Your employment with (Company Name) is at-will and either party can terminate the employment relationship at any time without cause and without notice.

You acknowledge that this employment offer letter, (along with the final form of any enclosed documents), represents the entire agreement between you and (Company Name) and that no verbal or written agreements, promises or representations that are not specifically stated in this employment offer letter, are, or will be, binding upon (Company Name).

If you are in agreement with the above employment offer details, please sign below and return this employment offer to the company. This employment offer is in effect for five business days.

Signatures:

(For the Company: Signature)

(For the Company: Printed Name)

Date

(Candidate's Signature)

(Candidate's Printed Name)

Date