First, make a verbal offer
The fastest way to get in touch with the successful candidate is by calling them to deliver the good news. Doing this before sending your written offer letter email can also create a more personal connection between your company and the candidate. If the candidate verbally accepts your offer of employment, inform them that you will send an official offer letter containing more details to them via email.
Use a descriptive subject line
A simple and informative email subject line can entice a candidate into opening the email and reading on. Limit the subject line to under 50 characters and include the company name while stating a clear intention to offer the candidate the relevant job position. Here are some suggested subject lines you could use:
- offer from [company name] – congratulations!
- [company name] job offer
- your offer from [company name]
- job offer from [company name].
Key components of an employment offer letter
A comprehensive employment offer letter should include all the essential details a candidate needs to make an informed decision. Here is a list of essential items to include:
- the job title
- the employment type: for example, full-time, part-time or temporary
- the duration of the contract, if applicable
- details about the remuneration package
- a summary of the benefits
- the start date.
The letter should also outline the job duties, working hours and expectations, so the candidate understands their responsibilities in the new position. Including information about paid leave, flexible work arrangements and other benefits can help to encourage the candidate to accept the offer. You may want to create a template to guide hiring managers and ensure documentation is complete.
Attach helpful documents
The purpose of an offer letter is to provide potential employees with all the information needed for them to make a decision about accepting or declining the offer. By attaching other relevant, supplementary documents to your email, you can keep your email short and sweet and encourage the candidate to accept. Here are some examples of documents you may wish to attach:
- an employment contract
- the job description
- the company policies
- employee benefits information
- compensation plans
- a copy of the Fair Work Information Statement – employers must provide this when an employee starts a new job
- other important documents that require signing by the employee before the start date.
However, avoid overloading the candidate with information – try to provide just enough documents to help a potential employee determine whether the role and company is a good fit for them.
Send the offer letter as an email attachment
If you intend to send a PDF version of your employment offer letter as an email attachment, write a brief message in the email body. With an enthusiastic tone celebrating their successful application, let the candidate know that the official offer letter is attached to the email. Here is a customisable offer letter template for the body of your email.
Dear [candidate’s first and last name],
Congratulations on your offer from [company name]! We are delighted to offer you the position of [job title] with an anticipated start date of [start date].
As discussed [over the phone, during your interview, etc], please find attached your detailed offer letter. If you choose to accept this offer, please sign, scan and email your letter to me at [email address] by [decision deadline].
[If you are attaching other documents that need to be read and signed, such as an employment contract or an acceptance of offer, mention those here].
You can expect to receive further details about the onboarding process and next steps after you accept the offer.
In the meantime, please do not hesitate to contact me by email or call me directly at [your phone number] should you have any questions or concerns.
We look forward to hearing from you and hope you’ll join our team! We are excited about your potential future growth and opportunities within [company name].
Kind regards,
[Your name] [your job title] [your email] [your phone number]
Employers can also access free offer letter templates and resources to help streamline the hiring process.
Send the offer letter in the body of an email
If you intend to send the offer letter in the body of an email, place your entire offer letter into the email so that the candidate will see it as soon as they open the email. Include the same information in your offer letter as you would if you were to send it as an attachment.
Here is a sample email offer letter to assist you in creating your own:
Email subject line: Your offer from XYZ Marketing
Email message:
Dear Charles Ferris,
We are excited to be offering you a full-time position as a Graphic Designer at XYZ Marketing, reporting directly to our Art Director, Bobbi Richards. Out of a highly qualified pool of applicants, you were selected based on your experience, interviews and design portfolio. We are looking forward to seeing how you will take our brand messaging to the next level.
As per our conversation, we’d like to offer you an annual starting salary of $70,000, paid fortnightly.
If you decide to accept this offer, your anticipated start date will be 19 August 2025 at our 1234 Southern Avenue location. You will be expected to work 38 hours per week, Monday to Friday, with the option to work remotely up to two days per week. Please find attached an updated copy of the job description to familiarise yourself with some of the position’s duties and responsibilities.
As an employee of XYZ Marketing, you will also have access to our comprehensive benefits program, which includes health insurance, stock options and employee matching contributions for superannuation. I have attached the full details of the benefits we offer for you to look over.
Your employment is on a contractual basis for a period of 12 months, subject to renewal. We require one month’s notice should you wish to leave your employment with XYZ Marketing.
To accept this offer, please email me at chris.irons@email.com by 5 August 2025, and I will get you started with the rest of the process to bring you on board.
We are excited about the possibility of you joining XYZ Marketing! If you have any questions, please contact me directly via phone or email.
Sincerely,
Chris Irons
Hiring Manager
chris.irons@email.com, 0491 578 888
Special considerations for full-time job offers
When extending a full-time job offer, it’s important to ensure the employment offer letter is thorough and transparent. Clearly state the job title, anticipated start date and salary, and provide a detailed outline of the job duties and responsibilities. Offer letters for full-time employees typically also specify the employment terms, including working hours, paid leave and other conditions of employment that apply to the full-time position.
It’s also a good idea to include information about the reporting structure and expectations, as this helps the candidate to understand exactly what the role entails and what they can expect as a new employee. By providing a comprehensive employment offer letter, you can minimise the risk of misunderstandings and set the stage for a positive working relationship.
Measure your success
The job offer acceptance rate is a key metric for employers to assess the effectiveness of their hiring process. This rate is calculated by dividing the number of accepted job offers by the total number of job offers extended. A high acceptance rate indicates that you’re providing competitive salaries, attractive benefits and favourable working conditions that appeal to top candidates.
Tracking the acceptance rate allows you to evaluate your recruiting strategies and make improvements where necessary. By optimising your employment offers and understanding what drives candidates to accept, you can increase your acceptance rate and secure the best talent for your company.
Optimise your success rate
Improving your job offer acceptance rate starts with crafting an offer letter that is both competitive and comprehensive. Personalising the offer letter by addressing the candidate by name and referencing their unique qualifications can make the offer more engaging and increase the likelihood of acceptance.
Highlighting your company culture, values and what makes your organisation a great place to work can also help sway the best candidates. It’s helpful to review and update your offer letter templates regularly to ensure they reflect current industry standards and remain attractive to top talent. By focusing on these important aspects and presenting a compelling employment offer, you can boost your job offer acceptance rate and secure the right employees for your team.
