Finding the ideal hire is difficult. Most of the time, you must review a large number of resumes and interview a large number of candidates before making a decision. After all of this effort, it’s time to send your full-time job offer letter – and you realize that this is just as important as any other hiring stage because you need to make your job offer stand out in order to attract the best candidate.
We will go over everything you need to know about a full-time offer letter in this article. We will also provide a sample and template to serve as a guide throughout the writing process.
What is a Full-Time Job?
In short, a full-time job usually refers to a set work week of eight-hour days and forty-hour weeks, though this can vary depending on the industry and nature of the position. The assumption also includes a five-day workweek, though this varies by profession.
What is a Full-Time Offer Letter?
When a hiring team finds the ideal candidate, it usually contacts them to inform them of its decision and to extend a full-time job offer. When a job offer is made verbally, the hiring manager contacts the chosen candidate and informs them that they have accepted the position. The candidate may also receive the offer via email or in writing, depending on the company’s policy and hiring process. A full-time offer made to a candidate, whether by phone or email, must be followed by a formal job offer letter in which the details of the employment offer are confirmed.
What to Include in a Full-Time Offer Letter?
A full-time offer letter should include the following:
- Job title
- Detailed job description
- Beginning date
- Working hours
- Structure of reporting
- Salary (Compensation Bonus or Commission)
- Paid vacation
- Employee advantages
- Policies on privacy
- Conditions for termination
How to Write a Full-Time Offer Letter
To captivate the candidate’s interest, follow these steps to write an engaging full-time job offer letter.
- Format the letter
To make an official job offer to a candidate, use a formal business letter format. A formal letter usually includes the date as well as the sender’s and recipient’s contact information. Under the date, include the name of the person sending the letter, such as the hiring manager, as well as the contact information for the company. Then, write the applicant’s first and last name, as well as their address.
- Create 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 title of the position you’re offering to the employee, though this paragraph may be more formal or casual depending on your company’s culture.
- Include job details
Provide information about the position in the body of the letter so that the candidate can review all relevant information. An 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 position in detail. Describe the position’s salary and how frequently the company pays employees, such as on a monthly basis. You can also include information about the benefits that the candidate will receive if they are hired for this position, such as health insurance or paid time off. You can attach documents that explain the company’s benefits in greater detail, such as an insurance file, to keep the letter brief.
- Explain the next steps
Finally, congratulate the candidate once more and explain what’s next in the process. For example, your company may require candidates to sign and return the offer letter in order to officially accept the position. Provide an email address or phone number where the candidate can reach you if they have any questions about the job offer. You can also give the candidate a deadline to accept the position, which is usually a couple of days after the offer date.
- 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. 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.
Tips in Writing a Full-Time Offer Letter
Here are some tips in writing a full-time offer letter:
- Extend an initial offer: Before sending an official letter, make an initial offer to the candidate. After determining whether or not to make an offer, contact the candidate to inform them of your decision. A phone call can help you connect with the candidate on a more personal level, which may encourage them to accept the offer.
- Respond to their inquiries: In the offer letter, address the most common questions a candidate may have about the position, such as the compensation package, to assist them in making their decision. Make certain that these details are included in the body of the letter. Check with your company’s human resources department to see if they have a standard template for offer letters so you can ensure you’re providing the correct information.
- Express enthusiasm: When making a job offer to a candidate, it is essential to express enthusiasm so that they understand you truly desire them to work for the company. Include details about why the hiring team chose the candidate for the position in the offer letter.
- Notify other candidates: Once your preferred candidate has officially accepted the job offer, notify the remaining finalists that the position has been filled. Thank the other finalists for their participation in the application process. Encourage qualified candidates to apply for other open positions with the company in the future if you had several qualified candidates.
Sample and Template
Here’s a sample and template of a full-time offer letter that you can use as your guide.
Sample 1: Full-Time Offer Letter Template
We provide a downloadable template of a full-time offer letter that you can use to entice a candidate’s interest.
[MM/DD/YYYY]
Dear [Candidate name],
We are pleased to offer you a full-time position of [job title] at [company name], starting on [start date], subject to [background check, I-9 form, and so on]. You will be reporting directly to [manager/supervisor name] at [workplace location]. We believe your credentials and experience are a good fit for our company.
In this role, you will be expected to [briefly describe relevant job duties and responsibilities].
This position’s annual starting salary is [dollar amount], payable [monthly, semi-monthly, weekly, etc.] by [direct deposit, check, etc.] beginning on [first pay period]. We are offering you [discuss stock options, bonuses, commission structures, etc. — if applicable] in addition to this starting salary.
Your employment with [Company Name] will be at-will, which means that you and the company can terminate the employment relationship at any time for any reason. This letter does not constitute a contract or a guarantee of employment for a set period of time.
You are also eligible for our benefits program as an employee of [Company Name], which includes [medical insurance, 401(k), vacation time, and other benefits that will be detailed in the [employee handbook, orientation package, and so on].
To confirm your acceptance of this offer, please sign and return this letter by [offer expiration date].
We are overjoyed to have you aboard! Please contact us at any time if you have any questions.
Sincerely,
[Your Signature Here]
[Your Full Name]
[Your Position Title]
Sample 2: Full-Time Offer Letter Sample
Here’s an example of a full-time offer letter.
30/03/2021
Dear Ms. Jane Rafaella,
Tomorrow’s Way is pleased to extend you an employment offer for the position of Graphic Designer. Please go over our standard offer letter and respond as soon as possible.
We are offering you a full-time position as a Graphic Designer in the Tomorrow’s Way corporate office at 501 W. Kennedy Boulevard. Tampa, Florida 33012. You will be reporting to Melissa Ford, VP of Designing. Our position is open from 8 a.m. to 5 p.m. to 6 p.m. Monday, Wednesday, and Friday, as well as at 11 a.m. to 8 p.m. Every Tuesday and Thursday. Your first day of work will be on April 01, 2021.
Our company will pay you $60,000 per year for your services. Beginning on April 15, 2021, you will be paid bimonthly. You are eligible for commission and bonuses as part of your competitive compensation package. The commission rate is 5%, with bonuses of $2,000 per quarter starting after 90 days and applied when your team meets quarterly goals. You will also be eligible to apply for a company health insurance plan, dental plan, 401(k), and 30 hours of paid time off if your offer is accepted.
By signing below, you agree to the terms of this offer.
Sincerely,
Primo Felix
Human Resources Recruiter
555-555-5555
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Key Takeaways
- Make an initial offer to the candidate before sending an official letter. After deciding whether or not to make an offer, contact the candidate to inform them of your decision.
- Address the most prevalent inquiries a candidate may have about the position, such as the salary and benefits offered in the offer letter to help them make a decision. Make sure to include these details in the body of the letter.
- It is crucial to express interest when making a job offer to a candidate so that they understand you genuinely want them to work for the company. In the offer letter, explain why the hiring team selected the candidate for the position.
- Notify the remaining finalists that the position has been filled once your chosen applicant has officially accepted the job offer. Thank you to the other finalists for taking part in the application process.