Job Offer Letter Templates for Every Type of Hire [7 Templates]
A job offer letter is the official communication from an employer to a candidate, extending a job offer for a specific position, and it includes essential details such as job title, compensation, benefits, start date, and job classification information.
A Job Offer Letter is also known as:
- Offer letter
- Employment offer letter
- Letter of offer
- Offer of employment letter
- Employee offer letter
Now that we have our basics down, let’s dig deeper!
What is Included in a Job Offer Letter?
An offer letter commonly includes the following details:
Job Title, Description, and Start Date:
Clearly state the job title, description (Job responsibilities and expectations), and the anticipated start date (and any other scheduling details like vacation time or a training schedule) for the position being offered.
Compensation and Benefits:
Specify the proposed salary or wage range, any bonuses (including health insurance), commissions, and other perks (like paid time off, etc).
Work Schedule, Location, and Duration:
Provide details about the expected work schedule (e.g., full-time, part-time) and whether it’s remote, hybrid, or on-site. Also, mention the duration of the job (temporary, permanent, or a yearly contract, etc.)
Reporting Structure and Supervisor:
Mention the reporting structure within the organization, including the name and position of the supervisor or manager the hire will be working with.
Personalized Information:
Provide the recipient’s and company’s information, including its name, address, phone number, and email. Also, mention privacy policies and termination conditions.
Now let’s delve into some functional tips for creating a stellar job offer email.
Tips for making a job offer to a candidate
- Personalize the Communication:
- Start with a salutation and state that you’re offering the job to the candidate.
- Say congratulations and express your excitement for them to join the team.
- Include the name of the company and the job title you’re offering to the employee in the opening line, and modify it as per your company culture and guidelines.
Example:
Dear Elle,
Thank you for attending your recent interview with us. Following our conversation, I am pleased to offer you the position of [Job Title] at [Company Name], with the start date of [Start Date].
- Be Clear and Specific
- Be optimistic yet transparent. Mention the scope of work and schedule.
- Be honest and clear about the terms and conditions of the offer, and avoid making any guarantees that won’t be kept.
Example:
As we discussed, your start date in this position is March 1, 2025, and your work schedule is 9 a.m. to 5 p.m., Monday to Friday. This is a full-time role, and for the contract duration, you’ll report to Jack Greene, Head of Content. Your job includes managing the company’s social media accounts and assisting Jack with implementing marketing campaigns.
- Highlight Key Benefits
- You should mention the company’s culture along with salary and commissions.
- Highlight the main perks of working for your organization — any unique or competitive aspects of your offer, and how you plan to train them for short and long-term success.
- To keep the letter brief, you can also attach documents that explain the company’s benefits in greater detail, such as an insurance packet.
Example:
Your starting salary in this position is $70,000 per year, which is paid on the 1st of every month. Additionally, you will receive a comprehensive benefits package that includes life insurance through the company after your first 60 days of employment.
Your working hours will be Monday to Friday, from 9:00 am to 5:30 pm, with an annual holiday allowance of 25 days. You accrue 20 days of paid time off in a year, with 15 National holidays. You also have the option to work remotely 3 days a week.
- Set a Deadline
- End the letter by congratulating the candidate again and explaining the next steps in the process.
- Provide contact details for the candidate to reach you if they have questions about the job offer.
- You may also provide a deadline for the candidate to accept the position, which is usually two or three days from the offer date. Extend once if you want, but move on to the next candidate if you don’t get a revert in time.
Example:
If you choose to accept this offer, please sign the date, and return the letter by the EOD of Jan. 15, 2025. Kindly reach out to me at 1234567890 or Monica.xyz@mail.com if you have any queries about the offer.
We look forward to welcoming you to XYZ Industries.
Sincerely,
Monica
Hiring executive
Signature
Job Offer Email Format
Subject:
Job Offer – [Position Name] at [Company Name]
Greeting:
Dear [first name]
Opening Paragraph:
We are pleased to offer you a job as a [role title] at [company name]. We think that your experience and skills will be a valuable asset to our company.
Position Details and Compensation:
If you accept this offer you will be eligible for the following per our company’s policies:
Annual gross salary of $[total annual salary] paid in [monthly or semi-monthly] installments by check or direct deposit.
Your working hours will be Monday to Friday, from 9:00 am to 5:30 pm, and you will have an annual holiday allowance of 25 days. You also have the option to work remotely [no.] days a week.
Benefits:
Standard benefits include:
[vacation days number] days of annual paid time off
[sick days number] days of sick leave
Medical and dental insurance
Retirement plan
Tuition reimbursement for career development courses
Childcare
[more benefits]
Start Date:
Your expected hire date will be the [date]. In this role, you will report to [Manager’s Job Title, Manager’s Name] and be based in [Location].
Next Steps and Deadline:
To accept this offer, sign and date this letter as indicated below and email it back to us by [date].
We look forward to welcoming you to our team. Feel free to call [recruiter’s name] if you have any questions or concerns.
Sincerely,
[Sender Name]
Depending on the position and the communication style guidelines within a company, there are different job offer letters a company or a hiring manager can use.
To help you send a job offer letter that will suit your needs, we collected seven sample job offer letter templates that are ready-to-use, and streamline the process of sending job offers to new employees.
7 Sample Job Offer Letter Email
1. Standard Job Offer Email
Subject: Welcome to the Team: Job Offer for [Position Name]
Dear [Candidate’s First Name],
Thank you for attending your recent interview with us. Following our conversation, I am pleased to offer you the position of [Job Title] at [Company Name], with the start date of [Start Date].
Please find the full terms of employment attached, along with any other relevant documents for your review.
In this role, you will report to [Manager’s Job Title, Manager’s Name] and be based in [Location]. This is a [permanent/temporary] position, and we are offering you an annual starting salary of [$Salary], payable monthly.
Your working hours will be Monday to Saturday, from 9:00 am to 6:00 pm. You will also have an annual holiday allowance of [No. of] days.
To accept this offer, please sign and email the attached documents to [Email Address] by [Date]. We will then begin preparing for your onboarding.
Please note that this offer is subject to the completion of satisfactory references. There will also be a probationary period of [three/six] months, which will need to be completed successfully.
If you have any questions, please feel free to email us at [Your Email Address].
We look forward to hearing from you and welcoming you to our team.
Best wishes,
[Your Name]
[Your Job Title]
[Your Email]
[Phone Number]
2. Informal/Casual Job Offer Email
Subject: Exciting Opportunity: Your Job Offer for [Position Name]
Dear [Candidate’s First Name],
Congratulations on getting chosen as the top applicant for the [insert job position name] role. We’re happy to make the following job offer to you on behalf of [insert the name of your organization] and believe you’ll be a fantastic addition to our team.
You’ll find the full terms of employment and a few additional documents that outline your role and our company culture attached to this email.
You’ll be reporting directly to [Manager’s Job Title, Manager’s Name], and your primary workplace will be in [Location]. This [permanent/temporary] position comes with an annual starting salary of [$Salary], paid monthly.
Your schedule will be Monday to Friday, from 9:00 am to 5:00 pm, and you’ll have 20 days of paid leave allowance—ample time to enjoy a healthy work-life balance.
To accept this offer, please sign and email the attached documents to [Email Address] by [Date]. We’re eager to start planning your onboard and get you settled in.
Please keep in mind that this offer is subject to satisfactory references, and there will be a probationary period of [three/six] months to ensure mutual compatibility and success.
If you have any questions or need further clarification, don’t hesitate to reach out at [Your Email Address].
We are looking forward to welcoming you to our team and embark on this exciting journey together!
Warm regards,
[Your Name]
[Your Job Title]
[Your Email]
[Phone Number]
3. Formal Job Offer Letter
Subject: Formal Job Offer for [Position Name] at [Company Name]
Dear [Candidate’s Name],
We are delighted to extend our official invitation to you to join [Company Name]. After careful consideration and review, we firmly believe that your unique skills and qualities align seamlessly with our organizational goals and values.
Here are the details of your employment offer:
Start Date: [Insert Date]
Hours: [Hours per week]
Salary: [Amount]
Employee Benefits: [Personal computer, gym allowance, L&D budget, etc.]
Vacation/Leave Policy: [Details]
To accept this offer, kindly respond via email by [Acceptance Deadline Date]. Upon receiving your acceptance and completing reference checks, we will provide you with further onboarding instructions and necessary paperwork.
Your contribution to our team will undoubtedly be invaluable, and we are excited to embark on this journey together.
Please feel free to reach out to [HR Person’s Name] at [HR Person’s Contact Info] if you have any questions.
We look forward to welcoming you at [Company Name].
Warm regards,
[Your Name and Job Title] [Company Name]
4. Part-time to full-time Job Offer letter Email Template
Subject: Your Career at [Company Name]: Job Offer for [Position Name]
Dear [Candidate’s First Name],
It is with great enthusiasm that [Company name] is offering to extend your current employment status from part-time to full-time, as of [date].
In this role, you will be reporting to [Manager’s Job Title, Manager’s Name] and will be based in our [Location] office. This [permanent/temporary] position is a key role within our organization, and we are excited about the contributions you will bring.
We are pleased to offer you an annual salary of [$Salary], paid monthly. Additionally, you will receive a comprehensive benefits package that includes [highlight key benefits, e.g., health insurance, retirement plans, etc.]. Your working hours will be Monday to Friday, from 9:00 am to 5:30 pm, with an annual holiday allowance of 25 days.
Also, you will have access to professional development programs, career advancement opportunities, mentorship, and coaching for your professional and personal growth.
To accept our offer, please sign and date this full-time offer letter as indicated below and email it back to us by [date].
Feel free to contact the HR department [contact information] if you have any questions, or you can reach out to your supervisor directly.
Looking forward to your response.
Sincerely,
[Your name]
Signatures
5. Concise Job Offer Letter – 1
Subject: Next Steps: Your Job Offer for [Position Name]
Dear [Candidate’s Name],
I am thrilled to extend to you a job offer for the position of [Position Name] at [Company Name]. Your qualifications and experience have impressed us, and we are eager to have you join our team.
Here are the next steps and details of your employment:
Start Date: [Date]
Salary: [Amount]
Hours: [Hours per week]
Employee Benefits: [Healthcare, retirement contribution, etc.]
Vacation/Leave Policy: [Details]
Please note that this offer is contingent upon the successful completion of any required background checks or references.
To accept this offer, please email us by [Acceptance Deadline Date]. Upon receipt of your acceptance, we will provide you with further instructions and any necessary paperwork.
We are excited about the opportunity to work with you and look forward to your positive response. If you have any questions, please feel free to contact [HR Person’s Name] at [HR Person’s Contact Info].
Warm regards,
[Your Name and Job Title]
[Company Name]
6. Concise Job Offer Letter – 2
Subject Line: Official Job Offer: Join Us as [Position Name]
Hi [Candidate Name],
We’re thrilled to extend this offer of employment for the position of [Job Title] with [Company Name].
If you choose to accept this offer, your start date will be [Start Date], or we can discuss another mutually convenient date. Your direct supervisor will be [Manager Name].
You’ll find the detailed terms and conditions of your employment attached, and we kindly request your response by [Date].
If you have any questions or require further clarification, please don’t hesitate to reach out to me or [Manager Name] via email or phone at [Provide Contact Details].
We’re eagerly looking forward to welcoming you to our team!
Best regards,
[Your Name]
[Signature]
7. Detailed Job Offer Email Template
Subject: Congratulations! Job Offer for [Position Name] at [Company Name]
Dear [Candidate Name],
Congratulations! We are delighted to offer you the full-time role at [Your Company Name]. Your skills and availability make you an ideal fit for our team.
Below is an outline of the terms and conditions for your anticipated employment with us:
Position: You will be joining us as a [Job Title] and reporting directly to the manager of our [Department Name].
Working Hours: Your schedule will consist of [Number of Hours] hours per week, Monday to Friday, with a daily 20-minute break.
Compensation: Your annual gross salary will be $[Amount], paid out in 12 monthly installments.
Bonus: If applicable, we are pleased to offer you a sign-on bonus of $[Amount].
Benefits: As a full-time employee, you will enjoy the benefits that [Company Name] offers, including:
Health and dental insurance coverage
Occasional work-from-home days and remote work options
[Number of Days] days of paid vacation leave per year/unlimited vacation policy
Access to educational materials and conference tickets
Participation in our stock option plan
You will also be eligible for any additional employee benefits that may be introduced in the future.
Please find a detailed offer letter outlining the terms and conditions of your employment attached.
We kindly request your response by [Date]. Upon acceptance, your start date will be [Start Date] or a mutually agreed-upon date. In the meantime, please feel free to reach out to me or [Manager Name] via email or phone at [Contact Details] if you have any questions.
We are excited about the prospect of having you join our team!
Best regards,
[Your Name] [Your Position] [Company Name]
[Signature]
By leveraging these job offer email templates, you can save yourself time, enhance your hiring process, and better your communication – and ultimately secure the right talent for your company.