Job Offer Email Templates: 4 Things You’re Probably Doing Wrong

You’ve sifted through a lot of resumes, looked at many cover letters, spent hours interviewing candidates, and finally found the perfect candidate to join your team. Now, it’s time to write the official job offer email template! After you have extended an informal verbal offer, it’s imperative that you consult with the appropriate superiors before moving forward. After all, this is a legally binding document. An effective job offer email template requires the writer to have a thorough understanding of what should be included in a job offer letter and the ability to present that information clearly and concisely. When crafting a job offer email template, it is your responsibility as an employer to ensure that you have covered all your bases. Regardless of whether you’re extending a job offer to a student worker or a senior professional, it’s important to treat everyone equally and with respect. Also, when writing your job offer email template, if the terms are too vague or the explanations of benefits or responsibilities are missing, the candidate could become confused. We know how crucial these points are to your job offer email templates and we are here to help you get it right.

So without further ado, let’s dive right into the 4 things you are doing wrong with your job offer email template.

Accuracy of all legally binding details

Although you may want your offer email to have an upbeat tone, it is important to ensure that you get the finer details right, as a formal job offer is a legally binding contract. Make sure to include the following essentials in your email:

• Explain the terms of employment.
• Communicate the company’s expectations.
• Tell the candidate what to expect.
• Define any special conditions governing the assignment.
• Specify the salary and benefits being offered.
• Specify the start date and time.
• Include details about fixed, flexible, and overtime working hours.
• Specify the date you expect to receive a response.
• Indicate the date on which the offer will no longer be valid.
• State that all previous information is voided.
• Confirm that this is the official exclusive employment.
• Provide clear instructions on how to accept the offer.
• If the candidate has any questions, provide contact details.

Although these are the basics, you might need to add more information if needed. Keep in mind, that if you want your email to be readable, you should include lengthy information as an attachment. Once the candidate accepts and converts to a new employee, you can send a more specific job offer letter format.

Consider the candidate’s personality when crafting the job offer email template

You have to approach the offer email as a sales tool. After all, you’re still working hard to convince your candidate to join! Since the deal is not yet complete, a generic email will not be adequate. Each job within any organization—whether it be a start-up or a multinational—requires a specific personality type. You’ve just discovered your candidate’s true work personality, which you think will be beneficial to the team, so adjust your content accordingly. Look at the automated messages and notes the hiring team made on the ATS about the candidate. For example, don’t use a very formal tone when sending an offer email to a candidate who is creative or sales-minded. And avoid being too informal with a senior specialist or executive candidate. You have already established a relationship with this person. Put yourself in their shoes and think about how they would like to be addressed.

Improve your job offer email template subject line

The most important thing is to keep the email subject line clear and simple. It should be straightforward if you want your candidate to recognize it. We would suggest going in the direction of: Offer of employment:

[company name]

Job offer: [company name] Employment offer: [job title/company name] Job offer: [job title/company name]

Attachment of legal documents

If the offer is contingent on the candidate signing a non-disclosure agreement or any other document limiting their ability to work, make sure to attach a copy of the agreement. To avoid tampering, legal documents must be locked and in PDF format. You should also clarify the details of the employment contract, such as whether it is at-will, fixed-term, permanent, or casual. Make sure you include the highlights in your email body text if you are attaching your offer as a PDF letter. If you send a PDF of your complete offer, make sure your candidate knows that they have to open and read the letter. In addition, you can showcase your company’s employer brand by reminding the candidate of your company’s values and vision through initiatives and projects that are currently in process or coming up.

To wrap it up

When you’re confident that your candidate is interested and you have all the required information, what comes next is crafting a job offer email template. Sending a job offer email to candidates is the beginning of the formal job offer process. Keep the start and end of the message positive, welcoming, and congratulatory. The candidate should be happy that they were chosen and happy that their decision is being looked forward to with excitement. Do you use modern recruitment software? if not, you’re missing out! EVA-REC is a comprehensive recruitment software that helps small businesses to corporate giants build skillful workforces and hire top talent at scale. It offers world-first AI features and technology that are fully customizable – and helps in creating a rich and immersive hiring experience for HR teams and candidates alike. Request a free demo today!

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