Job Offer Letter Form

A job offer letter form is an easy to use template employers complete to officially offer a job to an applicant. Also known as an employment offer letter, the document officially invites the applicant to accept the listed job, explains the duties, benefits, start date, and amount of pay. It also explains what the applicant needs to do to accept the position. Generally, a copy of the job offer letter is kept on file by the company.

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, including the job title, employing company, annual salary, start date, insurance benefits, retirement accounts, and more.  The job offer letter 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, such as 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 Job Offer Letter Sample

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

10/1/2021

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 & How to Respond to a Job Offer Email

Accepting a Job Offer

If you are offered a job, you can accept the offer immediately, take a short period of time to consider the offer, negotiate the offer, or decline the offer.

When accepting an offer, a candidate must sign and return a job offer letter as a formal acceptance of the position.  If the job offer is contingent upon you completing tasks, make sure that you can complete them before accepting.

If you need time to evaluate the job offer, let the company know that you need time, preferably within a few business days so that the company will know you are still interested in the position.

Declining a job offer

If the offer is not for the compensation package you expected, you must decide whether to make a counter offer or decline the offer.

Before rejecting an offer, consider whether you can negotiate better terms.  Can you negotiate a better salary?  If the job schedule is not compatible with your lifestyle, is it possible to modify the schedule?  Would the company permit you to work remotely?

If you decide to reject the job offer, do so in a professional manner via a formal letter that thanks the company for the offer.  You should consider including an explanation for your rejection of the offer.

Download a PDF or Word Template

Employee Handbook

Employment Verification Letter

Sample Job Offer Letter

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Sample Job Offer Letter

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