An offer letter is a formal document which is provided by a company to a candidate that they have already interviewed. It informs that candidate that they have been accepted to work in the company. The offer letter to a candidate usually identifies the designation, the salary rate, the benefits, and the set of rules and regulations that the candidate should follow.
But it doesn’t mean that when a candidate is being offered a job, they have the obligation accept it. What if there was another offering from a different company with a higher salary rate or more benefits? The candidate may decline an offer in a formal manner. They will always have the right to choose whether to accept or decline a job offer.
For samples on job offer letters exclusively in the Word format, check out our collection of Offer Letter Templates in Doc.
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What Is Included in a Job Offer Letter?
- Name and Address of Recipient. You should indicate the full name of the candidate you are sending this letter to including their complete home/mailing address.
- Relevant Dates. You should indicate the date you are writing the letter and the date that the offer will expire if no response is received from the candidate. Another date that should be included is the date that the candidate is expected to start working in your company.
- Position/Designation. Mention the job being offered and specify whether this is a full-time or a part-time job. You may also identify the tasks and responsibilities here.
- Compensation and Bonuses. State here how much the candidate will be earning in a day, month, or year. Then explain the bonuses that the candidate my receive based on their performance.
- Frequency and Method of Pay. Explain how often they will get paid, the specific dates of payment, and the method of how they will receive their payment.
- Benefits. Specify the benefits that the candidate may enjoy once employed in your company. This includes the vacation and sick leaves.
- Signature. This is where the candidate marks their signature to seal the deal.
Check out more letter templates with our collection of Offer Letter Templates.
How Can You Make Your Job Offer Letter More Appealing to the Applicant?
- Express warmness and an inviting sense to the letter to make the candidate feel welcomed upon reading your offer letter.
- Further, make the candidate feel welcomed by expressing excitement on your side, as the employer, to have someone new joining your company.
- State the company’s goal of growing as well as how you can help the company grow in their career.
- Make the candidate excited by stating how they would fit into the company’s plans for the future while having them contribute to the company’s growth.
- Keep the candidate feel that your company wants and needs them to work for you.
Also check out even more letter templates with out collection of Business Offer Letter for more resources on offer letters.
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How Should You Respond to a Job Offer Letter?
Whether or not you will be accepting the job offer, you should always respond to it out of courtesy and respect.
Accepting the Offer
First and foremost, you should always thank the employer for the offer. You may respond right away or you may also take a short period of time to think about the offer before accepting, just make sure you can make a decision before the offer expires. Once you are fully decided, you can then formally inform the employer that you accept the job offer.
Declining the Offer
If the candidate feels that they are not really perfect for the job, or the terms offered are below what they expected and they are being given a higher offer in a different company, the candidate can also refuse to accept the offer. In a professional and polite manner, the candidate should briefly explain why they are not accepting the job offer.
For even more offer letter samples, also check out our collection of Sample Offer Letters and Internship Offer Letter Templates.
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When to Use a Job Offer Letter?
A job offer letter is used by an employer when they have finally selected a candidate from among all those who tried applying for the same position. A job offer letter is sent to the candidate to inform them that after passing a series of examinations and interviews, they are now qualified to work in the company but only if the candidate accepts the offer.
For more letter templates, check our our collection of Simple Offer Letter Templates and Formal Offer Letter Templates.
What Are the Benefits of Using Job Offer Letters?
The benefits of job offer letters is to formally notify a candidate regarding their application status, and that they have met the standards of the company. Job offer letters provide the candidate with clear instructions with the pre-employment process and what to do on the first day of work.
Clarifying all these things for the candidate before they start working saves the company from legal issues if ever problems may occur along the way.
For even more letter templates, also check out our collection of Company Offer Letter Templates and Promotion Offer Letter Templates.
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What Are the Types of Job Offers?
There are two main types of job offers: by letter or by email.
Written Job Offer
This is the most commonly used form of job offer. The employer prints a copy of the job offer and sends it to the candidate that is being offered the job. This form of job offer should follow the standard business format, and should also contain the signature of the employer or a representative of the company. Some companies also give this to the candidate in a different manner. They call the candidate beforehand and ask them to come to the office where the job offer will be given to the candidate personally.
Email Job Offer
An email job offer is one that is sent to the candidate via electronic mail. This type of job offer usually doesn’t contain a signature unless the employer already has their signature saved on to their computer. This type of letter travels faster than the written one, and is also easy to organize.
Before you leave, don’t forget to check out our collection of Employment Offer Letter and Job Offer Acceptance Letters.