5 Game-Changing Job Offer Letter Templates to Win Top Talent

Ever wondered what’s the most challenging task for HR professionals?

It’s finding and recruiting the perfect hire!

Most of the time, HR professionals have to review a mass number of resumes and make the right decision in a short amount of time. In fact, this could take them days, if not weeks, to review these resumes. And then, they must sit for a couple of rounds of interviews to find the perfect fit.

So as a recruiter, you’ve combed through numerous resumes, sat through hours of interviews, and finally found your dream candidate. But when all of that blows over…what comes next?

Sending the right job offer letter template! You must know that this is just as equally important as any other stage in the recruitment process. Why?

Because your job offer letter template must stand out so that you can effortlessly get top talent to accept and sign your employment offer letters! But before we dig in, let’s go over the basics.

What is a Job Offer Letter Template?

When the hiring team finally finds the perfect fit, the next step typically involves contacting the candidate to announce the news and sending the job offer. This job offer includes important details regarding the job, compensation, and benefits. Depending on the company’s policy, the job offer can be both verbal and written, and the candidate can either accept, decline, or negotiate the job offer. 

At last, whether the job offer is made by phone or email, the hiring team should follow up by sending a job offer letter template where the exact details of the employment are confirmed to the candidate.

What Does a Job Offer Letter Template Include?

When an employer sends a job offer letter template to a new employee, it typically includes:

• The job title
• The job description
• The job details 
• The starting date
• The work schedule
• The reporting structure
• The base salary
• Bonus & commissions (if available)
• Paid time off
• Employee perks & benefits
• Privacy policies
• Termination conditions

Depending on each job offer type, there are numerous job offer letter templates that a hiring team can use. To help you send a job offer that will suit your needs, we simplified the process for you. All you have to do is copy/paste these job offer letter templates, tailor them to your preferences, send them to candidates…and you’re done.

Tailored Job Offer Letter Templates for Every Hiring Scenario

In the dynamic landscape of recruitment, employers often find themselves faced with unique circumstances that require specialized approaches when extending job offers. Crafting the perfect job offer letter is crucial in securing top talent and establishing a strong foundation for successful employment. 

Whether it’s for a full-time, general, or even short-term contact having a collection of meticulously designed job offer letter templates can make all the difference. Discover a comprehensive selection of templates tailored to various situations, empowering you to attract and retain the best candidates in any scenario.

General job offer letter template

This job offer letter template will enable the designated candidate to acknowledge your job offer via email (but not as thoroughly as a formal job offer letter). Although this email tends to be less formal, it still covers the most basic aspects of the job offer prior to sending the full job offer letter.

You can also customize the job offer letter template to include as many details as you want and tailor it to your own preferences.

Subject line: [Company_Name] Job Offer / Job Offer from [Company_Name]

Dear [Candidate_Name],

Congratulations!

I am pleased to extend the following offer of employment to you on behalf of [Company_Name]. You have been selected as the best candidate for the [Job_Title] position!

We believe that your skills and experience would make a great fit for our company. Please find attached the offer letter with more details about your compensation, benefits, and terms and conditions.

Your expected starting date is [Date].

Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].

We are excited to have you join our team! If you have any questions, please feel free to reach out to me at any time.

Sincerely,

[Your name]

[Signature]

Formal job offer letter template

This formal job offer letter template can be used when an employer wants to formally offer a full-time position to the best candidate.

It includes a sample job offer email template (like the one above), along with a formal job offer attachment that covers the core terms of employment. Bear in mind that you can always customize this template by adding, modifying, or removing any specific terms and benefits.

Kindly note that this template is not a legal document, and it may not take into account all the relevant local or national laws of your country.

Here’s how you can describe the employment terms between you and your future hire:

Job role and responsibilities: Given the nature of the evolving market, your job duties and responsibilities may evolve and change over time. Accordingly, the Company may re-assign or re-allocate your responsibilities if circumstances change.

[Insert job role and responsibilities here]

Salary: During the term of your employment, you shall be paid a basic salary $[X] per month in frequent installments. You’re also entitled to receive an annual discretionary bonus/commission of [X] as agreed upon with the management. If your employment status changes over the course of your employment, you will be eligible for a salary increase.

Payment: All wages will be paid to you in accordance with the Company’s payroll policy. Salary and performance will be reviewed annually, and any salary increase shall be within the sole discretion of the Company.

Contract Duration: If it becomes necessary to terminate your employment contract for any particular reason or a short-term layoff, you can terminate your employment agreement by providing the Company with a [X month/week] notice period.

Starting Date: You will commence your official employment at the Company as of [Date]. The first [X] months of your employment will be a probationary period. During this period, your performance will be assessed as a [Name of Role] and your employment may be terminated at any time without advance notice or pay in lieu of notice.

Holidays: You shall be entitled to [X] weeks of paid vacation as requested and subject to your manager’s approval.

Working days and hours: You shall be available to work during normal business hours from [e.g. Sunday to Thursday 8:00 AM to 4:30 PM] with a [X]-minute lunch break.

Part-time to full-time job offer letter template

This job offer email template can be sent to modify an employee’s position from part-time to full-time. Prior to sending this job offer, be sure to ask the designated employees if they’d like to take on a full-time position. Afterward, send them a job offer email or letter describing and detailing the new position. And, of course, you can modify this template to suit your needs.

Subject line: [Company_Name] Full-Time Job Offer!

Dear [Employee’s name],

Hope you’re doing great!

We are excited to announce that we want to formally offer to extend your employment status from part-time to full-time, as of [Date].

Please find the terms and conditions of your new employment contract:

• Position: You will be working as a [Job_Title] and reporting to the [e.g. Marketing, Sales, Human Resources] department’s [supervisor, manager, director.]
• Working hours: [Specify the working hours and time allocated for their break.]
• Compensation: [Specify the annual and monthly salary.]
• Bonus: [If applicable, mention any bonus options that are part of this offer.]
• Benefits: As a full-time employee, you will be eligible for the benefits that [Company_Name] offers. Which include: 
• Private health insurance [or any other specific plan your company has to offer.]
• [X days] of paid vacation leave per year.
• Online courses, educational materials, and expenses [Or other resources that your company has to offer.]

To accept, please sign this full-time offer letter in the attachment below and email it back to us by [Date].

Feel free to contact me or your manager if you have any questions!

Sincerely,

[Your name]

[Signature]

Short-term contract job offer letter template

This email template is sent to the candidates you want to offer a temporary short-term position at your company. It can also be tailored to your preferences and can include specifications that pertain to your company.

Subject line: [Company_Name] Short-term Contract Job Offer

Hi [Candidate_Name]/ Dear [Candidate_Name],

On behalf of [Company_Name], I am pleased to offer you a short-term position as [Job_Title], that will start from [Beginning date] and end on [End date]. You will work on [Days] from [e.g. 9:00 am to 5:00 pm] and you will report to the Head of our [Department_name] department.

We offer you the following compensation and benefits:

• Monthly gross salary of [$X].

• [X days] of paid vacation leave per month.

• [Mention additional benefits that may apply, e.g. free meals, transportation.]

To accept, please sign this short-term offer letter in the attachment below and email it back to us by [Date].

If you have any questions, please feel free to contact me via email or by phone at [Provide contact details].

We are all looking forward to have you on board!

Sincerely,

[Your name]

[Signature]

Internal promotion job offer letter template

This email template is best used when you want to announce an internal promotion to an employee. This email template is brief and friendly – which will help you get the employee excited about his or her new offer.

Subject line: Congrats on your new role!

Hello [Employee’s name],

As we previously discussed, we are happy to officially promote you to [Job_Title] as of [Date]!

Attached you’ll find your updated contract that contains your new employment terms along with your compensation package and benefits.

Please take a look at it and [e.g. come by the office to sign it / send it back signed via email] until [Date]. Feel free to reach out to me if you have any questions.

We appreciate your hard work and commitment to the [Company_Name] team for the past [X months/years]. We’re all looking forward to seeing you achieve great things in your new role and reach new heights.

Congratulations!

Best regards,

[Your name]

[Signature]

Tips for creating the best job offer letter template

So you’ve done the hard work of attracting top talent and choosing a future star to join your company. And most importantly, you’re ready to make the job offer. You’re on the goal line— so don’t blow it!

Making a job offer to a candidate may seem simple and easy-breezy at first glance, but there are certain things that require special care and a great deal of coordination.

Here are a couple of useful pointers to keep in mind:

• Go over the most important details of the job
• Get the content right (make sure it’s accurate)
• Make the job offer via the phone first
• Use these awesome job offer letter templates
• Fast-track the job offer process with an advanced hiring platform!

EVA-REC is a top-rated recruiting software that helps enterprise companies like RE/MAX, Amazon, Samsung, Virgin Mobile & Al Habib Medical Group build skillful workforces and hire top talent at scale. Allowing them to find and hire the people they can depend on. EVA-REC’s world-class features ramp up team collaboration, automate the hiring process, streamline communication, eliminate admin tasks, create a memorable hiring experience, and help you make the right hires every time. Recruit top talent faster, fairer, and more efficiently with EVA-REC today! 

Making a job offer to a candidate may seem simple and easy-breezy at first glance, but there are certain things that require special care and a great deal of coordination.

Here are a couple of useful pointers to keep in mind:

• Go over the most important details of the job
• Get the content right (make sure it’s accurate)
• Make the job offer via the phone first
• Use these awesome job offer letter templates
• Fast-track the job offer process with an advanced hiring platform!

EVA-REC is an on-demand hiring platform that automates and improves the hiring process with AI technology. From small businesses to industry giants – EVA-REC helps companies drive merit-based, objective, and fair hiring practices that minimize bias without dehumanizing the hiring process. Request a free demo today!

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