Now that you’ve found the right person to join your team and they’ve accepted your verbal job offer, it’s time to send an employment offer letter. An offer letter is more formal than a verbal job offer. It includes specific information about the job and the company, and it usually asks the candidate to return the offer letter, signed, when they take the job. In this article, we will talk about an employment offer letter, its example, and how to write one, We will also explore a contract employment offer letter and a part-time employment offer letter.
Employment Offer Letter
An employment offer letter can be changed based on how professional you want it to be and how much information your company wants to include. Use the proper letterhead of your company to look more professional. You can organize the employment offer letter however you want, but you should include basic details like:
- Job title
- Base salary
- Start date
- Employment contingencies such as background checks, drug testing, reference checks, I-9 forms, and so on.
- At-will statement
If you want to give more information, you might want to add things like:
Job Responsibilities
- Manager/supervisor’s name and title
- Workplace location and planned work hours
- Extra compensation possibilities, such as commissions, profit-sharing, stock options, etc.
- Employee perks include things like health insurance, 401(k) plans, paid time off, and so on.
- The expiration date of the offer letter
Even though an employment offer letter is not a legally binding contract, you are still advised to check with an attorney to have them evaluate your final offer letter template and wording to prevent any legal implications.
Read Also: Application Letter For Loan: How To Write A Loan Request Application In Nigeria
Employment Offer Letter Example
The following is an example or sample of an employment offer letter.
Standard Employment Offer Letter
Dear [Name of the Applicant],
[Company Name] is thrilled to have you join the team as [position title].We’re only a few steps away from getting started. Please take a moment to look over our official deal. It contains critical information regarding your expected salary, benefits, and the terms and circumstances of your employment with [Company Name].
[Company Name] is offering you a [full-time, part-time, etc.] job as [job title]. You will answer to [immediate manager/supervisor] at [workplace location] starting [proposed start date]. Work hours are expected to be [days of the week and hours of work].As a new hire at [Company Name], you can expect to earn an initial [dollar amount or annual base salary] in exchange for your services. You will be paid [weekly, monthly, etc.] beginning [date of next pay period].
As part of your pay, we’ll also give you [describe your bonus, profit-sharing plan, commission structure, stock options, and rules for the compensation committee, if relevant].
As an employee of [Company Name], you are eligible for [list benefits, such as health insurance, a stock plan, dental insurance, etc.].
Please sign and date this agreement by [offer end date] or before [offer end date] to show that you agree with these terms and want to take advantage of this deal.
Sincerely, [Sender Name]
Read Also: LETTER OF INTEREST VS COVER LETTER: Key Differences
Contract Employment Offer Letter
A contract employment offer letter is identical to a standard offer letter. It begins by giving a detailed job role and description. A contract employment offer letter, on the other hand, usually has a time frame and is used when a company wants to hire someone for a certain amount of time. Most of the time, contracts are used for the following;
- Freelance Hiring
- Part-time to Full-time Positions
- Time-specific Projects
Contract letters, like employment offer letters, are time-sensitive and typically require a response within a week.
Contract Employment Offer Letter Example
Dear [Name of the Candidate],
We are very happy to offer you the part of [Job Title] on a temporary basis. You will work as a Contractor for [Company Name] in this job. You will have to work for our [Name of Department].
In this job, you will work directly for [Name of Reporting Manager].
We hope that you will do your job well and with precision and clarity. You will be employed from [Start Date] until [End Date]. During this time, your monthly pay will be Rs. [Amount].
Please note that [Company Name] has the right to take back this offer if you don’t accept it within 24 hours of receiving it from us or if you don’t join us on the date listed above.
We can’t wait for you to join the Townhall family.
Yours sincerely,
Signature
[Title of Job][Name of Company]Things to Consider Before Accepting the Contract Employee Offer Letter
#1. Job Description
Just like with an offer letter, before you take the job, you should check the job description for all the details and make sure it’s the same job you interviewed for. The company can’t make you switch roles or departments if you have a contract offer letter.
#2. Contract Period and Clauses
Most contract offer letters include the date you can start working. However, you should double-check the total number of hours you’ve accepted to work. There is a good chance that the boss will put a clause in the contract that says if you quit before the end date, you will have to pay a big fine. Another thing to check is how long you have to give notice. Companies usually want 90 days’ notice before someone leaves, so if you want to quit, it’s best to follow their rules.
#3. Working Hours, Leaves, and Other Policies
As we’ve already said, an offer letter and a contract letter have different working hours and policies. You might not get the simple things you want. So, you should read the contract to find out what perks you are getting. Even though you’re working for the company temporarily, it’s important to know how many hours they want you to work and if that’s okay with you.
#4. Non-compete Clause
If you have a deal to work for a company, you may also be working for other companies at the same time. Many companies don’t have a problem with it, but some might, so they’ll put in a “non-compete clause.” So, if you are okay with the exclusivity agreement, you can sign it. If not, you might need to think again and look at your choices.
Read Also: HOW TO WRITE A LETTER OF AGREEMENT: Tips & Guide
How to Write an Employment Offer Letter
If you follow these steps when you write an employment offer letter for a possible employee, you’ll be able to create a complete and professional document.
#1. Gather the Necessary Information.
Before you can write a detailed employment offer letter, you must first figure out what goes into it. Make sure that you:
- The applicant’s full name (correctly written)
- Their job title
- Their start date
- Their income
- Employment requirements (background checks, drug testing, etc.)
- Conditions of termination/hiring-at-will policy
Depending on the job and the rules and styles of your company, you may also want to:
- Their schedules/weekly hours
- Information about any flexible or online jobs that might be available
- Information on their perks
- Their job description
- Their boss or manager’s name
- Where they will be working.
- Details about upcoming bonuses or pay increases
- Vacation and paid time off rules
- Companies’ privacy rules
- The expiration date of the offer letter
- Information about whether they are exempt or not
If you don’t follow the rules for offer letters, check with your HR staff to make sure you haven’t given too much or too little information. While offer letters are not legally binding, getting them right is critical to avoiding costly misunderstandings.
#2. Draft the Letter.
You’ll probably need to go through your employment offer letter a few times to ensure it’s polished and complete, so don’t put too much pressure on yourself while you write your first draft.
While the structure of your letter will vary depending on your firm and the specific job you’re offering, the following are the key aspects of any offer letter:
- The greetings. Just write Dear,” and then the full name of the candidate will do.
- The purpose of your letter. In the first line or two of your letter, say that you are giving the candidate the job. Don’t leave out the job title, either.
- The body paragraphs. Here is where you will put all the important facts about the job. Some businesses like to utilize paragraphs, while others prefer bullet points or a combination of the two.
- The closing. Finish by making sure the candidate knows what to do next. This should include when you need a response and who they can contact if they have questions or want to take you up on the offer.
- The signature. “Sincerely” is always a good way to end a business letter, but “Best” can also work if you know the person well. In either case, make sure to include your name, job title, and any other marks that are needed.
#3. Edit, Edit, Edit.
Even though you shouldn’t show your draft offer letter to your whole team, you should have at least one other person look it over before you send it out. Ideally, this should be someone who knows what they’re doing when it comes to offering letters, or at least the hiring process for this job.
This person can make sure that the letter doesn’t have any parts that are hard to understand, obvious mistakes, or wrong information. This will not only keep you from being embarrassed but also keep you from getting into trouble because of incorrect or missing information.
Part-Time Employment Offer Letter
This is an example of a part-time employment offer letter.
Dear [Name of Employee],
We are happy to inform you that, as of [date], we will offer to change your job from part-time to full-time.
If you decide to take the job, here are the terms and conditions of your new contract:
Position: [For example, you will work as a [Job_title] and answer to the [e.g., Marketing] department’s supervisor.]
Working hours: [for example, 9 a.m. to 5 p.m., Monday through Friday, with a 20-minute break each day]
Compensation: [For example, your annual gross income will be $X (12 monthly wages per year).]
Bonus: [If you have any bonus choices, mention them here.]
Benefits: [e.g.] As a full-time employee, you will be qualified for the benefits that [company name] has to offer. Among these benefits are:
Private insurance plan for health care and dental care
X paid days of vacation per year
Educational tools and costs are subject to management approval.
You will also be qualified for any new employee benefits the company may offer in the future.
Please email us a copy of the signed and dated full-time offer letter by [date] if you accept it.
If you have any questions, you can call the Human Resources department [include contact information] or your supervisor.
Sincerely,
[Your Name]Signatures:
What Is the Difference Between an Employment Letter and a Job Offer?
An offer letter is a short note of congratulations that includes a job offer. An employment contract, on the other hand, is a long, written deal that spells out the terms and conditions of the job.
How Do You Ask for a Contract After a Job Offer?
Try writing something like, “I’m writing to confirm the facts of my job. When can I anticipate receiving a formal employment agreement? I’d be glad to start as soon as possible or whenever you need me to.”
What Is the Difference Between an Application Letter and an Employment Letter?
Almost always, a cover letter is used to show interest in a job. You can use an application letter to apply for a job, but you can also use it to apply for a spot in school or for an internship.
What Happens After You Receive an Offer Letter?
When you get an employment offer, you can accept it right away, turn it down right away, or haggle. I think you should ask the hiring boss or whoever gave you the offer for a day or two so you can think about it.
Is CV and Application Letter the Same?
A cover letter is short, while a CV is long and full of information. A curriculum vitae (CV) gives comprehensive details about your work history and education, while a cover letter is a short document that conveys why you want the job in question.
References
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- HOW TO WRITE A BUSINESS LETTER: Examples, a Guide to Writing Proposal, Complaint & Introduction
- EMPLOYEE RESIGNATION LETTER: Format, Examples & Guide
