How To Write A Job Offer Letter Email (With Template + Sample)

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Your job offer email should be clear, concise, and contain all of the necessary information that the candidate needs to make an informed decision about accepting the position. It should include the position title, job description, salary and benefits, start date, location, employment status, contingencies, and deadline.

The email should be personalized, transparent, and express excitement about having the candidate on board. The job offer email template provided below includes all the essential components needed to make a clear and exciting offer. Attachments should include any legal documents.

Key Takeaways:

• Ensure that all the details are clear and agreed upon by both parties.

• It is best to send the email as soon as possible after the verbal offer.

• The job offer email must contain all the necessary information that the candidate needs to make an informed decision about accepting the position.

• Legally binding details that protect both the employer and the candidate must be included in the email.

• Tips for crafting an effective job offer email include personalizing the email, using a clear and concise subject line, attaching legal documents, and expressing excitement and enthusiasm about having the candidate on board.

• A job offer email template can be used to structure and ensure all necessary information is included in the email.

When to Send a Job Offer Email

A job offer email should be sent after making a verbal offer to the candidate and ensuring that all the details of the offer are clear and agreed upon by both parties. This is standard practice as it helps you quickly ensure that the candidate is still interested in the position, as well as ensuring that your email does not get lost in their inbox.

Ideally, the email should be sent as soon as possible after the verbal offer to avoid any delays and to show that the company is eager to have the candidate on board.

It goes without saying that you should be 100% certain that this is the candidate you would like to hire. Absent any contingencies not being met (e.g., the candidate did not disclose convictions that came up on a background check), it is difficult to rescind a job offer. Technically, you can rescind an offer, but it may present a liability.

Job Offer Essential Components

When it comes to extending a job offer via email, there are several essential components that must be included. The job offer email should be clear, concise, and contain all of the necessary information that the candidate needs to make an informed decision about accepting the position.

In general, a job offer email should include the following elements:

1. Position title. Clearly state the job title in the email subject line and opening paragraph.

2. Job description. Provide a brief description of the job duties and responsibilities that the candidate will be expected to perform.

3. Salary and benefits. Clearly state the salary and any other benefits that the candidate will be entitled to, such as health insurance, retirement benefits, vacation time, and sick leave.

4. Start date. Clearly state the start date and any other important dates related to the job, such as orientation or training sessions.

5. Location. Specify the physical location of the job and whether the candidate will be required to work remotely.

6. Employment status. Clarify whether the position is full-time or part-time and whether it is an at-will employment agreement.

7. Contingencies. If the job offer is contingent on the candidate passing a background check or drug test, clearly state that in the email.

8. Deadline. Set a deadline for the candidate to respond to the job offer.

When it comes to contingencies, keep in mind that there are several legally binding details that must be included in a job offer email to protect both the employer and the candidate. You must include the following details if they are applicable to the position:

• A statement indicating that the job offer is contingent upon the candidate passing a background check or drug test.

• A statement indicating that the job offer is contingent upon the candidate’s eligibility to work in the United States.

• A statement indicating that the job offer is not a contract of employment and that either party may terminate the employment relationship at any time.

• A statement indicating that the job offer is conditional upon the candidate agreeing to and signing an employee handbook or other employment agreement.

Overall, a job offer email should be professional and clear and include all of the necessary information for the candidate to make his or her decision. By including these details, both the employer and the candidate can be protected throughout the hiring process.

Job Offer Email Tips

Here are some tips for crafting an effective job offer email:

1. Include more detail in the email than in the verbal offer. While it is important to provide a verbal offer first, the job offer email should contain all the fine details of the offer. Consider attaching any lengthy, necessary information (over 300 words or so) as separate documents rather than in the body of the email.

2. Attach any legal documents. Any legal documents, such as employment agreements, employee handbooks, or non-compete agreements, should be attached as separate documents to the email.

3. Use a clear and concise subject line. The subject line of the email should clearly state that it is a job offer and should include the job title and the candidate’s name.

4. Set a deadline for response. The email should specify a clear deadline for the candidate to respond to the job offer.

5. Personalize the email. You may choose to personalize the email to the candidate to further emphasize your enthusiasm to work with them. Always address them by name, and consider mentioning specific details from the interview or application process.

6. Be transparent and honest. The job offer email should be transparent and honest about the details of the offer, including any contingencies or conditions.

7. Express excitement and enthusiasm. The email should express the company’s excitement and enthusiasm about having the candidate on board and should make it clear that they are a valued member of the team. As much as possible, avoid an overly-generic, robotic tone and opt for one that is warm and personable.

Job Offer Email Template

Example Job Offer Email

Here is an example of a job offer email based on the above template:

Job Offer FAQ

1. How much time should I give a prospective employee to accept an offer?

   Typically, it is recommended to give a prospective employee at least a few days to a week to accept a job offer. This allows the candidate time to carefully consider the offer and make an informed decision.

   The exact amount of time will depend on the specific circumstances and should be discussed with the candidate during the hiring process. You’ll likely not want to set this deadline any time after two weeks of extending the offer.

   It is important to set a clear deadline for the candidate to respond and to follow up with them if the deadline passes without a response. If the candidate passes the deadline with no response, you are free to offer the position to another candidate.

2. What is the best way to respond if a candidate states that they have other offers?

   If a candidate states that they have other offers after receiving a job offer email:

   The best way to respond is to simply ask them to let you know their decision by the deadline specified in the offer. If you’d like, you can also ask if there is anything specific about your offer that is making their decision difficult and if there is anything you can do to address their concerns.

   Prepare for negotiations if you take this route.

   Always remain professional and respectful throughout the process, and remember that the candidate may be in a difficult position as they consider their options.

3. Should I personalize the language of job offer emails for each candidate?

   It is recommended to personalize the language of job offer emails for each candidate and position, but not strictly necessary. Personalizing the language shows that you value the candidate and their unique qualities and qualifications and helps to create a positive impression of your company.

   It also ensures that the candidate fully understands the details of the offer and feels appreciated and valued as a potential employee. Taking the time to personalize the language of the job offer email can also help to strengthen the candidate’s commitment to the position and the company.

Sources:

1. SHRM – 14 Things Your Job Offer Letter Must Have To Be Effective

2. Inc – How to Make the Perfect Job Offer: 9 Tips

Author

Lilly Chesser