Now that you’ve found the right applicant to join your team and they’ve accepted your job offer, it’s time to send a job offer letter. A standard offer letter, which is more formal than a verbal job offer, includes specific details about the role and company, and it commonly requests that the applicant return the signed contract of employment upon acceptance.
Details on how to create an engaging and useful standard offer letter that clearly clarifies the entire package being offered will be provided below, giving your ideal candidate the certainty to accept the job offer. There is also a customizable standard offer letter sample to get you started quickly.
What is a Standard Offer Letter?
The standard offer letter is typically sent prior to any contingencies, such as reference checks, but prior to signing the official employment contract. The offer letter serves as a formal offer of the job position to the applicant and includes summaries of the main terms, conditions of the offer, details about the role and company, and any other information that will assist the candidate in deciding whether or not to accept the job offer. It can also be used as a starting point for negotiations.
What is Included in a Standard Offer Letter?
A standard job offer letter can be customized to your preferred level of formality as well as the amount of detail your company wishes to include. Use your company’s official letterhead for a polished look. You can organize your job offer letter however you want, but keep the following information in mind:
- The job title: What your job title will be at this company.
- Job description: A description of your overall goals, as well as your daily tasks.
- Salary: The amount you can expect to earn per year. Any bonuses or commissions associated with the job should also be included.
- Work schedule: The number of hours you are expected to work per week. Your expected start date, which was most likely discussed during the hiring process, should also be included in the job offer letter.
- Time off: Aside from your schedule, the job offer letter should include information about paid time off. This letter will detail how many paid vacation and sick days you will receive each year, as well as when you will begin receiving them.
- Benefits package: The majority of full-time jobs include a benefits package. Your letter will most likely include details about this package, such as healthcare and retirement benefits.
- Reporting structure: The reporting structure, which was also discussed during the interview process, is frequently included in job offer letters. The reporting structure will specify who you will report to and who will report to you.
- Conditions of termination: Finally, the job offer letter may specify the circumstances that would lead to your dismissal. This is another thing to have in writing in case there is a disagreement in the future.
How to Write a Standard Offer Letter
Keep reading to learn more about the guidelines in writing a standard offer letter:
- Extend a verbal offer
You should speak with the candidate and make a verbal offer before writing a standard offer letter. Human resources professionals frequently fulfill this task by calling the candidate and presenting offer information over the phone to gain buy-in. Create a standard offer letter after the candidate has indicated a tentative verbal acceptance or willingness to negotiate.
- Include a descriptive subject line
include a brief but descriptive subject line to ensure your message is noticed in sending a standard offer letter . Make it as simple as possible so the candidate will recognize what they are about to open merely by glancing at the subject.
- Select an appropriate salutation
For formal standard offer letters, you may use a salutation like “Dear” and a title indicator like “Mr.,” “Mrs.,” “Ms.” or “Dr.” For informal acceptance letters, simply use either the candidate’s first and last name. Consider your company’s brand voice when deciding which is best for your human resource department.
- Ensure that your body paragraphs are clear and concise
In most cases, a standard offer letter needs three or more paragraphs to include the necessary information to provide to the candidate though there is no specific formula for how many paragraphs your letter should have.
- End with a strong closing statement
In this part, you should tell the candidate that by signing the offer letter they are also accepting the offer. Make sure that it is direct and concise to finish with a strong closing sentence.
- Include a persuading and supporting information
Include any additional information that will assist candidates in making an acceptance decision. You should also consider details such as company policies, benefit information, contracts, and any other documents that you believe will persuade a candidate to choose a position with your company.
- You may send it as an email attachment
Nowadays, the most common method of sending a standard offer letter is as an email attachment. Include your offer letter and attachments in a brief email outlining the company’s intentions for the candidate.
Various Types of Standard Offer Letters
The following are a few kinds of standard offer letters that can be used in various situations:
A full-time job offer letter typically indicates a set work week, typically with 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 can vary depending on the profession.
A part-time job offer letter is appropriate for those who do not want or require the effort and/or time commitment that a full-time job requires.
A permanent offer letter describes an employment relationship in which an individual works for an employer and is paid directly by them. This type of employment arrangement has no set end date. A permanent employee can work part-time or full-time.
A fixed-term offer letter is a contract in which a business or organization hires an employee for a set period of time. In most cases, it is for a year, but it can be renewed after the term expires if necessary. The employee is not on the company’s payroll when working on a fixed-term contract.
An at-will offer letter protects both the employee and the employer by granting them no-fault freedom to part ways if they are not a good working match.
Sample and Template
We provide a sample and template to assist you in creating a standard offer letter that you can customize based on your needs.
Sample 1: Standard Offer Letter Template
Here’s a template of a standard offer letter.
[MM/DD/YYYY]
Dear [Candidate name],
We are delighted to offer you the position of [job title] at [company name] with a start date of [start date], subject to [background check, I-9 form, and so on]. At [workplace location], you will report directly to [manager/supervisor name]. We believe your qualifications and experience are a good fit for our organization.
You will be expected to [briefly mention relevant job duties and responsibilities] in this role.
The annual starting salary for this position is [dollar amount], payable on a [monthly, semi-monthly, weekly, etc.] basis by [direct deposit, check, etc.], beginning on [first pay period]. In addition to this starting salary, we’re offering you [discuss stock options, bonuses, commission structures, etc. — if applicable].
Your employment with [Company Name] will be on an at-will basis, which means that you and the company can end the employment relationship at any time for any reason. This letter is not a contract or a guarantee of employment for a specific period of time.
As an employee of [Company Name], you are also eligible for our benefits program, which includes [medical insurance, 401(k), vacation time, and other benefits that will be detailed in the [employee handbook, orientation package, and so on].
Please sign and return this letter by [offer expiration date] to confirm your acceptance of this offer.
We are thrilled to have you on board! If you have any questions, please contact us at any time.
Sincerely,
[Your Signature Here]
[Your Full Name]
[Your Position Title]
Sample 2: Standard Offer Letter Example
Here’s an example of a standard offer letter that you can utilize as your guide.
04/01/2020
Dear Ms. Gianna Briones,
Henrikson Enterprises is pleased to extend you an employment offer for the position of Staffing Assistant. Please go over our standard offer letter and respond as soon as possible.
We are offering you a full-time position as a Staffing Assistant in the Henrikson Enterprises corporate office at 501 W. Kennedy Boulevard. Tampa, Florida 33012. You will be reporting to Arnold Genn, VP of Staffing. Our position is open from 9 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 15, 2020.
Henrikson Enterprises will pay you $60,000 per year for your services. Beginning on April 30, 2020, 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 indicate your acceptance of the terms of this offer.
Sincerely,
Jack Anderson
Human Resources Recruiter
(043) 089 3342
You May Also Be Interested In:
- Conditional Offer Letter
- Internship Offer Letter
- Executive Offer Letter
- Contract Offer Letter
- Academic Offer Letter
Key Takeaways
- The standard offer letter is usually sent prior to any contingencies, such as reference checks, but before signing the official employment contract.
- Before writing an offer letter, make a verbal offer to the candidate.
- Make sure your body paragraphs are clear and concise, and that they contain all pertinent information.
- Signing the letter indicates that the candidate has accepted the job offer. Finish with a strong, direct, and concise closing sentence.
- Consider including company guidelines, benefit information, contracts, and any other documents that you believe might convince a candidate to choose a position with your company as an email attachment.
- Make sure that you include your offer letter and attachments in a brief message to the candidate outlining the company’s plans.