Found the Right Employee? Consider These Steps in Drafting a Fixed-Term Offer Letter

Fixed-Term Offer Letter

Finding a perfect candidate that will fit in a job position is not an easy thing to do. To find the right one, you will need to assess several resumes and conduct interviews with numerous candidates before sending an offer letter. 

But first, we should know that there are several different types of contracts for employment options throughout an employee’s career. The type of contract an employee has may be determined by the employment and length of time in the business. Companies frequently use fixed-term contracts for temporary employees, so learning more about them may be advantageous if you’re the one writing an offer letter. 

Let’s go over everything you need to know about a fixed-term offer letter, including a sample and template. What exactly are you waiting for? Continue reading with me! 

What is a Fixed-Term Employment? 

Fixed-term employment is an agreement to work for a specific time period. This employment is common for seasonal employees or offices that require specific personnel for a short period of time. A fixed-term job can last anywhere from a few weeks for fruit pickers or seasonal workers to a year or more for those covering maternity leave.

What is a Fixed-Term Offer Letter? 

A fixed-term employment offer letter is a written document that provides a person with the opportunity to work for a company for a specific period of time. It is not an employment contract, but rather a means of informing the potential employee about their duties and responsibilities if they accept the job offer.

Furthermore, fixed-term offer letters are frequently used by organizations that need to hire extra workers for specific projects but do not anticipate the need for those workers to be permanent. In contrast to a permanent contract, an employee who was offered employment through a fixed-term employment offer letter can be let go at any time, without a solid reason or prior notice. This gives businesses the flexibility they need to increase their workforce as needed, but also to quickly eliminate when necessary.

When do you get a Fixed-Term Offer Letter?

A company may choose to hire fixed-term workers through a fixed-term employment offer letter for a variety of reasons. Among them are:

  • To assess you as an employee without the need to hire you full-time.
  • To maintain staffing flexibility, allowing them to commit more personnel to a specific project without having to keep them on a full-time basis once the project is completed.
  • To compensate for unexpected workload fluctuations caused by situations such as vacations, sudden departures, maternity and disability leave, or unexpected illnesses of full-time employees.
  • To assist with highly specialized short-term activities that necessitate the use of specially trained personnel. 

What are the Benefits you can Offer for a Candidate? 

Here are the benefits of accepting a fixed-term offer letter: 

  • Less commitment is required

Some candidates may not want a job with a fixed term. For example, students may only want to find summer work while on leave from university. A long-term employment agreement at a summer vacation destination would be ideal.

  • A faster hiring process

Recruiters may attempt to fill these temporary positions as soon as possible, speeding up the hiring process. The interviewing process is accelerated, and job requirements are frequently less advanced. Fixed-term contracts may be ideal for those looking for work quickly. 

  • Gain experience 

Fixed-term positions do not have the same requirements as permanent jobs, which can benefit those with little work experience. For example, if you want to work in marketing, you might find a fixed-term position to assist the marketing team with a specific project, and they might be more willing to hire you if you have little experience. 

  • Build connections 

While most fixed-term employment agreements are only for a set period of time, working in one can help you make valuable connections. A few weeks after your fixed-term contract expires, you may discover that your company has an opening for a permanent position, and they may contact you first to see if you’re interested.

  • More security than casual work

While fixed-term contracts are only for a limited time, they provide more security than casual jobs. Employees cannot terminate fixed-term contracts before their expiration date for no reason under the Fair Work Act. Unlike casual work, the employee can stop offering work at any time.

How to Write a Fixed-Term Offer Letter? 

Consider these steps when drafting a fixed-term offer letter: 

  1. Begin with the company’s logo, current date, and contact information for the candidate

Including the company’s official letterhead, which should include a high-resolution image of its logo, reassures the candidate that the offer is genuine and serious. The date, the candidate’s first and last name, and their full address should all be included in the upper portion of the letter.

  1. Add a formal salutation and congratulate the prospective employee

The best way to greet the letter’s recipient is usually with “Dear,” followed by their first and last name. Following this opening statement, you should congratulate them on their selection for the temporary position and express your excitement about their potential collaboration with the organization.

  1. Indicate the job title and its duration

Following the introduction, communicate the exact job title of the potential employee, mention that it is a temporary position, and include both the start and end dates of the role. Include a sentence stating that either the employer or the employee may terminate the employment contract at any time and for any reason by providing written notice.

  1. Mention any logistical details about the role

The following section of the letter should outline various important details about the nature of the job, such as the exact schedule, the employee’s duties and responsibilities, and to whom they will report. Any information about working hours, work breaks, overtime benefits, and other job-related details should be included here.

  1. Outline the job’s benefits and compensation

You must tell them exactly what the role offers them after clearly explaining the employer’s duties and schedule. This includes base monthly pay, the number of days of paid vacation leave they can take each month, and any other benefits, such as free lunches, discounts when purchasing the company’s goods or services, and anything else that qualifies as a job benefit.

  1. Request a specific time frame for a response

You should end the fixed-term employment offer letter by requesting that the potential employee respond to the invitation by a specific date. You should also include your contact information, as well as an invitation to contact you if there are any questions about the invitation or the position. The conclusion should rekindle your enthusiasm for working with the letter’s recipient.

  1. Sign the letter after concluding with a formal salutation

The closing salutation should be formal. Following that, include your full name, position within the company, and signature.

Sample and Template 

Here’s a sample and template of a fixed-term offer letter that you can use in crafting your own offer letter to a candidate. Take a glance at the following:

Sample 1: Fixed-Term Offer Letter Template 

Use this downloadable template to complete your fixed-term offer letter. 

[Current date]

[Candidate’s full name]

[Candidate’s address]

Dear [Candidate’s name], 

On behalf of our hiring team, I am pleased to inform you that you have been chosen for the position of [position’s name] at our company, [Hiring company’s name]. This is a fixed-term position that begins on [ position’s start date] and ends on [position’s end date]. Given that this is a fixed-term position, both you and the company have the full right to terminate this agreement at any time, without the need for an official reason, via written notice.

Your working hours are [exact working schedule of the position], and you will report to [the name and position of the person to whom the employee must report]. The primary responsibilities of the role are [the work tasks that the employee must complete in order to be successful in the role].

If you accept our offer, you will receive the following compensation and benefits:

[Monthly salary]

[Paid vacation leave per month]

[Other benefits]

We expect to hear from you by [employment offer letter response deadline]. If you have any further questions about our company or this specific position, please contact me at [The sender’s phone number and email address].

Thank you for your interest in working with us, and we look forward to welcoming you aboard.

Regards,

[Signature of the sender]

[Name]

[Position of the sender]

Sample 2: Example of Fixed-Term Offer Letter  

We also provide an example of a fixed-term offer letter to meet your needs in drafting this letter. 

April 15, 2021 

Emily Rodriguez

25 Galveston Ave., Jacksonville, Florida

Dear Ms. Rodriguez, 

On behalf of our hiring team, I am pleased to inform you that you have been chosen for the position of sales representative at Marygold Holdings. This is a fixed-term position that begins on April 20th of this year and ends on January 2nd, 2022. Given that this is a fixed-term position, both you and the company have the full right to terminate this agreement at any time, with or without cause, by providing written notice.

Your working hours are Monday to Friday, beginning at 10 a.m. to 6 p.m., with a half-hour lunch break at any time during those hours. You are also entitled to work overtime, with overtime pay equal to 50% of your regular pay. You would be reporting to Angela Avenda, our Head of Sales. The main responsibilities of the role include assisting customers who want to purchase our products and using specific selling techniques to persuade them that doing business with us is beneficial to them.

If you accept our offer, you will receive the following compensation and benefits:

  • A monthly salary of $2,300 plus a 15% commission on all sales.
  • Two days of paid vacation per month
  • A 40% discount on all of our company’s products, up to $5,000 per month.

We need to hear from you by April 17th. If you have any additional questions about our company or this specific position, please contact me at 904-12345678 or jeffrey.muncher@valkirie.com.

Thank you for your interest in working with us, and we look forward to welcoming you aboard.

Sincerely, 

Jeffrey Muncher

Head of Recruitment 

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Final Thoughts 

  • A fixed-term contract is an agreement to work for a set period of time. This type of job is common for seasonal workers or offices that require specific personnel for a limited time.
  • A fixed-term employment offer letter is a written document that offers a person the chance to work for a company for a set period of time.
  • Fixed-Term Offers allow you to evaluate yourself as an employee without having to hire you full-time.
  • This can also help to keep staffing flexible by allowing them to allocate more personnel to a particular assignment without having to keep them on a full-time basis once the project is completed.
  • It is additionally provided to compensate for unexpected workload fluctuations caused by vacations, sudden departures, maternity and disability leave, or unexpected illnesses of full-time employees.
  • This can also help with extremely specialized short-term activities that require specially trained personnel.