If you’re a person who is in charge of the hiring committee within a company, then most likely you’ve encountered those candidates who may have surpassed all of the others in terms of qualification and would like to have that person on board immediately. The problem is that you’ll need to come up with some sort of way which will allow you to do that. You may also like offer letter templates.
This is where coming up with an employee contract offer letter will come in really handy. With it, you’re basically telling the candidate that he/she already has the job should he/she wish to take it. This article is going to focus on how you will go about in making such a letter.
Business Employment Contract Offer Letter
Employment Contract/Job Offer Letter
Letter Confirmation of Contract Offer
How to Create an Employee Contract Offer Letter
If you’re already gone through all of the screening processes and you’ve narrowed it all down to a single individual who that can fulfill the needs of a particular role, then the next thing that you’ll have to do is to make the offer letter. You have to make sure that the letter contains everything that the candidate would need to know regarding the position. So here are the things that you’re going to have to do:
1. Write Down the Candidate’s Name and Proper Greeting
First, you have to point out the candidate of who you want to offer the employee contract to by writing down his/her name. You then have to make sure that you write down the candidate’s complete name without any sort of mistake. Because let’s say that you do end up spelling the name differently or you’ve written down the wrong name within the letter. Not only will this embarrass your company and make you look unprofessional, but may just end up giving the contract offer to someone other than the person who you initially intended to send to; thus giving you more problems as you’ll have to rectify the situation. You may also like sample offer letters.
Also, you need to come up with a proper greeting for the letter. The reason for this is because you want to leave a very good impression on the possible soon-to-be employee. So the kind of greeting that you decide to go with will tell the candidate if your company is one that’s either warm and welcoming or formal and possibly even somewhat strict. you may also like offer letter examples.
Just remember that no matter what kind of greeting you decide to give, there always has to be this sense of respect to it.
2. Give the Candidate Basic Information About the Company and the Job
The person receiving the letter is going to need this information in order to confirm that it actually is the company that he or she was applying for and that it’s the employee that he or she wants. So what you’re going to have to do when writing these pieces of information within the letter is give the candidate the complete name of the company, as well as the title of the position that he or she is applying for. You may also like sample offer letter templates.
While you’re giving the candidate information regarding the position, here are the couple of things that you should always put in the letter:
- The date on which the employee will start and end – This is assuming if the candidate were to officially sign a contract with the company. So let’s say that the person you’ve sent the job offer to actually accepts the offer and is willing to work for the company. That would mean that he or she would like to know when he or she can start working. So write down the exact date of when the candidate will start his or her first day. Another thing that you have to consider is the possibility that you’re only hiring people for temporary employment. If that’s the case, then you’re also going to have to put in an end date wherein you will no longer need that person’s services. So just like the start date, be sure that you write down the actual date as to when the candidate’s employment will end.
- The department that the candidate will be reporting to – If you were to acquire the job, then you will want to know the people that you will be working with as well as the person that you will be reporting to. So once you send out the contract offer letter to the candidate, be sure that you give him or her information regarding which department he or she will be situated in. You may even want to provide the name of the department head as this should help the candidate in the event that he or she doesn’t know where to go, what to do, or has basic questions regarding how to tackle all of the new duties and responsibilities. You may also like offer letter templates in pdf.
- The time in which the candidate will report to work – You will need to tell the soon-to-be employee about the time that you expect him or her to report to work if he or she were to accept the employment offer. This way, you can make sure that the candidate will have no excuse in the event that he or she shows up late for work. It’s also a very good way of telling the candidate just how many hours he or she will need to put into the company in order to be compensated properly for whatever work is done. Also, make sure that you put in the time wherein the candidate can clock out of work as they’ll want to know when they’re able to go home at the end of the day. You may also like contract offer letters.
3. The Benefits the Candidate Will Gain by Accepting the Offer
If you were going to be employed at a company, then of the first things that would come into your mind are all of the benefits you would stand to gain. So since you’re the one who will be creating the contract offer letter, you’re going to have to write down all the basic benefits the candidate will gain should he or she decide to accept the offer. You may also like internship offer letter templates.
So here are the benefits you have to make sure are within your offer letter:
- The employee salary – This is obviously the most important benefit that you’re going to have to put into the letter as this is what all of the candidates are going to look for first. They want to see if the type of work, as well as the amount they’ll have to do, is equal or more than the salary that they’re being offered. So on your end, be sure that you’ve done your research and give the candidate a salary that’s reasonable and one that should prompt him or her into accepting, while at the same time ensuring that your company actually has the funds to pay for it. You may also like simple offer letters.
- The number of paid vacation leaves – Of course, candidates will want to know just how much vacation time they’ll be able to get every month to see if they’re able to acquire an adequate amount of time to relax while still being paid for it. So be sure that you write down the exact number of paid vacation leaves that the candidate will have if he or she were to accept the offer as well as how much more will be given during his or her run with the company. You may also like offer letter in doc.
- Insurances and benefits programs – Majority of every company always offers their employees dental and healthcare benefits. This is a good way of showing that the company actually cares about the people that are working for it. So be sure that you write down all of the different benefit programs that your company offers so that the candidate will be able to know firsthand as to what he or she can enroll in once the decision has been made to start working for your small business.
- Other benefits – Now this is the part where you can talk about all of the other positive things that the candidate can gain should he or she decide to work for the company. This can range to anything from free snacks every single day or the employee gaining access to all of the different lounges within your company’s establishment. It doesn’t matter what it may be, so long as it’s something that will benefit your candidate then put it down here. Just make sure that it’s something that would actually push the candidate into wanting to work with the company and not something that may make him or her question as to why you would put it in as a benefit. You may also see job offer letters.
4. Ask the Candidate When You Would Like the Response
You’ll obviously need a timely response from the candidate to ensure that he or she can start on the date that’s written down in the letter (if the candidate accepts the offer that is). So write down the completion date as to when you expect the response so that you should have no troubles in guaranteeing that the candidate knows when he or she is required to send it. You may also like employment offer letters.
Also, put in your contact details or that of another person who’s in charge of hiring in the event that the candidate would like to speak about his or her response personally or has questions regarding the offer.
5. Provide the Signatures
If you want the letter to be official, then you’ll need signatures. First is that you’ll need to provide the signature of the company representative who made the letter and his or her name. Once that’s done, you will need to provide spaces where the candidate can provide his or her name within the letter as well as signature should he or she decide to accept the offer. Don’t forget to leave one more blank space for you to place the date of when the letter was made. You may also see sample job offer letters.
If you would like to learn more information regarding employment contract offer letters or anything related to this topic, then all you have to do is go through our site, find the articles that have the information you need, and utilize whatever information you find to help you and business out. You may also like simple offer letter templates.