Ultimate Guide in Writing a Conditional Offer Letter (Sample and Template Included)

Unlike a standard job offer, a conditional employment offer allows employers to continue the onboarding process with a new hire even if all of the standard employment requirements have not yet been met.

It is a common recruitment tool which enables employers to ensure that the candidate they want to hire meets all of the requirements for the position. If you’ve received a conditional job offer from the hiring manager, you must decide whether meeting the additional criteria is worthwhile.

Continue reading to learn everything you need to know about conditional offer letters. If you are an employee who has already found the ideal candidate for an open position, we have you covered!

What is a Conditional Offer?

You’ve probably heard of a standard job offer, but what exactly is a conditional employment offer? A conditional employment offer is a job offer from an employer that requires you to meet certain standards or requirements before officially accepting the position. When an employer sends you this type of offer, it usually means that they want to hire you but need more information about you to make certain that you’re a good fit.

What is a Conditional Offer Letter?

A conditional job offer letter is a verbal or written proposal made by an employer to a prospective employee. It means that your employer has offered you a job, but it is contingent on certain conditions being met before you can begin working. Passing a background check, drug test, reference check, or medical exam may be among these requirements. Once certain criteria have been successfully determined, the employer reserves the right to hire or decline employment.

What Contingencies can be in a Conditional Offer Letter?

Conditional offers are contingent on certain requirements being met, and they can be made with or without restrictions. For example, some job duties may necessitate licensing, and certain positions may necessitate a security clearance.

Prospective employees can begin working with a clear understanding of what is expected of them before they are officially hired if you use a conditional letter of employment. Potential employees may be required to:

Successfully complete a background check and verification of employment history
Obtain the necessary certification or license for the position.
You must pass a drug test.
Please provide proof of relocation.
Obtain any necessary security clearances.
Fill out any confidentiality or non-compete agreements.
Provide proof of education and experience, and have that evidence confirmed by HR.

What are the Elements of a Conditional Offer Letter?

The following elements are frequently included in a conditional employment offer letter:

Conditions

A conditional employment offer specifies the specific conditions that the employer expects you to meet in order to secure the job. Some conditions, such as credit checks, may necessitate your written approval. Others, such as providing work eligibility, taking an exam, or participating in training, may be directly dependent on your actions, and the conditional employment offer is the best way to let you know of the next steps.

Time Limit

Some conditional job offers have a time limit for when you must fulfill the conditions. The job offer is still valid as long as you complete the training. By encouraging urgency, this time limit can help the employer fill their open position quickly. However, for some conditions, such as background checks, the time required doesn’t depend on the candidate, and the time limit may not be required.

Job Description

The job offer can also be used by the employer to reaffirm what job they are offering the candidate. Most job offers, including conditional job offers, include a brief job description and typical responsibilities. This information can help the candidate get ready for the first day of work.

Salary and Benefits

A conditional employment offer may include the same information as a non-conditional employment offer, such as the position’s salary and benefits. The candidate may choose to fulfill the conditions and accept the offer based on the benefits. If the employee wishes to continue looking for work with a different salary and benefits package, they may reject the job offer before attempting to fill the conditions.

Why Should You Extend a Conditional Offer Letter?

Here are some reasons why employers should extend a conditional offer letter to candidates:

Give themselves more time: Extending an employment offer before the employer has completed their background checks can assist them in reserving a candidate before accepting an offer from another company.
Request information: Before completing the administrative aspects of hiring, an employer may require additional information from the candidate. Sending a conditional job offer can assist the employer in obtaining this information from their candidate.
Comply with the requirement to request permission: Some states may require an employer to notify the candidate of a background check or criminal record check before granting it to the employee. In these cases, the employer may send a conditional job offer to encourage the candidate to consent to the background checks.

Steps to Write a Conditional Offer Letter

Conditional job offers typically include elements of a standard job offer and notify a candidate that the company requires them to provide additional employment information before proceeding with their employment. If you’re in charge of sending conditional job offers on behalf of your employer, follow these steps:

Begin with a standard header

A typical job offer letter header includes the company’s contact information, the date, and the contact information for the recipient. Knowing how to address a job offer letter effectively is a fundamental skill that demonstrates professionalism and allows you to uphold the employer’s good reputation.

Select a salutation and a subject

Opening the letter with a formal salutation shows respect and allows you to address the candidate correctly. Traditionally, a salutation like ‘Mr./Ms./Mrs.’ followed by their surname would be enough. If you’re not sure about the candidate’s preferred pronouns, start the letter with a simple ‘Dear’ followed by their first and last name. However, although it is not required, including a subject line also allows the recipient to quickly identify the letter.

Inform the recipient of the decision and provide additional criteria

Congratulate the candidate and inform them that the company wishes to hire them in the first few lines. Mention the job title and emphasize that the job offer is conditional on the completion of a background check, additional references, or a medical exam.

Provide any additional information about the role

Mention all of the remaining details about the role after highlighting the additional criteria that the employer expects the candidate to meet. This frequently includes the job type, job title, agreed-upon annual salary, start date, and employee benefits. You can also include the person to whom the candidate would report if they were hired, as well as an attachment to the email containing the employee handbook.

Include a formal conclusion and signature

In the final paragraph, provide a brief summary of the letter and remind the recipient of the next steps. You can also express your enthusiasm for welcoming them to the company by stating that you look forward to working with them once they meet the employer’s additional criteria. Close the letter with a formal signature, such as ‘Sincerely’ or ‘Best regards’.

Types of a Conditional Offer Letter

We provide information about the various types of conditional offer letters so you can learn more about them. Here are the following:

Background Check Offer Letter

A background check is a method of determining the veracity of information provided by a job candidate in their application. It identifies any possible problems with a candidate prior to further consideration for a job position.

Drug Test Offer Letter

There are policies in place to determine whether a prospective hire or current employee has used any illegal drugs or substances. Employers may drug test their employees in order to ensure a drug-free workplace for all employees.

Medical Examination Offer Letter

Employers might ask new hires to undergo a medical examination to ensure they are physically and mentally capable of performing their duties. A pre-employment physical is a common step in many companies’ onboarding processes, especially if they want to ensure the employee is able to perform the employment-related responsibilities.

Reference Check Offer Letter

Checking references is an important part of the hiring process because many hiring managers rely on references to provide valuable insight into candidates.

Education Verification Offer Letter

An employment verification letter is a formal acknowledgement from your employer that you are currently or have previously worked for the company.

Sample and Template

Here’s a sample and template of a conditional offer letter to help you get started.

Sample 1: Conditional Offer Letter Template

Here’s a template of a conditional offer letter.

[Date]

[Candidate’s Name]

[Street Address]

[City, State, ZIP Code]

Dear [Candidate’s Name],

Congratulations on advancing to the next round of the hiring process. [Company Name] is delighted to offer you the position of [job title] beginning on [scheduled start date]. You will answer to [Title, Name]. This is a [employment classification, full-time, part-time, or other] position with a starting salary of [insert wage] per [hour, week] to be paid [insert pay period time frame]. The compensation package, which is subject to change based on plan and policy, also includes:

Access to the company’s health insurance marketplace, which includes dental coverage and a flexible spending account
Eligibility for benefits, such as life insurance and disability coverage for short- or long-term disabilities or long-term care needs (waiting periods may apply)
401(k) with matching employer contributions up to [insert amount] per year
Obtaining paid time off (PTO) and company-sponsored vacations

We would like to extend you an employment offer subject to the completion of the requirements listed below. Your initial employment will include a probationary period of [30, 60, 90, etc.] days during which you will be unable to perform [list restricted job responsibilities during probationary period] and will be directly supervised by [Title, Name of supervisor]. This offer is contingent on the completion of the following tasks:

Passing a job skills test with flying colors
passing a background check and a drug test
Obtaining ___ certification and ___ licensure
Obtaining a security clearance of level ___
Providing proof of legal authorization to work in the United States
Reference checks that are satisfactory and employment history verification
Confirmation of academic credentials
Passing a physical examination designed to assess one’s ability to perform work functions

This letter does not imply that you will be hired. With written notice, the offer can be withdrawn at any time and the selection process can be halted for any reason. If you do not return your employment eligibility documentation for the I-9 form within three business days of your first day at the company, you will be fired in accordance with the Immigration Reform and Control Act.

Your responsibilities as a conditional employee will be as follows:

[List job responsibilities]

You can begin orientation with the HR team once you accept the offer. At this point, you can go over all of the employee benefits in detail, tour the company, and meet your new coworkers. During the orientation, all new hire paperwork will be completed.

Accept our offer and send a signed copy to [insert email address or fax number] by [insert deadline]. If you have any questions, please contact me or [Title, Name]. Thank you once more for your prompt attention to the requirements outlined in this offer. We are excited to have you on our team.

Sincerely,

[Name]

[Title]

Sample 2: Conditional Offer Letter Example

Here’s an example of a conditional offer letter that you can personalize to fit with your requirements.

April 05, 2021

Sheila Marquez

Main Street 123

NY 00501, Manhattan

Dear Ms. Sheila,

Congratulations on moving on to the next stage of the hiring process. Infinity Dreams is pleased to offer you the position of graphic designer, which will begin on April 15, 2021. Michelle Deravo, our HR Director, will be your boss. This is a full-time position with a starting salary of $8.29 per hour and biweekly pay. The compensation package, which may change depending on the plan and policy, also includes:

Access to the company’s health insurance marketplace, which includes dental coverage and a flexible spending account
Eligibility for benefits, such as life insurance and disability coverage for short- or long-term disabilities or long-term care needs (waiting periods may apply)
401(k) with matching employer contributions up to [insert amount] per year
Obtaining paid time off (PTO) and company-sponsored vacations

We would like to extend you an employment offer subject to the completion of the requirements listed below. Your initial employment will include a 90-day probationary period during which you will not be able to perform with low productivity and will be directly supervised by Katherine Oman, Operation Manager. This offer is contingent on the completion of the following tasks:

Passing a job skills test with flying colors
Passing a background check and a drug test
Obtaining certification and licensure
Getting a level of security clearance
Providing proof of legal authorization to work in the United States
Reference checks that are satisfactory and employment history verification
Confirmation of academic credentials
Passing a physical examination designed to assess one’s ability to perform work functions

Your job duties as a conditional employee will be as follows:

Create and design a variety of print and digital collateral materials.
Ensure that projects are completed on time and with high quality.
Establish the company’s creative direction as well as brand guidelines.
Prioritize and manage multiple projects while adhering to design specifications and budget constraints.
Perform image retouching and manipulation
Use a variety of media and graphic design software.

Please accept our offer and return a signed copy to me by April 7, 2021 at 143-789-0023 or aliceanderson@email.com. If you have any questions, please contact me or Regina Lopez, Assistant Manager. Thank you once more for your prompt attention to the requirements outlined in this offer. We are excited to have you on our team.