Job Offer Letter Template & Sample Library

SmartRecruiters’ job offer letter template is tailored to aid your company’s hiring process. With easy to follow steps on how to write each portion of your job offer letter, our template is the perfect resource for any hiring manager looking to improve the final aspects of hiring a promising job candidate.

What is a formal job offer letter?

After you have found the perfect candidate and presented a verbal job offer, it is time to send out the official job offer letter. This is normally sent out through email before the background check and signing the legitimate employee contract. The offer letter allows the candidate to know the majority of the contingencies of the position and the company to decide if they will accept the offer or not. If the candidate agrees to your offer, they will sign the letter and return it back to the company. It is important to understand that this offer letter is separate from the employee contract and it is not always a legally binding employment agreement. However, It is still a good idea to have a legal professional look over the offer letter before sending it out to a candidate to avoid any legal mishaps.

What does an offer letter comprise of?

An offer letter is comprised of the most important details of the role and company that a candidate considers when accepting a job offer. These include:

• Company address and hiring manager info
• Job title
• Start date and work Schedule
• Compensation and benefits
• Company and employee Policies.

You will want to begin by putting your company logo in the top corner of the letter or using the official letterhead of your company to demonstrate that it is an official document. In the upper left-hand corner, include the date, the candidate’s first and last name, and their address:

• MM/DD/YYYY
• Candidate First and Last Name
• Candidate Address
• City, State, Zip

Letter Introduction- You will want to address the potential employee with the formal greeting of “Dear,” followed by their first and last name. Next you should applaud them for reaching this stage in the hiring process and offer the job with a positive and eye catching line such as  “We are excited to offer you a position at [Company Name]!” You can make this opening line as formal or casual as you like, depending on your company’s culture.

Job Description- The next step is to briefly describe the role that you are offering at you company and the specifics of the position. This should include the formal title of the position, the anticipated start date, full- or part-time status, the office location, their manager/supervisor, and a brief description of the role and its responsibilities. (Source: Indeed)

Job Offer Contingencies- It is important to note any contingencies that may depend on the potential employee formally receiving the job such as filling out important documentation or passing a drug test.

Compensation Offer- The most important part for most employees will be the section focused on compensation. It is here where the compensation package must be clearly and accurately explained. Include specific details about how much the candidate will be making on an annual or hourly basis, how often they will get paid, and the available payment methods. You can also touch on equity, bonuses, commission structures if applicable to the role. (Source: Indeed)

At-will Statement- To prevent any contractual obligations make sure to include an at-will statement that will allow the employee or the company to terminate the employment at any point or any time for any reason. This would be the best time to get legal consultation so that the wording is accurate.

 

Job Benefits - Here is your chance to attract the employee to signing the offer letter by listing the benefits they will receive by working at your company. Be brief  because these can be expanded more upon during their on-boarding cycle. Examples include 401K options, insurance plans, and company culture.

 

Offer Expiration Date- When finishing the letter, decide if your company wants to put a deadline on receiving a response. This will put a sense of urgency and importance on the letter. It could also save your company time if the candidate does not decide to sign and give you the opportunity to find other qualified candidates.

Offer Letter Closing - End your offer letter by expressing excitement about welcoming the candidate to the team. Provide contact information in case they have questions, and include a line for the candidate to sign and date the offer if they choose to accept. (Source: Indeed)

Disclaimer - To reduce any confusion, consider including a brief disclaimer to explain that the letter is informational and not a legally binding contract or agreement. Consult a lawyer to avoid using language that carries contractual implications. (Source: Indeed)

Offer Letter Examples

Product Manager Job Offer Letter

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Product Manager at [company name] with a start date of July 15th, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will be required to take full ownership over the product life cycle, understand customer needs through research and market data and own and shape the backlog, roadmap and vision of one cross-functional product team. The starting annual salary for this position is $75,000 to be paid on a semi-monthly basis by direct deposit starting on August 1st, 2019. This salary also includes stock options. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to two weeks vacation time. Other benefits will be described in more detail in the orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Product Designer (UX) Letter Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Product Designer (UX) at [company name] with a start date of July 1st, 2019, contingent upon a background check and completion of the I9 tax form. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will create the UX and service design for our digital products, from scratch to go-live and beyond, you will be a driving force behind our user-centric, hypothesis-driven product development, you bring your extensive in UX design methodology and your creative ideas The starting annual salary for this position is $80,000 to be paid on a monthly basis by direct deposit starting on August 1st, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to three weeks vacation time. Other benefits will be described in more detail in the orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Software Engineer Offer Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Software Engineer at [company name] with a start date of July 15th, 2019, contingent upon a background check and completion of the I9 tax form. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will build and maintain low latency, high performance scalable systems, design, implement, and scale new APIs, aggregation services, and data centric microservices, and solve interesting scaling problems. The starting annual salary for this position is $85,000 to be paid on a weekly basis by direct deposit starting on July 22nd, 2019. This salary also includes stock options. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to four weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Data Analyst Letter Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Data Analyst at [company name] with a start date of July 15th, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will create, maintain, and ensure the integrity of Key Performance Indicators (KPIs) from various sources of data. You will create dashboards and data insights to help propel the business and maintain current reports and queries that support them. The starting annual salary for this position is $60,000 to be paid on a weekly basis by direct deposit starting on July 22nd, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to two weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

CRM Analyst Offer Letter Example

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of CRM Analyst at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will create regular reports for our largest marketing channel and monitor the performance of running marketing campaigns (eg e-mail, SMS, OOH). You will be responsible for monitoring the CRM performance and carrying out complex analyzes. You will identify new KPIs for measuring CRM measures. The starting annual salary for this position is $55,000 to be paid on a monthly basis by direct deposit starting on August  1st, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to three weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Senior Paid Search Analyst Offer Letter Sample

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Senior Paid Search Analyst at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will monitor client sites regularly for technical crawl issues and other relevant errors using a variety of tools and expertise. You will provide insightful analysis and commentary addressing KPI trends and progress, and provide actionable recommendations aimed at addressing gaps in performance as well as building on successful activities. The starting annual salary for this position is $75,000 to be paid on a monthly basis by direct deposit starting on August  1st, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to two weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Content Marketing Associate Offer Letter Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Content Marketing Associate at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will be defining the marketing objectives and strategies for content marketing at [company name]. You will be tasked with defining success, defining KPIs, measuring performance and driving continuous improvement. You will manage social media channels and ensure a consistent pulse of activity. The starting annual salary for this position is $45,000 to be paid on a weekly basis by direct deposit starting on July  8th, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to two weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

People Operations Associate Offer Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of People Operations Associate at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will provide timely, reliable, and responsive support that generates a high level of employee satisfaction and inspires confidence through effective communication, expert knowledge, and efficient escalation to resolve issues. You will also lead the on-boarding of new employees and conduct new employee orientation. The starting annual salary for this position is $60,000 to be paid on a semi-monthly basis by direct deposit starting on July  15th, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to three weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Project Manager Offer Letter

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Project Manager at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will collaborate with Alliances and Customer Success & Account Management to shape and articulate services aimed to realize customer benefits through implementing our product. You will represent the company's values and promote the benefits delivered by our product. You will manage the delivery of services per agreement with our customers and partners whilst being open for changes. You will manage associated resource reservation, planning and mobilization. The starting annual salary for this position is $70,000 to be paid on a semi-monthly basis by direct deposit starting on July  15th, 2019. This salary also includes stock options. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to three weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of  the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.

Financial Analyst Job Offer Template

Candidate First and Last Name Candidate Address City, State, Zip Dear [Candidate Name], We are pleased to offer you the full-time position of Financial Analyst at [company name] with a start date of July 1st, 2019, contingent upon a background check. [manager/supervisor name] at [workplace location] will be your primary contact and manager on site. It is in our opinion that your abilities and experience will be the perfect fit for our company. In this role, you will work directly with business leaders to identify opportunities and drive process improvements. You will lead short-term and long-term financial planning, coordinate and support the month-end close process and present financial summaries and business insights to senior management. You will develop  scalable and efficient financial processes that support the business The starting annual salary for this position is $60,000 to be paid on a semi-monthly basis by direct deposit starting on July  15th, 2019. Your employment with [company name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time. (Source: Indeed) As an employee of [company name], you are also eligible for our benefits program, which includes medical insurance, 401(k), and up to two weeks vacation time. Other benefits will be described in more detail in the employee handbook and orientation package. By signing and returning this letter you will confirm your acceptance of the offer. Please respond no later than July 1st, 2019. We look forward to having you on our team! If you have any questions, please feel free to reach out at your earliest convenience.