When your hiring process comes to a successful conclusion, the job offer letter is a crucial step in securing your chosen candidate. It’s more than just a formality—it sets the tone for your company’s professionalism and helps prevent misunderstandings down the line.
In this article, we’ll walk through what to include in an offer letter, when and how to send it, and how it fits within the broader hiring process.
What is a job offer letter?
A job offer letter is a formal document that outlines the key terms and conditions of employment and communicates your intent to hire a candidate. While not a legal contract, it often precedes the employment agreement and helps build trust and clarity.
Offer letters are typically sent after a verbal offer has been accepted. They may be delivered via email (as a PDF attachment) or through traditional mail.
When should you send it?
Timing matters. Ideally, you should send the offer letter within a week after the final interview. Delaying too long could lead candidates to accept competing offers or question your company’s interest.
To speed up the process:
Give a verbal offer first via phone.
Follow up with a written offer letter immediately after.
What to include in a job offer letter
While there’s no universal format, a well-structured offer letter should clearly communicate the key details of the role and employment terms. Here are the essential elements to include:
Candidate’s full name
The position being offered
Start date
Work location
Reporting manager
Department
Base salary
Bonus eligibility (if applicable)
Employment type (e.g., full-time, part-time, fixed-term)
Work hours and conditions
Deadline to accept the offer
Contact information for questions
💡 Pro tip: Add a personal touch by highlighting why the candidate was selected or what stood out during the interview process. A tailored message helps candidates feel valued.
Job offer letter template
Do you need a little help pulling everything together? Check out the template below.
[Company Name]
[Date]
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. We believe your skills and experience make you an excellent fit and a valuable addition to our organization. We look forward to welcoming you to our team.
Your starting date will be [Start Date], and your initial salary will be [Salary]. Your salary will be paid on a [weekly/bi-weekly/monthly] basis, starting [First Pay Date].
As part of your compensation package, we’re also offering:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]
As a [Job Title], your key responsibilities will be as follows:
- [Job Responsibility 1]
- [Job Responsibility 2]
- [Job Responsibility 3]
You will report to [Manager Name], and your work schedule will be [Work Schedule, including any hybrid or remote work details].
Please review the attached documents, including the employee handbook and employment agreement, and let us know if you have any questions. To accept this offer, please sign and return a copy of this letter by [Acceptance Due Date]. If we do not receive your acceptance by this date, we will assume that you have declined the offer.
Please note that your employment with [Company Name] is contingent upon your compliance with all applicable laws, regulations, and company policies, including but not limited to our Code of Conduct and Confidentiality Agreement.
Thank you for your interest in [Company Name]. We look forward to working with you.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Final tips before sending
Before sending your offer letter, double-check all the details—especially names, dates, and compensation figures—to avoid any confusion or errors. Consider following up with a quick phone call to confirm the candidate has received the letter and to answer any immediate questions. A clear, timely, and thoughtful offer process not only secures top talent but also reinforces your company’s professionalism and commitment from day one.
Get in touch
Need help structuring your hiring process or navigating offer best practices?
Robert Half can help. With decades of experience supporting companies in hiring skilled professionals, we’re here to assist with every step—from interviews to onboarding.
