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A job offer letter is a document used by an employer to confirm they are offering a specific job to a prospective employee.

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Sample Job Offer Letter

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Sample Job Offer Letter

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What is a job offer letter?

A job offer letter is a document used by an employer to confirm they are offering a specific job to a prospective employee. While the prospective employee may receive the offer in-person or over the phone, the job offer letter is a formal record of the job offer and can be filed accordingly.  The employment offer letter confirms the details of the employment relationship, which helps to prevent confusion.

A formal job offer letter should include specific details about the job. This includes the job title, employing company, annual salary, starting date, insurance benefits, retirement accounts, and more. This will provide the prospective employee with all the information they need before accepting the position. The recipient of the letter can accept the job offer by signing the letter and returning it to the hiring manager/supervisor.

A job offer letter is typically sent before contingencies like drug and background checks.

Components of a job offer letter

An offer letter typically provides a brief overview of the position and the company.  It lets the new employee know specific details of the position, such as job title, starting date, annual base salary, work schedule, and benefits.  There is no standard format for a job offer letter template, but we recommend that you include the following components.

  • Company Logo
  • Date and Contact Information
  • Greeting
  • Congratulations
  • Job Details
  • Contingencies
  • Acknowledgement

How to make a job offer

Written

While you may choose to let the candidate know that they have a job offer in person or over the phone, it’s always a good idea to have a formal written confirmation of the offer so that both parties are clear about the terms of the employment.

A written job offer letter should include:

  • Company Name and Logo - Use official letterhead
  • Date and Contact Information - Include date and candidate’s full first and last name and address in the upper left corner of the letter
  • Greeting - “Dear [Potential employee’s first name]”
  • Congratulations - Let them know that you are offering them a position
  • Job Details - Include full details of employment, including job description, compensation package, pay period, stock options, benefits, schedule, whether the job is full time or part-time, any additional information that is important for the candidate to know
  • Contingencies - Let the candidate know if the offer is contingent on them completing certain tasks, such as a drug check, reference check, background check, signing a non-compete form
  • Offer Expiration Date - If any
  • Acknowledgement - Instruct the candidate to sign and return the letter to accept the job

Written Job Offer Letter Sample

10/1/2018

Ms. Heather Jones

4444 Peace Way

Los Angeles, CA 90210

Dear Heather,

ABC Company is very pleased to offer you the position of Assistant Account Executive in our Sales Department.  Your background and skills make you an ideal fit for our sales team.

Your starting date will be November 1, 2018.  The starting salary is $35,000 per year paid on a biweekly basis by direct deposit.  You will also be paid a 10% commission on all sales.

ABC Company provides full medical coverage through our employee benefit plan.  You coverage will begin on December 1, 2018. You will receive two weeks paid vacation per year along with five days for personal or sick leave. Your eligibility for the company retirement plan will begin 90 days after your start date.

This offer of employment is contingent on you passing a pre-employment drug test and background check and signing confidentiality agreements.

If you choose to accept this job offer, please sign and return this letter at your earliest convenience.  Once your acceptance has been received we will send you information about scheduling your drug test.

Please let me know if you have any questions or concerns.

Sincerely,

Jonathan Smith

Director, Human Resources

ABC Company

Legal Considerations

Accepting a Job Offer

If you are offered a job, you have several option: you can accept immediately, take a short time to consider, negotiate the offer, or decline.

If you need time to evaluate the job offer, let the company know that you need time.  Ideally, let the company know within a few business days. If you take too long to respond to the job offer, the company may think that you are not interested, and move on to another candidate.

If the job offer is contingent on you completing tasks, make sure that you can complete them before accepting.

Declining a job offer

There are many reasons to turn down a job offer.  Before officially turning an offer down, consider whether you can negotiate better terms.  If the salary is too low, can you negotiate a better salary? Does the job schedule fit in with your life outside work?  If not, is it possible to modify the schedule or would the company consider allowing you to work remotely?

If you decide that the company is not a good fit, do it politely and professionally with a formal letter.  Be sure to thank the interviewers for the opportunity. You may also choose to include a brief explanation as to why you turned down the offer.

Download a PDF or Word Template

Employee Handbook

Employment Verification Letter