When looking to hire the perfect employee, the job hunt can be a slog. As a small business owner, this makes it all the more thrilling when you finally find that golden candidate. You’re ready to bring them on board, but the steps to getting there are a delicate dance — one that the perfect job offer letter template can help with. Sending them a well-crafted offer letter lets them know you want them to join your fantastic team and kickstarts the negotiation process.
Before you begin, read on for advice on putting together a persuasive offer using our Employment Offer Letter sample and template.
What Is an Employment Offer Letter?
An employment offer letter is a formal document you or your hiring manager sends to a potential employee you’d like to hire. Even if you already informally offered them the job, you’ll want to send them a written offer as well. Beyond offering them the open position, it also details lots of important information that the employee will want to consider before accepting the role or negotiating.
How to Craft an Irresistible Offer Letter
A well-written offer letter is essential to starting off on the right foot. In this case, it might be the second impression — post-interview and vetting — but the entire hiring process also helps both parties get acquainted with one another. While there is no one-size-fits-all letter, beginning with our employment offer letter template can help guide you through the process and ensure you include all of the expected information.
For best practices, be sure to touch on the following:
- Put the letter on the company letterhead and date it.
- Kick off the letter with an attention-grabbing introduction.
- State the reasons you think they would be a good addition to your team.
- Make sure your tone is genuine and sincere.
- Conclude by asking if they have any point they’d like to discuss and that you look forward to hearing from them.
What to Include in Your Offer Letter
This next part should give the candidate most, if not all, of the details they need to know in order to make an informed decision about the role:
Formal job title and detailed description
Anticipated starting date and classification (part-time employee, full-time employee, independent contractor)
The role’s hours and work schedule
Compensation (e.g.. salary, hourly or commission)
Employee benefits and paid time off
Tips and Things to Consider
- While the job offer letter establishes terms and conditions, it is not legally binding. You’ll want your HR or legal department to complete the acceptance with a proper contract. However, it’s a good idea to have a lawyer or your HR team review the offer letter before you send it.
- You may want to stipulate how long they have to respond by including an expiration date on the offer. Between three to seven days is standard for a decision timeframe.
- Using a job offer letter template and referring to an employment offer letter sample will help make this process a breeze and ensure you don’t miss anything important. Download our free template and customize it to suit your own needs.
Be Patient and Sincere
Once you’ve sent off your employment offer letter, the ball is in your prospective new employee’s court. Be patient, though they should honor the deadline you included in your letter. They may approach you with questions or negotiations, which is all part of the normal hiring process. Do your best to find common ground and it should be the start of a fruitful relationship.
Hiring an employee is just one step in growing and strengthening your business. Don’t stop there — explore Incfile’s many high-quality templates to cover all your business needs.