Sending an informative and efficient offer letter will help you secure the best talent for your team. Learn more about writing an offer letter and find a job offer letter template that fits your situation.
You want to fill open positions in your company with the best possible candidates, and the job posting and interviewing process is cumbersome enough. Sending an informative and efficient offer letter will help you secure the best talent for your team. Keep reading to learn more about writing an offer letter and find a job offer letter template that fits your situation.

What is an offer letter?

Once you’ve identified your top candidate, you’ll want to promptly extend a verbal offer and then follow up with an emailed offer letter.

This offer letter is not the same as an employment contract. The purpose of an offer letter is to give the candidate all the essential information they need to consider and accept the position.

After they’ve signed the offer letter, you can move on to gathering more information (such as background and reference checks) and negotiating the final employment contract. If the offer is rejected, you can move on to other top candidates. Most frequently, you send an offer letter over email and request an e-signature to accept the offer.

What should an offer letter include?

An offer letter will help the candidate feel confident about their choice to work with you. You want them to have all the information they need to commit to your company and be excited about it. Make sure your offer includes these things:

  • Company letterhead. Make sure this is high resolution since it will help your candidate know that this is a legitimate offer and not a scam. It’s best included at the top of your letter. It will also help them connect the offer with your interviews and other communications.
  • Job title and brief description. These items should have already been discussed at length during interviews, so you don’t have to make the description any longer than a few sentences. The job title and description are an important reminder to the candidate of which job they’re accepting, as it’s possible they applied for more than one position in your company.
  • Compensation and benefits. It’s good to give details on compensation since that will help your candidate feel confident enough to accept the job. Details include the hourly wage or yearly salary, pay schedule (and maybe even methods), vacation days, health insurance, and retirement benefits. You won’t want to overwhelm them with the details you might have in an onboarding packet, though. You just want the candidate to have a clear picture of the total pay and benefits they can expect from your company.
  • Contingencies and termination conditions. Make sure that your candidate isn’t taken off guard if there are a few extra requirements you have to make sure they meet before they’re officially hired. In fact, an offer letter is a great opportunity to include forms for them to fill out or information about background checks. You’ll also want to briefly reference the at-will employment law in your state. These are areas of the letter that might be helpful to review with a lawyer.
  • Contact information. If your candidate has any questions about the offer, you want them to be able to reach you quickly. Include a phone number and email, and encourage them to reach out promptly with questions or concerns.
  • Deadline. Deadlines help prompt the job candidate to respond to the offer instead of leaving you hanging. They’re also a sort of insurance in case your top pick ghosts you, establishing a set date after which you can reach out to the next candidate.
  • Signature line. Include a clear request with your deadline to send the letter back with a signature. This can be the starting point for your employment contract. Using a PDF and Adobe’s online e-signature tools can make it easy for your prospective employee to get back to you sooner.

These are just the key elements of an offer letter. You’ll find more examples of what to include in an offer letter in the sample letters included later in this article.

Tips for writing a job offer letter.

With some good templates and a little bit of practice, you’ll find that writing a solid job offer letter is not a difficult part of the hiring process.

  1. Always verbally offer the job first.

    If you have a verbal conversation first, you’ll know that they’re expecting the offer letter. You’ll also have an idea of how interested they are and be able to nail down a start date.

  2. Stay informative and brief.

    You want to make sure that every sentence you’re using has an informative purpose. Getting thorough information is the main way your candidate can weigh their options and hopefully choose your company. Remember to focus on offering information that can help with this decision-making.

  3. Keep your letter professional.

    This includes a direct subject line that encourages the prospective employee to open your email. It also helps if you send your offer letter as a PDF.

As a bonus, try to make the tone of your job offer reflect your company culture. It will help the candidate understand what it will be like to work with your company and decide if they’ll be a good fit.

Whether you’re fairly new to writing job offers or you just want to increase your efficiency, our templates can help. Simply download an employment offer letter template from the selection below and fill in the appropriate information. Remember that these are samples, not strict outlines, so they’re fully customizable. Open your PDF letter sample with Adobe Acrobat online services to edit and fill out the PDF for free.

General offer letter template.

This template covers all the most common elements you’ll need when you extend an offer letter to a candidate. You can always use this as a jumping-off point and customize any part of it, or you can keep scrolling to see more specific samples.

Download the general offer letter template here.

A screenshot of a free downloadable general offer letter template.

Formal offer letter template.

Use a formal job offer letter template if your company has a more formal approach to communications. This way, your candidate can get a flavor of your company culture while accepting the job. As always with a template, you can adjust the wording to best suit your needs.

Follow this link to download the formal offer letter template.

A screenshot of a free downloadable formal offer letter template.

Casual offer letter template.

If your company culture is a bit more laid-back, use this template to offer an opening to your top candidate. This template will reflect your company’s relaxed tone and voice so that they’re not surprised with more casual communications in the future.

Download the casual offer letter template here.

A screenshot of a free downloadable casual offer letter template.

Internal offer letter template.

Because current employees will already be familiar with your company, internal offer letters can usually be much simpler than external ones. Use this template to offer your employee a promotion in clear terms.

Here’s the link to download the internal offer letter sample.

A screenshot of a free downloadable internal offer letter template.

Part- to full-time offer letter template.

Use this offer letter to extend an employee’s status from part-time to full-time. Detail how their duties and responsibilities will change and the new benefits they are now eligible to receive.

Download the full- and part-time offer letter template.

A screenshot of a free downloadable part- to full-time offer letter template.

Offer letter FAQ.

An offer letter is the first step to bringing your chosen candidate onto your team. Find answers to your most common questions below.

What is an offer letter?

An offer letter is a document typically delivered via email that a hiring manager or HR department sends out to the top candidate for a job position they’re trying to fill. The candidate should have already had a verbal offer. After they sign the offer letter, they can continue through the hiring process until they’ve officially joined the team.

How quickly do I need to send out an offer letter?

To get a better chance of hiring your top candidate, try to contact them within a week of your last interview. When you contact them verbally, work out details (like the start date), and then email your offer letter within a week to 10 days from that. This way, even if your initial offer is rejected, you’ll have time to reach out to other candidates. If you’re worried about losing other candidates (maybe you detected little interest when you offered the job verbally), include a deadline in your offer. The deadline should give the candidate no more than a week to consider the position.

How do I write a simple job offer letter?

If you need to write a simple job offer letter, include the following elements — a brief congratulations, job type and description, compensation, benefits, and contact information. Keep everything straightforward and include information that will help the candidate choose whether this job is a good fit for them. Use formal greetings, depending on your work culture, and attach your letter as a PDF for them to sign.

Which details should I leave out of an offer letter?

Remember, the purpose of this letter is to help your prospective employee confidently accept and commit to the job so you can move on with the next steps in the hiring process. Don’t include small details about benefits, like how to access health insurance. Your employee will learn those details in the onboarding process. You also don’t have to worry about including legally binding statements since those will be covered in your employment contract.

Do I need to include contingencies?

It’s considerate to briefly remind your candidate about contingencies you might have before they join your company’s team. You’ll need them to verify employment eligibility, and you might screen for drugs and check background and references. Reminding your candidate about these in an offer letter will also speed up the process of verification.

Does a job offer letter mean I have the job?

A job offer letter means you’re almost there. If you haven’t signed any employment contracts yet, you aren’t officially in the position. After you sign the job offer letter, the job you’ve applied to might have a few more requirements (usually forms to fill out) before you’re official. If you do have a job offer, here’s how to e-sign a job offer letter.

How can I increase job offer acceptance rates?

Job offer acceptance rates count the percentage of job offers you make that are accepted (as opposed to those turned down). To increase your acceptance rate, you’ll need to prepare in advance. First, make your job listing as detailed as possible. You’ll want the listing and interview conversations to give your candidates solid information that helps them know whether the job is a fit for them. You might also need to work on offering competitive pay and benefits.

What is the best format for a job offer letter?

Since job offers are frequently sent over email, the most professional format to use is PDF. PDFs are easy to open on any device, and their formatting remains consistent. This means your offer letter will look official and professional (with your company logo in high resolution) even from the candidate’s phone. They’ll also easily be able to sign and fill the PDF, streamlining the process so you can get them on your team as soon as possible.

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