In the event that a company has decided on a candidate for employment, they will need to find some way to convey the message to that person in the most professional manner possible. Also, they will want to provide as much details as they can in regards to the job.
This means that they will need to come up with a letter that is able to effectively point out all of the details to the lucky chosen candidate. And that’s why this article is going to teach you all that you need to know in order to come up with a joining letter.
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What Is a Joining Letter?
The whole purpose of making this type of letter is so that companies are able to inform chosen candidates about a job offer. Those who are lucky enough to read this will have the option to either accept or reject the company that has provided them with the job opportunity. What make this type of letter so useful is the fact that it contains information in regards to just about everything that needs to be done with the role being offered. So if the candidate has any questions regarding the duties and responsibilities of the job, then he or she can simply go through the letter to find the answers.
How to Create a Joining Letter
Now that you have learned about the purpose of the joining letter, then the next step is to learn how you should go about in making one. Remember that the purpose of the letter is to tell a job candidate that there is an offer waiting for him or her. Meaning that you have to make sure that all of the information that he or she will need to make a choice is within the letter. Do that, and you should expect a response as soon as possible.
With that being said, here are the steps that will allow you to come up with a proper joining letter:
Start With the Candidate’s Basic Information
From the very moment that you start, you have to gather all of the details pertaining to the candidate’s basic information. You’ll want the letter to be sent to the right person, and the only way that’s going to happen is if you make sure that the letter has the following:
- The candidate’s name – This should be obvious as you will want to make sure that the letter gets into the hands of the right person. All you have to do here is to make sure that you include the first name, last name, and middle initial. That way, it will be easy to identify exactly who the chosen candidate is. When doing this, be sure to check the name’s spelling or any errors as even the simplest of mistakes can lead to problems.
- The candidate’s address – You’re going to have to write this down if you want to make sure that the letter actually arrives at the candidate’s hands (assuming that you’re sending him a physical letter). Just make sure that you include the complete address. That should include the name of the street, block number, etc. If you’re going to send the letter via email, then be sure to learn about the candidate’s email address. Be sure that it’s one that he or she is currently using and is still active.
The Basic Information of the Company
Once you have managed to provide thee basic information of the candidate, the next is that you will have to provide the basic information of the company that wishes to hire the candidate. The reason as to why this is needed is simply because the receiver of this type of letter will want to know exactly who is offering him or her the job.
So much like when writing down the basic information of the chosen candidate, it is here where you will need to include the company’s full name and its address. Both pieces of information will need to be verified by the receive to ensure that the letter received actually came from the expected source.
The Date In Which the Letter Was Sent
When you’re done providing the basic information of both the company and the candidate, then next is that you need to write down the date in which the letter was made and sent. This is for the sole purpose of keeping track of when the letter was sent and it can help in the event that one need would like to show proof in regards to the date the letter was received.
So when writing down this information, you have to make sure that you use the proper format. This means that you need to go with one that you know that the receiver is familiar with. Just don’t forget to include the month, day, and year to guarantee that readers know exactly when the letter was sent by the company.
Details Regarding the Job
This is the part of the letter where you will be providing all of the details regarding the job that you wish to offer to the chosen candidate. It’s clear that the candidate must learn all that there is to know in regards to what the particular role entails before making the decision as to whether or not to accept it.
So be sure that you are able to include the following:
The Position Title
Right from the very start, you have to point out the title of the role that is being offered to the candidate. This is so that he or she may have an idea as to what duties and responsibilities will need to be fulfilled. Also, the candidate may use this information to check as to whether or not the details provided in the letter are ones that are meant for the role.
What you’re going to have to do is to know the exact title that you’re going to have to write down. Make sure that you don’t make any mistakes or leave out any parts of the title as that can only lead to confusion or misinformation.
The Type of Employment
Once you’re done writing down the position title, then the next step is for you to point out the type of employment being offered. You should know that there are at least three types: part-time, full time, and temporary employment. Those who are offered full time employment are ones where they receive the regular benefits and working hours as expected from an employee. Those who are offered part-time still have benefits, but much less than full time employees due to the fact that they only have to provide half of the amount of the standard working hours. And lastly, those who are offered temporary positions will have only a limited time with the company, which also means that they have less benefits than standard employees.
The reason as to why this has to be pointed out is because candidates will want to know if he or she is being offered that type of employment that he or she applied for. The company in charge of providing the letter must be able to immediately point as to whether or not this is so as there are times where the candidate will not be offered the type of employment that he or she expects.
Details Regarding Compensation
This is the section of the letter that the candidate’s eyes will most likely be darting towards first when going through the details of the position. This is where you will provide all of the information about how the company plans on compensating the candidate for the services provided should he or she accept the job offer.
So what you’ll want to do here is to point out the amount of the position’s annual salary. Then you proceed to provide the base play of the position. When writing down these numbers, be sure that there aren’t any miscalculations or errors as you’re dong so. If you’re not entirely sure as to how much the position is supposed to make, then all you have to do is some research by going through the internet or seeing how much your competition is paying for the exact same role.
Next is that you must write down the payment schedule. Is the company going to be pay on a weekly basis? Bi-weekly? Monthly? Just be sure to point it out. Also, you need to share the exact dates as to when the candidate can expect the salary. For example, you can state that the candidate will be able to receive his/her salary on the 15th and 30th of every month.
The Benefits That Come With the Position Being Offered
Aside from the salary that one can earn from a position being offered, the candidate will also want to know about the other benefits that he or she may gain. When writing down these benefits, you want to make it clear as to what exactly the candidate will be entitled to should he or she choose to accept. This is one of the best ways to get candidates to accept the offer as the more there is to gain from working with the company, the better the offer sounds.
Here are a few examples of the basic benefits of just about any employee:
- Health benefits
- Dental benefits
- Holiday and sick leaves
- Insurance (depends on the type offered by the company)
Take note that there are still a ton of other benefits that a company can provide its employees. You can simply learn more by going online and see which ones you would like to provide to your soon-to-be employee.
The Date In Which the Candidate Would Start Should He or She Choose to Accept
Whether or not the candidate has already accepted the offer, you need to point out the starting date. This is to ensure that no time is wasted and that work will start immediately once the candidate has been employed. Just make sure that there is good amount of grace period between when the candidate has to make the decision and when the candidate should start working should he/she choose to accept the offer.
What you’re going to have to do is ensure that you include the complete date. Just be sure that you make use of the proper format and include the month, day, and year so that there won’t be any issues regarding when the candidate is expected to start upon accepting the job.
The Work Schedule
If the candidate is going to accept the offer, then he or she will want to know the work schedule. No matter what position or what type of employment the company is offering, it’s important to share the details about when works starts. This is to ensure that employees are able to fulfill all of their tasks as well as their duties and responsibilities for every single working day.
So it’s here where you will need to decide how many days a week the role must work. Firs is that you must know about the type of employment that you want to offer to the candidate. From there, you should be able to figure out exactly how many days a week he or she must provide work for the company.
Then you must figure out the number of hours that the employee must provide. Again, this will depend on the type of employment as part-timers will only have to work half the amount of hours compared to full timers. Point out the time wherein an employee has to be in the office and start doing work and the time where his/her shift ends.
The Work Location
When the candidate receives the work schedule, then he or she would also like to know about the location as to where he or she is going to be working. From here, you’re going to want to provide the location as to where the business is situated in. Point out the exact address that the employee must go to for his/her first day of work.
Also, you need to point out the department that he or she will be working for. So include details such as the floor or even the room number where the soon-to-be employee will be working in.
Who the Candidate Should Report To
Should the candidate choose to accept, then it’s important to know who he or she will need to report to. This means that there is an authority figure in the workplace that will be managing the candidate’s performance on the job. Also, knowing who this person is will be helpful in the even that the candidate has any questions regarding the role or anything business-related.
Just make sure to include this person’s complete name and position title so that it will be easy for the candidate to identify who this person is.
The Offer Expiration Date
It should be noted that the offer won’t be up forever. There has to be a limited amount of time that the company will provide the candidate for him or her to respond to the job offer. The amount of time that has been used to wait could have been used on more important matters, meaning that you will need to ensure that the candidate know when he or she is expected to reply.
So it’s here that you will be pointing out the number of days that the candidate has to respond. Should he or she go beyond the expected date, then it’s important to include a statement that the offer will be given to someone else. That is to create a sense of urgency to ensure that the candidate responds in a timely manner.
Place the Signature of the Person Representing the Company
The last step is for you to provide your signature. Since you’re the person that’s making the letter, then it’s clear that you are the one that’s representing the company and the one responsible for sending the offer to the employee. This is for the candidate to verify if the name of the person and the signature is that of someone who works for the company that he or she is expecting the letter from. So all you have to do here is to provide your complete name at the bottom, along with your job title and your signature. This is a very simple thing to do and one that you should never forget.
In the event that you would like to learn about the other types of letters that you could possibly create, then all you have to do is to go through our site. It has many different articles that you can choose from, all of which should have the information that you may very well need. Just be sure that you are able to read the ones that you have chosen thoroughly as that’s the only way for you to make the most out of what they have to offer.