Writing the Job Offer Letter: What to Include

Writing the Job Offer Letter: What to Include

You’ve reviewed countless resumes; conducted dozens of interviews; and evaluated and assessed until you’re left with one great candidate.

But even if you’ve already made the verbal offer by phone or in person and the candidate has accepted, there’s still one more step you need to take:

Write an offer letter.

While you might think all the details were communicated during the interview process and verbal offer, chances are the candidate has forgotten many of them. Or perhaps they misunderstand a key point…and confusion can ensue.

As an experienced staffing agency, Peoplelink knows that interviewing is a highly stressful process and it’s unlikely candidates are going to remember everything you tell them or that you’re going to remember to communicate all the essentials.

Whatever the case, not being on the same page is not a good way to start the relationship. That’s why it’s so important to formalize everything with a written letter that spells out all the key details.

So what should you include in your letter? Here’s a look at a few of the fundamentals:

  • Job Details – Include the job title, an overview of the primary tasks the new hire will be responsible for, the supervisor’s name, and the expected start date.
  • Salary & Benefits – Include the salary amount and how often it will be paid (weekly, biweekly, etc). You can also include an overview of the benefits that the new employee will have access to.
  • Contingencies – Be sure to make clear that the offer is contingent upon the successful completion of an I-9 form, and any other background checks, physicals, or signed confidentiality agreements that you require.
  • An At-Will Statement – While you know the offer letter isn’t a contract, the new hire might perceive it as one. So be sure to include an “at will” statement that lets the new hire know you can terminate their employment at any time or they can choose to resign at any time – without notice or cause.

In addition to the basics above, you may also want to send out a few other key pieces of information with the offer letter, so the new hire has them ahead of time. For instance:

  • Information on orientation and training;
  • The company’s employee handbook;
  • Information about where to eat and what to do during time-off if the new hire re-located to the area; or
  • A small gift, such as a company mug or t-shirt, personalized with the new hire’s name on it.

Need Help Finding New Hires?

If you need to hire now – and need professional help with the process – let Peoplelink know. As a staffing agency with 25 years of industry experience, we know where to look to find today’s top talent.

Read more about our staffing agency’s patented and trademarked hiring process, or contact Peoplelink to learn more about how we can help you.