A comprehensive job offer letter from your business to a prospective employee plays a critical role in your recruitment process.
Once you’ve identified your perfect new employee, you’ll most likely want to contact the individual to verbally offer them the job. On the back of this, it’s vital to follow up with a written offer.
Our downloadable, editable job offer letter templates
A clear and well-structured job offer letter template can influence a candidate’s decision, speeding up the hiring process. To help you navigate this process, we have put together two editable job offer letter templates – a formal and simplified version. Both templates are fully editable and allow you to add your own company logo to them.
The templates feature all the information your new employee will need, including:
Brief job description
Our free job offer letter templates are designed to simplify the offer stage of the recruitment process, helping you create a professional document that clearly and coherently outlines the terms of the role, giving candidates the confidence to accept the job and join your company without hesitation. They can be sent as an email or used as a written letter.
What is a job offer letter?
A job offer letter is an official offer of employment, whereby an employer invites a candidate to accept a role at their organisation. It outlines important information, such as the job title, salary, place of work, and any additional benefits that will be offered, should they accept.
A job offer letter also makes sure your company and the professional you’ve identified are on the same page when it comes to the role details. Being upfront and clear at this stage will lead to fewer concerns and increase the chance of the candidate accepting quickly.
What should be included in a job offer letter?
When it comes to job offer letters, there isn’t a one-size-fits-all approach. It should, however, include several key elements that outline the terms and conditions of employment. These can include:
Job title: the specific title of the position being offered should be mentioned clearly.
Employment terms: the offer should state whether the position is full-time, part-time, permanent, temporary, or contractual, along with the anticipated start date.
Salary and compensation: include details regarding the salary, including the amount, frequency of pay, and any additional compensation, bonuses, or benefits that may be included.
Working hours: normal working hours and days of the week, including any expectations for overtime or shift work, should be mentioned.
Holiday entitlement: annual leave or holiday entitlement, including any public holidays or company-specific policies, should be outlined.
Probation period: if applicable, the duration and terms of any probationary period should be mentioned, including any conditions or evaluation criteria.
Employee benefits: details of any employee benefits, such as pension plans, health insurance, or other perks, should be outlined.
Termination and notice period: terms and conditions related to termination of employment, including the notice period required by either party, should be mentioned.
Offer acceptance: a statement or a deadline for the employee to formally accept the offer in writing should be included.
Other terms and conditions: any other terms and conditions specific to the position, company policies, or legal requirements should be mentioned, such as intellectual property rights, data protection, or code of conduct.
Contact information: the contact information of the employer's representative who can be contacted for clarifications or questions should be provided.
It's important to note that a job offer letter is a legally binding document, so it's recommended to have your legal or HR team oversee it to ensure it is compliant with employment regulations. It becomes a legally binding contract once the job offer has been accepted.
What are the different types of job offer letters?
In the UK, there are several types of job offer letters that employers may issue to prospective employees.
These include conditional job offers, which are contingent upon the fulfilment of certain conditions such as background checks or medical examinations; unconditional job offers, which do not have any contingencies and are firm offers of employment; and provisional job offers, which may be subject to further negotiation or changes in the terms and conditions of employment.
It's important for both employers and candidates to carefully review and understand the contents of any job offer letter before accepting or declining the offer.
Standard job offer letter
This is a basic job offer letter that includes all the essential information of the role and its requirements, while also outlining the general terms and conditions of employment, such as working hours, leave entitlement, and probationary period.
Senior executive offer letter
This type of job offer letter is used for high-level executive positions and may contain additional details relating to compensation, bonuses, equity, and other executive perks.
It may also include specific clauses related to non-compete agreements, confidentiality, and termination conditions.
Conditional offer letter
A conditional job offer letter is issued when the offer is contingent upon certain conditions being met, such as obtaining a work visa, passing a pre-employment screening check, or completing a medical examination.
These offers outline the conditions that need to be fulfilled before the job offer becomes final.
Part-time or temporary offer letter
This type of job offer letter is used for part-time or temporary positions and may outline the terms and conditions specific to such arrangements, such as working hours, duration of employment, and pro-rated benefits.
How to make a job offer in person
There are multiple ways to make a job offer, with one of the most popular being in person. During the meeting with the candidate, clearly state that you are making a job offer and provide details of the position, including the job title, responsibilities and start date.
Be prepared to discuss and negotiate the terms of the offer, and ensure that you comply with all relevant employment laws and regulations, including providing a written contract within two months of the start date.
After presenting the offer, give the candidate ample time to consider and respond, and be prepared to answer any questions they may have. Finally, once the offer is accepted, follow up with a formal written offer letter along with any additional documentation required.
How to make a job offer over the phone
Making a verbal job offer via telephone is an increasingly popular option for hiring managers. Employers should start by greeting the candidate professionally, to help put them at ease.
Clearly state that you are calling with a job offer and express enthusiasm for the candidate joining your team. While keeping the call brief, be sure to provide details of the role, including title, salary, and start date, while answering any questions the candidate may have.
It’s important to confirm that you will be sending a formal offer letter via email or post and request confirmation of the candidate's acceptance. Remember to send the letter promptly and provide contact information for further discussion or questions.
What should you do if a candidate tells you they have been counteroffered by their existing company?
As an employer, if a candidate tells you they have received a counteroffer from their current company, it's important to handle the situation professionally and with sensitivity. Avoid pressuring the candidate or making any promises, and instead listen to their concerns and understand their motivations for considering the counteroffer.
Hiring managers should respect the candidate's decision-making process and provide them with the necessary information to make an informed decision. Remind them to carefully evaluate their long-term career goals and consider factors beyond just financial compensation.
Ultimately, it's crucial to maintain a respectful and supportive attitude towards the candidate's decision, whether they choose to accept or decline your offer. You may also consider making a counteroffer at this time, if applicable.