There are numerous factors to consider before sending an offer letter to a candidate. One of these is the specific open job position that you are offering. However, before you do so, you should find a candidate who is a perfect fit for the position. If you are offering an at-will employment position, you should have no worries because you’re in the right spot to learn!
You should write an offer letter that best suits your company’s needs and culture in order to pique the candidate’s interest and decision. This article will explain what an at-will letter is, how to write one, and provide an example and template.
What is an At-Will Employment?
At-will employment refers to a place of employment in which employers are free to fire employees at any time, for any reason, without explanation or prior notice, as long as it does not violate state or federal anti-discrimination laws. Employees, too, have the right to leave their jobs at any time and for any reason.
An at-will employment agreement is permitted in nearly all U.S. states, in contrast to education, labor, and other professional sectors that organize through unions to uphold guidelines and employee protections.
What is an At-Will Offer Letter?
An at-will offer letter is a document that you send to a potential employee after making a verbal job offer. A verbal offer of employment is usually followed by an offer letter after it has been discussed over a phone conversation or in person. The offer letter confirms all employment details for the candidate to review and sign, indicating their acceptance. This occurs during the initial stages of new employment and onboarding, usually before the final agreement is issued for the employee to go through and sign.
What are the Benefits of a Fixed-Term Employment?
To captivate the candidate’s interest, here are the benefits that you may include in your fixed-term offer letter:
- Employees who work at-will benefit from the flexibility of being able to leave a job at any time for any reason, whether it’s to accept a better opportunity, respond to a life change, or any other circumstance.
- At-will employment policies frequently include a non-compete clause, which means they can start working for other companies right away, with no waiting period or other restrictions.
- It enables businesses to be more adaptable in their operations by maintaining a level of staffing that does not overburden resources. If a company is experiencing financial difficulties and needs to reduce its size in order to maintain profitability and efficiency, it can initiate a force reduction.
- It may also allow those who have demonstrated their worth to a company to be retained even if they are not senior employees.
- At-will employment allows companies to evaluate performance and decide whether an employee is worth keeping if the choice comes down to choosing between others who may need to be terminated if the situation demands it.
Essential Components of a Fixed-Term Offer Letter?
Here are the components that should be included in your fixed-term offer letter:
- Company logo/ letterhead
This conveys professionalism. In a high-resolution image, the letterhead and company logo should be visible. It makes the letter more inviting and encourages the candidate to keep reading and giving your letter thoughtful consideration.
- Job Title/Description
This is the section where you describe the role you are offering the candidate. You should also specify when you should arrive and leave work, as well as break times, overtime policies, and payment. Lastly, include a work schedule and a list of duties that are subject to change.
- Terms, benefits, and compensation
This is where you discuss your salary and benefits. Indicate whether the rate is hourly, weekly, monthly, or yearly. However, be wary of the annual rate because if you cancel before the end of the year, you must pay the full amount. Insist that these payments can be changed at the discretion of the company. If the benefits and grants are incorporated in the salary, confirm it in writing.
- Company policies
Be specific about company policies, procedures, and the handbook at this point. Indicate that these are subject to change at the discretion of your company.
- Termination Terms
This means the employee has the option to leave the company. Include how much time the employee must give as notice, as well as payment rules if they fail to comply. Be careful not to make it sound like the job ends after a certain amount of time.
- Confidentiality agreement
The confidentiality agreement requires the employee to keep company information confidential. Any information conveyed to them should be kept private.
- A non-compete clause
This is a clause that prohibits the employee from starting a business or entering a similar profession or trade to that of your company while still employed. Having the candidate sign these two agreements, the non-compete clause and the confidentiality agreement, can help you avoid future legal issues.
- Contingencies
In writing, state that you will conduct a background check and verify the employees’ legal right to work in the country. Mention any other contingencies based on employment laws for specific positions.
How to Write a Fixed-Term Offer Letter?
Follow these steps to write an engaging fixed-term offer letter.
- Format the letter
To make an at-will official offer of employment to a candidate, use a formal business letter format. The date of the letter, as well as the sender’s and recipient’s contact information, are usually included in a formal letter. Under the date, include the name of the person sending the letter, such as the hiring manager, and the company’s contact information. Then include the candidate’s first and last name, as well as their address.
- Draft an opening line
Begin the letter with a salutation and state that you are offering the job to the candidate. Congratulate the candidate and express your enthusiasm for their addition to the team. The opening line of an offer letter typically includes the name of the company and the job title you’re offering to the employee, though this paragraph may be more formal or casual depending on the culture of your business.
- Provide job details
Provide information about the position in the body of the letter so that the candidate can review all relevant information. An at-will offer letter typically includes an outline of the job duties as well as an estimated start date for the candidate. It is also beneficial to include information about the job’s work schedule, manager, and employment status.
- Outline salary and benefits
Provide information about the candidate’s salary and benefits after explaining the details of the position. Describe the position’s salary and explain how frequently the company pays employees, such as monthly. You can also include information about the benefits that the candidate will receive in this position, such as health insurance or paid time off.
- State the next steps
In the end, congratulate the candidate once more and explain the next steps in the process. For example, your company might ask candidates to sign and return the offer letter in order to officially accept the position. Provide a phone number or email address where the candidate can reach you if they have any questions about the job offer.
- Proofread the letter
Take the time to proofread the letter before sending it to the candidate to ensure that there are no errors in spelling, grammar, or punctuation. You should also have another person review the letter before sending it to the candidate, such as a human resources director or department manager. Proofreading the letter before sending it can help you ensure that it appears professional and contains relevant information to assist the candidate in making their decision.
Sample and Template
Here’s a simple-to-use sample and template of an at-will offer letter to earn a candidate’s enthusiasm.
Sample 1: At-Will Offer Letter Template
We provide a template of an at-will offer letter that you can download so you can personalize it.
[Current date]
[Candidate’s full name]
[Candidate’s address]
Dear [Candidate’s name],
I am pleased to inform you, on behalf of our hiring team, that you have been selected for the position of [position name] at our company, [company name]. This is an at-will position that begins on [start date] and ends on [end date]. Given that this is an at-will position, both you and the company have the full right to end this agreement at any time, with or without cause, by giving written notice.
Your working hours are [exact working schedule of the position], and you will report to [the employee’s name and position]. The role’s primary duties are [the work tasks that the employee must finish in order to succeed in the role].
If you accept our offer, you will be compensated and receive the following benefits:
[Monthly wage]
[Monthly paid vacation leave]
[Other advantages]
We expect to receive a response from you by [deadline for responding to an employment offer letter]. Please contact me at [The sender’s phone number and email address] if you have any further questions about our company or this particular position.
We appreciate your interest in working with us and look forward to welcoming you aboard!
Sincerely,
[Signature]
[Name]
[Position]
Sample 2: At-Will Offer Letter Example
Here’s an example of an at-will offer letter that you can use as your guide along the process of your writing.
January 15, 2020
Howard Schaun
123 Main Street
Dear Mr. Schaun,
I am pleased to inform you that you have been chosen for the position of Virtual Assistants at our company, High Dreams, on behalf of our hiring team. This is an at-will position that will last from January 20, 2020 to December 20, 2021. Because this is an at-will position, you and the company have the full right to terminate this agreement at any time, with or without cause, by providing written notice.
Your workday begins at 8 a.m. Monday through Friday, 8am to 6pm, and you will report to Keilah Railey, Team Leader. The primary duties of the position include assisting clients, answering phones and managing schedules, bookkeeping, and developing marketing materials using graphic design skills.
If you accept our offer, you will be compensated and receive the following benefits:
- A $3,300 monthly salary plus a 15% commission on all sales.
- Two paid vacation days per month
- Up to $5,000 in monthly savings on all of our company’s products.
We need to hear from you by the 17th of April. Please contact me at 555-555-5555 or hannah.bulkary@email.com if you have any further questions about our company or this specific position.
We appreciate your interest in working with us and look forward to welcoming you on board.
Sincerely,
Alice Dion
General Manager
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Key Takeaways
- In contrast with education, labor, and other professional sectors, which organize through unions to uphold guidelines and employee security measures, an at-will employment agreement is permitted in nearly all U.S. states.
- Employees at-will benefit from the ability of leaving a job at any time for any reason, whether it’s to pursue a better opportunity, respond to a life change, or a variety of other reasons.
- It allows businesses to be more adaptable in their operations by keeping a staffing level that does not overburden resources.
- At-will employment allows companies to examine performance and determine whether an employee is worth keeping if the choice is between other employees who may need to be terminated if the situation requires it.