What is included in an offer letter?
An offer letter should always include essential details to ensure clarity and transparency for both parties. For a professional touch, use your company’s official letterhead. You can organise your offer letter how you see fit, although consider including basic information, like:
- Job title
- Job position
- Base salary
- Start date
- Work hours
- Employment contingencies, such as background checks, drug screening, reference checks, and so on.
- Type of employment, such as casual, shift, part-time, full-time, or contract.
Employers and companies should attach relevant documents, such as benefit summaries or legal documents, to provide all the information candidates need.
Bonuses may be based on the employee’s performance, so be clear about any performance-related compensation.
Providing a written offer letter helps clarify employment terms and can prevent legal action by documenting the agreement.
The offer letter should specify if the role is a new position or a full time position.
Candidates should be provided with contact information for any questions or clarifications.
Tracking the acceptance rate and job offer acceptance rate can help companies improve their hiring process and understand how many candidates accept offers.
For guidance on providing proof of these details or composing a confirmation of employment, see how to write an employment verification letter.
Should you wish to add in further details, you may include additional information such as:
- Description of job responsibilities and expectations
- Manager/supervisor name and title/position
- Workplace location and expected working hours
- Additional compensation potential, such as equity, bonuses, profit-sharing, share options, etc.
- Employee benefits, such as insurance coverage, superannuation, paid time off, flexible hours, etc.
- Job offer expiration date
The interview process and hiring process are critical steps leading up to the offer, and timely communication after interviews is important for a smooth transition.
Although the job offer letter is not typically a legally binding agreement, certain provisions may create legal obligations. It is advised to consult with your lawyers to have them review your final job offer letter template to avoid any potential legal implications. Keeping copies of all letters and documents is important in case of future legal action.
For an example of a job offer letter or related documents, see the sample templates provided.
Standard job offer letter template
Dear [Candidate Name],
This written offer letter serves as formal documentation of our offer for the job position of [job title] at [Company name]. We are delighted to offer you the [full-time, part-time, etc.] position of [job title] with an anticipated start date of [start date], contingent upon [background check, drug screening, etc.].
As the [job title], you will be responsible to [brief mention of job responsibilities and expectations] in your new position.
You will report directly to [manager/supervisor name and job title] at [workplace location]. Your work hours are from [hours per day, days per week].
The starting salary for this position is [dollar amount] per [hour, year, etc.]. Payment is on a [weekly, fortnightly, monthly, etc.] basis by [direct deposit, cheque, etc.], starting on [date of first pay period]. In addition, you will be eligible to receive bonuses based on the company’s financial results and the employee’s performance.
[Company name] offers a comprehensive benefits program, which includes [private health insurance, superannuation company match, paid time off, etc.].
Your employment is on a part-time, full-time, contractual, etc. basis. This letter is not a contract indicating employment terms or duration.
To accept this offer, please sign and return this written offer letter by [job offer expiration date]. If you have any questions, need to request additional documents, or require further clarification, please contact [HR contact name, email, and/or phone number]. Please keep all documents and letters related to this offer for your records.
Sincerely,
[Your Signature]
[Your Printed Name] [Your Job Title]
Candidate Signature: __
Candidate Printed Name: __
Date: __
Simple job offer letter template
Dear [Candidate Name],
With great pleasure, I extend the following employment offer to you for the job position of Estimator.
Position: Estimator
Type: This is a full time position
Start date: No later than [date]
Salary: [Dollar amount] per [hour, year, etc.]
Expected work hours: [e.g., 40 hours per week, Monday to Friday, 9am–5pm]
This employment offer is contingent upon the successful completion of [background checks, drug screening, reference checks, etc.]. Kindly note that this offer letter is not a contract of employment.
To accept this offer, please sign and return this letter. If you have any questions, need additional documents, or require clarification, please contact [HR contact information]. Please keep all documents and letters related to this offer for your records.
Sincerely,
[Your Signature]
[Your Printed Name] [Your Job Title]
Candidate Signature: __
Candidate Printed Name: __
Date: __
Casual job offer letter template
Dear [Candidate Name],
Congratulations! [Company name] is excited to offer you the [job position] of [job title]. For tips on writing a new employee announcement, see here.
We’ll focus on wrapping up a few more formalities, including the successful completion of your [background checks, drug screening, reference checks, etc.], and aim to get you settled into your new position by [start date].
Keep reading to learn more about this opportunity and – hopefully – receive answers to any lingering questions you may have.
[Company name] will start you out at [dollar amount] per [hour, year, etc.]. You can expect to receive payment [weekly, fortnightly, monthly, etc.], starting on [date of first pay period].
As the [job title], you will report to [manager/supervisor name and job title] at [workplace location]. This is a full time position, and your expected work hours will be [hours per day, days per week]. Your daily responsibilities will include [brief mention of job duties and responsibilities].
You’ll be a full-time employee of [company name] and will be able to participate in benefits, like [personal health insurance, superannuation company matching, paid time off, etc]. You’ll also have access to some awesome perks, including [additional offerings, such as game room, snack bar, etc.]!
Please keep in mind, this employment offer is in no way a legally binding contract.
To accept this offer, please sign and return this letter. If you have any questions, need to request additional documents, or require clarification, please contact us at [contact information]. Please keep all documents and letters related to this offer for your records.
[Company name] looks forward to bringing you on board!
Best,
[Your Signature]
[Your Printed Name] [Your Job Title]
Candidate Signature: __
Candidate Printed Name: __
Date: __
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