What to include in your offer letters (+ free templates)

Sending an offer letter is a key part of the recruitment process, as it outlines everything that a candidate needs to know before they accept a position.

But there’s a lot to consider before you send an offer letter. What should it include? How can you use it to showcase your company culture? How can you make it attractive?

In this article, we break down how to send an offer letter and its key components. We also provide free job offer letter templates you can use.

What is an offer letter?

An offer letter is a written document that an employer sends to a candidate to formally extend a job offer. It outlines the terms and conditions of employment, including the job title, compensation details, and benefits. If the candidate accepts the position, they’ll sign and return the letter.

Offer letters serve as a formal and written form of communication that goes beyond a verbal offer. This helps the company establish a professional relationship with the potential employee.

Second, offer letters outline the key terms of employment, which keep both parties on the same page. This helps ensure an understanding of what the position entails.

Finally, offer letters are an excellent opportunity to showcase your company culture, which can help you attract and retain top talent.

Why is this important during the offer stage?

Because potential candidates may be considering multiple offers at the same time. 

Highlighting what distinguishes your company from others can make your offer more appealing. For example, 78% of company leaders have seen greater retention rates after adding or improving their benefits packages — something you can feature in your offer letters.

What do you include in an offer letter?

You’ve interviewed potential candidates for a position, and you’re ready to extend an offer. The next step is to create an offer letter.

Here’s a breakdown of what to include in an offer letter:

Job title and description

Once you congratulate the candidate, clearly state the position you’re offering them. Include specifics about the position, including the job description and who the candidate’s manager will be. To motivate the candidate, you can also highlight how the role will contribute to the company’s initiatives.

Compensation and benefits information

Your offer letter should include details about the annual salary or hourly rate you’re offering to the candidate. If applicable, include additional compensation the candidate will receive, like bonuses, incentives, or commissions. 

Monetary compensation is a key motivator for many job seekers, but it’s not the only consideration. For example, 73% of candidates prioritize work flexibility when they look for a job. Be sure to share information about any attractive employee benefits you’re offering as another way to entice the potential candidate.

Start date and work schedule

Specify the proposed start date for the candidate and provide information about their work schedule. Include essential details, like the office location or city where the candidate will be based. 

If your company offers flexible work arrangements, be sure to include that in your offer letter, too. A remote work job offer would detail the work schedule section further.

Conditions of employment

Communicate any specific conditions of the job. For example, will the candidate need to sign a non-disclosure agreement or undergo a background check? Outline these requirements so that the candidate will know what to expect before they accept your offer.

Statement of at-will employment

If you’re hiring a company employee on an at-will basis, you’ll want to include a statement saying that either party may terminate the relationship at any time without notice or cause. However, have this statement reviewed by a legal professional since employment laws can vary depending on the workplace location.

Closing

End your employment offer letter by expressing excitement about extending the job offer to the candidate. Include instructions on what they should do next and a deadline to encourage them to respond. Be sure to provide your contact information, too, should they have any questions.

Once you have finished your offer letter, the next step is to send it to the candidate. You can either send it by email or physical mail, deliver it in person, or use a file-sharing platform.

How to write a compelling offer letter

A well-written offer letter kicks off a smooth hiring journey. Take a look at these tips before sending out an offer letter email. 

Make it look and sound professional

Your offer letter should make a strong impression on the potential candidate. 

Start by incorporating the company’s logo and design elements to maintain a consistent brand image. Use a structured format with sections for job details, compensation, and employee benefits for easy navigation. 

Additionally, personalize the letter to the candidate to keep it from sounding generic. 

Use clear and concise language

Use clear language that communicates the employment terms and conditions of the offer. Try not to use any jargon or complex language, as you don’t want to confuse the candidate.

Showcase what makes your company unique

Your offer letter should make the prospective employee excited to join your team. One way to do this is to highlight what makes your company a fulfilling workplace.

For example, more than 50% of employees expect and prefer flexible work. So if your company offers flexible work schedules, highlight that fact in your offer letter. It could be the deciding factor for the candidate.

4 offer letter templates for different hiring needs

Wondering how to create an offer letter from scratch? Here are four different offer letter templates you can use to fit your hiring needs.

If you're hiring internationally, remember to tailor the details according to local employment laws.

Standard employment offer letter

Use this general offer template to extend a job offer to a prospective employee:

Dear [Candidate],

We’re pleased to extend an offer at [Company Name]. We’re impressed with your qualifications and believe you would be a valuable addition to our team.

Here are the details of our offer:

• Position:

• Department:

• Start date:

• Annual salary:

• Benefits:

• Working hours:

If you accept the offer, please sign and return a copy by [Date]. Please note that [Company Name] is an “at-will” employer, which means that you or [Company Name] are free to end the employment relationship at any time. 

We look forward to the prospect of working with you. Please feel free to contact me if you have any questions about the offer we’re extending.

Regards,

[Your Name]

[Your Title]

[Company Name]

Remote job offer letter 

A remote job offer template specifies details of work arrangements and work schedules.

Dear [Candidate], 

[Company Name] is pleased to offer you the remote position of [Title], with an anticipated start date of [Start Date]. This is a [full-time, part-time] position, and you’ll report directly to [Supervisor Name].

In this role, you’ll be responsible for:

• [List of job responsibilities]

The salary for this position starts at [dollar amount], and payment will be issued on a [frequency] basis by [payment method]. You’ll also be eligible for the following benefits:

• [List of applicable benefits]

Our company will provide any equipment you’ll need to perform your work. While the position is fully remote, you may occasionally need to travel to our headquarters in [Location] for [reason(s)].

Your employment with [Company Name] is at will, meaning you or [Company Name] may terminate the relationship at any time without cause or notice. 

Please sign and return this offer by [Date]. If you have any questions or need further clarification, please don’t hesitate to reach out. We look forward to the prospect of working with you!

Regards,

[Your Name]

[Your Title]

[Company Name]

Internal job offer letter

This template is for internal candidates, who may be making a lateral career move.

Dear [Candidate],

We’re excited to offer you a new internal position at [Company Name] for the role of [Position]. After reviewing your qualifications, we believe you would be an excellent fit for this role.

Here are more details about the position:

• Start date:

• Base salary:

• Work schedule:

• Benefits:

• Location:

In this new role, you’ll be expected to perform [responsibilities]. You’ll report directly to [Supervisor Name] if you accept this position.

Please take the time to review this offer and indicate your acceptance by signing and returning a copy of this letter by [Date]. If you have any questions or need further clarification, don’t hesitate to contact me.

Regards,

[Your Name]

[Your Title]

[Company Name]

Part-time to full-time position or contract-to-hire job offer letter

Use this template to extend a permanent position within the company:

Dear [Candidate],

Our team has been pleased with your work over the last few [length of time]. After careful consideration, we’re excited to offer you a permanent role without our organization. 

We believe that you have the skills and experience to excel in this role. This is a fixed position for [Position] that is contingent upon [employment requirements] and will start on [Start Date].

Here are more details about the offer:

• Job title:

• Responsibilities:

• Compensation package:

• Schedule:

• Benefits:

[Company Name] is an at-will employer, meaning that your employment may be terminated at any time without cause or notice.

Please review this offer and submit a response by [Date]. Feel free to contact me or [Supervisor Name] at [contact details] if you have any questions. We’re excited to continue working with you!

Regards,

[Your Name]

[Your Title]

[Company Name]

Find the right candidates with Remote Talent

Writing an offer letter is one of the first steps in building a strong employment relationship with potential candidates. It details the terms of employment and helps set clear expectations.

Finding the right candidate to extend an offer letter can be the most difficult part of hiring. Remote Talent helps you attract top talent and streamline your hiring process from a single platform. Stand out as a top employer through Remote's job board to extend job offers to quality candidates only. Remote even gives you the data and insights you need to make competitive offers to remote candidates in other countries.

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