How to Write a Job Offer

2 Minute Read
Asking the right questions is key. Here is a look at what you can and can’t say during job interviews.
You did the interviews and found an excellent candidate. Then, you offered them the job in person, over the phone or by email. Now, all you need to do is get the offer in writing so that you can make it official!

A clear, concise formal job offer is important for finalizing the process of hiring a new employee. The job offer should contain employment details, contingencies, and a document for the candidate to sign if they choose to accept the offer. It can help clarify the conditions of the job and is useful for employers and employees to keep on record.

Here’s everything you need to include when writing a job offer, along with some tips for success!

Essential Information to Include in a Job Offer

  • Job Title – Include the full title of their new position at the beginning of the letter, right after the greeting. For example, “We are pleased to offer you the position of Assistant Operations Manager.”
  • Brief Description – In a sentence or two, describe the basic duties of the position. You don’t need to include the full job description, just give an overview of what the position entails. You can also include the department they will be working in and the person they will be reporting to.
  • When They’ll Start – Include the full starting date: day, month, and year. This is one of the most important things to be on the same page about. Plus, it could be useful for your records in the future.
  • Any Contingencies – If a drug test, background check, or reference check is needed, then you will need to clearly state that the offer of employment is dependent upon the results of these tests.
  • Salary and Benefits – Include compensation details: for example, “The starting salary is $60,000 per year” or “The starting wage is $18/hour.” In one or two sentences, you can mention the other benefits, such as medical coverage and paid time off.
  • What They Need to Do Next – At the end of the letter, make sure to include instructions for signing the job offer and making it official. You will want to attach a separate document for them to sign. You may also want to include a welcome package with more detailed information about policies, procedures, salary, and benefits.
  • Your Contact Information – Include your phone, email, address, or other contact information so the candidate can get back to you if they have any questions or concerns with the information in the letter.

Tips for Success in Securing the Right Candidate!

Include the pertinent information, but keep it clear and concise: you don’t need to add a lot of extra details. You can provide access to those extra details elsewhere. It should only take a minute for the candidate to read through the letter.

Be authentic. You can be very formal and direct if you like, or you can use more relaxed language to welcome them to the team. If you have a very casual and fun company culture, that can come across in the letter in the greeting and closing. If you have a formal professional environment, then stick with the professional language while remaining cordial.

Invite them to contact you with questions or concerns. You may want to include something like, “We are excited to welcome you to the team!” or “We look forward to your starting date!”

Know that the candidate may not accept all the terms in the letter. Try to be accurate and state the exact position, start date, and salary that was discussed in the interview. If any aspect of the letter is not what the candidate expected, then they’ll likely make a counter offer or possibly even decline the offer.

If you still need help with the hiring process, including how to write a job offer letter, Hiring Team is here to help!

Karyn Moyer

Karyn Moyer

Karyn Moyer is the Marketing Manager at AgHires. Karyn enjoys learning and discovering new ways to help clients to reach their goals. Hiring Team takes the guesswork and frustration out of the hiring process. Your on-demand Hiring Team will cut down your time spent hiring up to 70%.