There are only limited job positions that are open for employment for a specific period of time. With the number of applicants that are competitive enough to be considered for an initial assessment, there is a need for applicants to assure that they look their absolute best during interviews. Moreover, they also need to make sure that the documents that they will send to the company are formal and business-like enough as they add up to the professional impression that the screening panel or human resource may create relating to them. Applicants tend to wait for a long period of time for an employment confirmation, especially if they have already answered professional examinations and have undergone business interviews on the company that they truly want to be a part of. These are only a few of the reasons why an offer letter is something that applicants want to be handled to them.
An offer letter is the formal document that companies provide to qualified applicants who they want to hire as employees of the business. Company Offer Letters basically include all the information about the offered employment and can be the persuading factor on why an applicant will choose to be a part of the company who gave the letter. There are different ways that an offer letter may be sent, and there are also a variety of offer letter inclusions, depending on the policies and employment guidelines being followed by the business.
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Inclusions of a Job Offer Letter
Creating a job offer letter does not have to be too complicated. It may include a list of the preview of what the company offers or even just a general discussion of what the job offer is all about. It does not have to be too detailed like a contract which has an elaborate description of the job employment offer. A basic Job Offer Letter includes the following information:
- The date that the job offer letter has been created and/or sent. This is very important as delays may affect the duration of the offer acceptance or rejection. This depends on how the job offer letter will be given to the applicant.
- The name and the address of the business. The inclusion of this information allows the employee to know the company who is offering a job position especially if s/he has applied to a number of businesses for employment.
- The name of the applicant to who the job offer letter is for. This assures the applicant that the letter is for him or her and it also allows the applicant to correct items in terms of name spelling and the titles prefixing the name of the applicant.
- The name of the person who wrote the job offer letter and his or her job position in the company. This information is very essential to be included in the job offer letter as the person who wrote the letter will be the first contact of the applicant regarding any transaction in relation to the job offer letter. It is very usual that any personnel from the Human Resource department will be tasked to send the letter of job offer to the applicant who passed the screening processes.
- The statement of employment offering. The first paragraph of the job offer letter should already contain the information about the job offering of the business. It needs to be straight to the point so that it can fully relay the information of employment needed to be known by the applicant.
- The position title that will be given to the applicant should they accept the job offer. It is very important for an applicant to know the position where they will be hired for. It allows them to be aware of the job functions that they will be tasked to do and the level of the position in the organizational structure.
- The job description of the work position. All the items that are needed to be known by the applicant regarding the general functions that will be assigned to him is important for them to know if their skills, expertise and other competencies match the position. This will let them decide whether to accept the position or not.
- The compensation for the professional position. When sending a job offer letter, it is very essential for companies to create a job offer letter that includes the details of the salary that the applicant may expect to get should s/he be a part of the business as an employee. This helps the applicant to know whether the offer of the company is enough for them to sustain their lifestyle or to provide money for the specific purposes and functions needed to be done by the applicant.
- The benefits that the applicant may get upon regularization. Aside from the salary, the benefits like bonuses and incentives may be added to the job offer letter to create more impact in terms of the offer being given to the applicant. Included in this area are the leave credits for vacations and medical purposes.
- The proposed starting date of the job. In creating a job offer letter, the business needs to give information on when they expect the applicant to report for work.
- The terms and conditions of the job offer. The company needs to provide information about the details of the job offer and how all the items will be implemented. It helps the applicant to get an idea of what s/he is involving him or herself into.
Again, there are items that the company may add or remove from this list as there are variations of job offer letter nature and structure. More so, the discussion that will be included in the items in the list will also vary on the information that the company is allowed to provide to the applicant who they want to hire.
Sending the Job Offer Letter
A job offer letter may be sent through the following procedures and processes:
- It can be given physically by the employer to the applicant through a job offer meeting in the premises of the business. This allows the applicant to personally get the job offer letter and ask for inquiries that s/he may have right away. Some companies allow an applicant to review a job offer letter on site and some let the applicant bring the job offer letter home for them to have more time in reviewing the content of the document.
- Job offer letters may be given to the applicant through an e-mail. Job offer letters sent this way are usually attached to an email message which has already presented a glimpse of the job offer letter. Job offer letters may be sent through an e-mail for the following reasons:
- The location of the applicant is far from the vicinity of the business and s/he has requested the company to just send the offer letter through e-mail.
- It is included in the processes of the business to provide information regarding the job offer letter through e-mail
- Job offer letters may also be discussed over a phone conversation. This allows the applicant to be aware of the job offer through the details being stated by the employer. However, physical documents may still be sent afterwards for formality and for the applicant to affix their signature for receipt acknowledgement. Hence, a job offer letter discussed over phone is merely done for the initial inquiries that an applicant may have regarding the job offer.
Aside from our samples of job offer letter templates, our samples and templates of Counter Offer Letter and Promotion Offer Letters are also available for download.
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Aside from job offers for corporate employment, there are other job offer letters that may be given to entities for different reasons. A few samples of these job offer letters include the internship offer letter and the product offer letter.
Internship Offer Letter
An Internship Offer Letter is the document given to students who are accepted by a business to their internship program. An internship offer letter includes the following details:
- The nature of the internship
- The relation of the internship corporate practices to the academic field where the student is involved
- The date that the internship is set to start
- The entire duration of the internship or the number of hours that the student will spend to render service to the establishment
- The terms of the internship especially if the student will be paid by the company
- The job functions that will be given to the student as an intern
- The department of the business where the intern will be placed
Internship Offer Thank You Letter
Receiving an internship offer letter is something that a student should be thankful for due to the following reasons:
- The company has trusted them to somehow be a part of the operations even they do not have an extensive industry and work experience.
- There are only a few slots for internship that are needed to be filled in various departments of a business in a specific field and being considered as an intern is a great way to get professional experiences even before proper employment.
- The internship can help in starting to build up the career of the student.
- Internships play a vital role in the resume of the student as it will give them an advantage from other fresh graduates if the company where they had their internship is well known and respected in the industry.
A basic internship offer thank-you letter includes these details:
- A message of appreciation from the student for the company who accepted them as an intern.
- The decision of the student to accept the internship.
- The reason why the student is thankful for the internship opportunity given to them.
- Other inquiries and details that may be included in the internship offer thank you letter depending the concerns of the student regarding the internship offer.
Product Offer Letter
Product offer letters are the offer letters that are given by businesses to its clients. A product offer letter may be given for the following reasons:
- There are newly released products that the business wants to offer to its clients especially to the members of the company or to the loyal purchasers of the business.
- The business wants to offer sale items and other limited deals and promotions to its clients.
- It can also be due to the advertising and marketing activities that the business needs to do to provide more information about its product offerings
Other than our samples of offer letter templates, you may also be interested to download and browse through are samples and templates of Invitation Flyers and Business Cards for additional references.
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Acknowledgement Acceptance Offer Letter
If you have received a job offer letter, you may write an acknowledgement acceptance offer letter and send it to the company who have given you the job offer letter. This is due to the following reasons:
- It allows the company to know that you have already received the job offer letter.
- You can use this kind of letter if you have not fully decided to accept or decline the job offer. You can state the number of days or any duration of time that you may need to give the company your final decision regarding the job offer.
- It helps in terms of building your professional ethics and the way that you handle corporate undertakings. Sending an acknowledgement acceptance offer letter means that you are aware of the needed documents that are needed to be given to specific transactions. More so, it shows a lot about your character as an individual and how you give value to the job offer letter given to you.
Job Offer Acceptance Letter
A job offer acceptance letter is given by an applicant who have decided to accept the job offer provided by a company. A few items items included in a job offer acceptance letter are as follows:
- The date that the applicant received the job offer
- The message of acceptance of the job offer
- The details on why the applicant decided to accept the job offer
- Other inquiries regarding the needed requirements for employment
Job Offer Rejection Letter
Sending job offer rejection letter is a formal way of declining the job offer. A job offer rejection letter may be given due to the following reasons:
- The job position offered to the applicant is not the job position that they applied for.
- There are problems in terms of the agreement that the company wants the applicant to be involved in.
- The salary of the offered job position is relatively low compared to the expected salary of the applicant.
More than our samples of offer letter templates, our samples of Thank You Letter Formats and Letter Templates are also available for download.