In any transaction, crafting the offer letter is crucial. It can either make or break an agreed transaction. There are a variety of offer letter formats depending on the application and purpose of such offer letters. To guide you through the process, we have here 70+ offer templates and samples to serve as your reference.
In terms of usage, job offer letters are widely used in most companies. Offer letters are also used in business transactions such as in the field of real estate and sale of other personal properties. Aside from the templates, we will also provide you with essential researched facts and tips to ace your offer letter.
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What Is an Offer Letter?
Simply put, an offer letter refers to a letter that comprises the terms and conditions set out by a company or employer addressed to a certain individual. It may refer to an employment offer, business offer, or the like.
What Is a Job Offer Letter?
In terms of recruitment procedures, a job offer letter is given to the applicant who successfully reaches the offering of the job phase. It is duly written when the recruitment officer or authorized supervisor is convinced that the job applicant is perfect for the job or vacant position. If accepted by the employee and the employment contract was already signed, then it marks the beginning of the employee-employer relationship.
What Are Included in an Offer Letter?
Most companies or organizations adopt a certain format for their job offer letter unless a specific format is specially written for a specific applicant because of professional reasons. Generally, here are common components of a job offer letter:
- Job title. First and foremost, the employee must know his or her job title and understand the nature of the work required.
- Date and time that the employment contract become effective. This will be the basis on start date of the employee. Without it, there will be confusion when it comes when the salary and other employment benefits take effect.
- Salary. Most addressees of the letter are very interested with this section of the letter. It will lay out the salary package and the manner of payment. The employee will know if he or she is paid in a hourly, daily, weekly, or monthly scheme. Employers must be very specific in this part in order to shun away from unnecessary expectations.
- Incentive scheme. If your company is offering a progressive incentive scheme, it must also be in the letter. The incentive scheme can either increase the applicant’s enthusiasm for the job or lessen it. The employers in this section must be concrete and specific as much as possible.
- Other pertinent benefits. The job offer would not be complete without a list of employment benefits. Concisely describe what are the benefits offered by the company such as a health, dental, and other types of insurances. There is no need to give all the details because the rest will be given during employee orientation.
- Additional documents required. The job offer letter is also an opportunity for the employer to provide and state some documents that they require the employee to submit as a condition precedent for the job offer.
These are some basic components of a job offer letter. It is now up to the employers how they will make the contents engaging and beneficial on the part of the employee. For more details, we also have sample job offer letters.
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Business Offer Letter
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How to Write an Offer Letter
After knowing the basic components of a job offer letter, we move on now to the actual writing of the offer letter. Here are some general and basic steps in writing an offer letter:
- Research. In writing a formal letter, research is very important. It allows you to learn various formats and what best formats to follow. In the course of your research, you can also encounter useful samples and templates such as our array of templates here.
- Decide if you’re writing a short or long letter. Planning is very important in writing an offer letter. Because for most transactions, it is considered as a ticket to a successful dealing. Generally, the length of an offer letter depends on the type of offer letter you are writing.
- Take note of some legal considerations. Most companies consider their offer letter as a contract in itself. Do avoid unnecessary implications, you have to expressly provide if you’re treating it as a contract. In here, you have to ask advises from your legal officers about some pertinent labor, sales, or real estate laws and policies prevailing in your country.
- In the actual writing of the letter, you can start with the basic information, salary package, the details of the job, conditions, type of employment, duration of employment, and any other relevant details.
- Include the company’s contact details. The contact details will help the applicant know to whom and where they will send their job acceptance or job rejection letter.
These are just basic steps that you can guide you through the process. Take note that the list is not exclusive because you can add more unique steps.
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Job Offer Acceptance Letter
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Dos and Don’ts of an Offer Letter Checklist
Indeed, preparing an offer letter is a pivotal step on the part of the organization, company or employer. Here are some points to add on your checklist to help you uphold and protect your interests:
- Do adopt a positive and accurate language. This is because the letter represents the ideals and some pertinent details about the company or organization.
- Don’t write the letter in a general manner. As much as possible be specific and concise. Clearly explain the salary scheme and other employment details and dynamics. A general information is prone to various interpretations.
- Do provide enough time for the applicant to review and go over the letter in order for them to make sound and consensual decisions.
- Don’t disseminate an unsigned offer letter. That could be detrimental and can cause further business and employment problems.
These are just some guidelines that will help you in your endeavor. Speaking of letters, we also have business offer letters for your reference.