It is difficult to find the perfect candidate for an open job position. Before making a decision, you must usually review a large number of resumes and interview a large number of candidates. After all of your hard work, it’s finally time to send your offer letter. So, how do you close the deal and hire the best candidate for your company? This is where the job offer letter comes in.
In this article, we will go over everything you need to know about a permanent offer letter. As an employer, this can help you create a professional offer letter.
What is a Permanent Job/Employment?
A permanent employment relationship is one in which an individual works for and is paid directly by an employer. There is no set end date for this type of employment arrangement. A permanent employee can work part-time or full-time, as defined by the Bureau of Labor Statistics as 35 or more hours per week. Permanent employees frequently receive benefit packages from their employers, though those benefits may differ depending on whether they work full-time or part-time.
What is a Permanent Offer Letter?
When a hiring team finds the perfect candidate for a permanent job, they usually contact them to inform them of their decision and to extend a job offer. When a job offer is made verbally, the hiring manager contacts the selected candidate to let them know they have agreed to the position. Depending on the company’s policy and hiring process, the candidate may also receive the offer via email or in writing. This letter is made to a candidate, whether by phone or email, and must be accompanied by a formal job offer letter that confirms the employment details.
Here are the reasons why a permanent offer letter is important:
- It formally extends a job offer to a job candidate, provides the main terms and conditions of the offer, and offers information about the role and company to help the candidate decide whether or not to accept the offer.
- It explains the terms of employment, any benefits, and compensation information in detail.
- It aids in the avoidance of future misunderstandings and ensures your compliance.
- The offer letter gives you the opportunity to itemize every detail of the offer, outline job responsibilities, and highlight relevant company information.
What to Include in a Permanent Offer Letter?
When writing a permanent offer letter for a candidate, include the following information:
- The job title: The title of your position at the company.
- Job description: A summary of your overall objectives as well as your daily responsibilities.
- Salary: The annual income you can expect to earn. Any job-related bonuses or commissions should be included.
- Work schedule: the number of hours per week that you are expected to work. The job offer letter should include your expected start date, which was most likely mentioned during the recruitment procedure.
- Time off: In addition to your schedule, the job offer letter should include details about paid time off. This letter will explain how many paid vacation and sick days you will get each year, as well as when you will start getting them.
- Benefits package: A benefits package is provided by the majority of full-time jobs. Your letter will almost certainly contain information about this package, such as healthcare and retirement benefits.
How to Write a Permanent Offer Letter
Here are the steps to craft a permanent offer letter that you can use to write an engaging offer letter:
- Begin with the basics of the position being offered
Begin your letter by informing the person who will receive it of the job title and primary responsibilities you’re offering them. You could also include the department or manager with whom the individual will be working.
- Mention pay in hourly, weekly, or monthly levels
After you’ve given the applicant the fundamentals of the position, tell them how much your company will be paying them for their efforts. Even if they are paid on an annual basis, avoid mentioning it as such in your offer letter, as this may indicate that you plan on employing them for at least a year.
- Highlight health insurance, bonuses and other benefits that they may receive
Inform your potential new employee about the benefits your company offers, such as health insurance, dental insurance, and retirement plans, in the following section of your letter. In the offer letter, you don’t have to go into detail about the plans. You can, however, tell the prospective fresh hire when and how they can find out more about these plans.
- Include legal requirements or any contingencies
An offer letter wouldn’t be sent out until any prerequisites were met, such as a drug test or background check. If the results aren’t in yet, you’ll still need to inform your potential fresh hire that the offer is contingent on a favorable outcome. You should also include any information you need from them, such as license or certification proof.
- Incorporate any other documents that your potential employee might find useful
You may want to give your prospective new hire information outlining your insurance plans or other employee benefits. Employee handbooks and copies of company policies should also be kept on hand.
- Indicate a deadline for the applicant to accept the offer
End your offer letter by telling the potential new hire that if they want to accept the offer, they should sign the letter and return it to you. You don’t want the offer to hang around too long. Usually, a week or two is enough time for the recipient to make a decision. If you need to fill the vacancy quickly, give them less time. You must clarify briefly why the turnaround is so quick.
- Have an attorney review it before sending it out
If you don’t intend for your offer letter to be a contract, make sure it doesn’t contain any language that could be interpreted as such. A lawyer can help you identify possibly illegal language in your letter.
Sample and Template
We provide a sample and template that you can use as your guide during the process of your writing.
Sample 1: Permanent Offer Letter Template
Here’s a downloadable template of a permanent offer letter.
Dear [Recipient’s name],
On behalf of the company, I am pleased to offer you permanent employment as [job title] beginning on [proposed start date]. Please read this document carefully as it contains important details about your expected compensation, benefits, and terms of employment with the company.
During your employment, you will be paid an hourly wage of [insert hourly pay rate]. Your salary will be paid in regular installments in accordance with the company’s standard payroll process, and it will be subject to applicable tax and other withholdings [please specify whether your company pays bi-weekly, weekly, or monthly]. As a non-exempt employee, you will be entitled to overtime pay.
As part of your compensation, we’ll also provide [describe bonus details, commission structure, stock options, and compensation committee rules here if applicable].
You will also be eligible for [list specific benefits, perks, and insurance options if applicable] as an employee of [company name].
[You Full Name]
[Job Position Title]
Sample 2: Permanent offer Letter Example
Here’s an example of a permanent offer letter.
April 3, 2020
Dear Ms. Kelly Amber,
We’ve all been looking forward to meeting you and getting to know you over the last few days. We were impressed by your qualifications and would like to formally offer you the position of Marketing Assistant. This is an open full/part-time position for Monday to Friday, 8 a.m. until 6 p.m. You will report to the department head of the Marketing Department. Please keep in mind that XYZ Company is a permanent employer.
We will pay you an annual gross salary of $70,000 and other incentives. You will also receive benefits as per company policy, such as health and insurance plans, corporate mobile or travel expenses and 7 days of paid vacation per year.
At the start of your employment, you will be asked to sign a contract of employment and other agreements, such as confidentiality, nondisclosure, and noncompete.
We would like to receive your response by April 5, 2020. In the meantime, if you have any questions, please contact me or Ms. Janna via email or phone at 555-555-5555 or firstname.lastname@example.org.
We are all excited to have you on our team.
Human Resource Recruiter
- A permanent employment relationship exists when a person works for and is paid directly by an employer. This type of employment arrangement has no set end date.
- When a hiring team discovers the ideal candidate for a permanent position, they typically contact them to inform them of their decision and to extend a job offer.
- Begin your letter by informing the recipient of the job title and primary responsibilities you’re offering. After you’ve explained the basics of the position to the applicant, tell them that your company will pay them for their work.
- In the following section of your letter, inform your prospective new employee about the benefits your company provides. An offer letter would also not be issued until all prerequisites, such as a drug test or background check, were met.
- Provide information to your prospective new hire about your insurance plans or other employee benefits. End your offer letter by informing the potential new hire that if they accept the offer, they must sign and return the letter to you.