Use our job offer letter template to detail an employment offer to a successful candidate.
Updated December 14, 2023
Written by Sara Hostelley | Reviewed by Brooke Davis
A job offer letter helps employers invite qualified candidates to work for them. This document can make the hiring process more seamless, ensuring an employer can clearly communicate an opportunity.
Explore various job offer letter templates below:
To extend an offer to a contractor operating under a 1099 arrangement.
To extend an internship opportunity to an intern.
A job offer letter is a written correspondence from an employer to a potential employee outlining the key terms of the employment, such as the position, annual base salary, and start date. Even though it’s not legally binding, it serves as an invitation for an employment relationship.
Employers issue personalized job offer letters to candidates, as each employee will have different employment conditions.
Explore some of the key elements to include in an employment offer letter:
When you’re ready to offer a candidate a job, you can write a formal document communicating the opportunity. State the letter’s purpose at the beginning so the candidate knows why they’re receiving your correspondence.
Maintain a professional and friendly tone so the candidate knows your enthusiasm about bringing them onto the team. Only include essential information (like the elements in the prior section) to maintain a clear focus in your letter.
Consider adding a few sentences about why you chose them for the position. This way, they can feel confident in their abilities and understand the value they’ll add to the team.
Explore three job letter examples for any case:
Here’s an example of a formal letter:
We’re delighted to extend an offer for the position of Head Chef at Mystical Morsels. Your innovative approach to gastronomy, culinary expertise, and dedication to delivering exceptional dining experiences have truly impressed us, making you the best candidate to lead our kitchen.
As the Head Chef at Mystical Morsels, you will oversee all aspects of our culinary operations. Your role will include menu development, kitchen management, staff supervision, and ensuring the highest standards of food quality and presentation. Your creative flair and leadership skills will be pivotal in elevating our culinary offerings and maintaining our reputation for excellence.
In addition to a competitive salary, Mystical Morsels offers a comprehensive employee benefits package, including health insurance, retirement plans, and dining privileges. We are committed to supporting the professional growth and well-being of our team members.
Conditions of Employment
This job offer is contingent upon completing a background check and any other pre-employment requirements deemed necessary by Mystical Morsels. Your anticipated employment with Mystical Morsels is at will, allowing for termination by either party with or without cause.
To accept this offer, please sign and return a copy of this letter by December 20, 2023.
We are excited about having you join our team at Mystical Morsels. Your culinary vision aligns perfectly with our commitment to providing unique and memorable dining experiences.
Please contact me at 813-555-9744 or [email protected] if you have any questions or need further clarification. We eagerly anticipate the opportunity to work together and witness the culinary excellence you will bring to Mystical Morsels.
Thank you for considering this offer. We look forward to welcoming you aboard.
Here’s an example job offer letter that’s more informal. While it still serves as an invitation, it’s more concise and includes immediate next steps:
I’m thrilled to extend an offer for the Middle School Teacher position at Summit Grove Middle School. Your passion for education and commitment to fostering a positive learning environment make you an ideal fit for our team.
We are confident that your enthusiasm and expertise will greatly contribute to our school’s success. If you have any questions, please contact me at 727-555-8711 or [email protected].
We look forward to welcoming you to Summit Grove Middle School!
Best regards,
Bethany Eagleson
Here’s an example of an offer letter for an internal position:
We are pleased to extend an offer for the position of Senior Marketing Specialist at ElevateEdge Marketing. Your outstanding contributions as a Marketing Coordinator have not gone unnoticed, and we believe your skills and dedication make you the perfect candidate for this advanced role.
As a Senior Marketing Specialist, you will take a leading role in developing and executing comprehensive marketing strategies. Your expertise in campaign management, market research, and team collaboration will be instrumental in elevating our marketing initiatives and driving sustained growth.
Your promotion reflects our confidence in your abilities and commitment to excellence. We are excited about working together to achieve new milestones for ElevateEdge Marketing.
If you have any questions or require further clarification, please do not hesitate to contact me at [email protected]
Congratulations on this well-deserved advancement, Thea. We look forward to your continued success as a Senior Marketing Specialist.
Follow these steps to make a job offer so you can improve your chances of securing a top candidate:
Obtain approval from your company’s human resources department to proceed with the job offer. Check the job requisition, which contains important details about filling the vacant position. Confirm that the company has the resources to extend the offer. Determine if there’s room for negotiation if the candidate wants a higher salary.
Call the candidate to make a verbal offer of employment. Share the good news and tell them that you’ll send over a more formal offer letter soon.
Move quickly when contacting candidates, as they might be applying to other companies.
Send the offer letter, including the elements we outlined in previous sections. Send the letter to their home address via certified mail to guarantee receipt. If you prefer, you can send the letter in an email for more immediate receipt.
If you send an offer letter via email, you can implement these steps to improve your chances of success:
Ask the candidate if they have additional questions or suggestions on making the onboarding process more seamless. You can also let the candidate negotiate the salary or other job-related details.
After the candidate agrees, obtain a signed copy of the job offer letter. Then, start the onboarding process to ensure a smooth transition for the new employee.
Send an employment rejection letter to other candidates you didn’t choose. Thank them for the time and invite them to apply at a future date when an opening becomes available again.
