offer letter format

It’s not easy to find the ideal recruit. Most of the time, you’ll have to go through a lot of resumes and interview a lot of people before making a decision. And now, after all of your hard work, it’s time to submit your job offer letter – which you know is just as crucial as any other recruiting stage because you need to make your job offer stand out in order to attract the best candidate.

What is a Job Offer?

When a recruiting committee considers the ideal candidate, it normally approaches them to inform them of its decision and extend an offer of employment. When a job offer is made verbally, the hiring manager calls the preferred candidate to tell them that they have been offered the position. The applicant can also receive the offer via email or in writing, depending on the company’s policy and recruitment process. A job offer to a candidate, whether made over the phone or by email, must be followed by a formal job offer letter that confirms the specifics of the job offer.

What should be Included in a job offer?

A job offer letter from employer to employee should be included:

  1. Job title
  2. Job description
  3. Starting date
  4. Work schedule
  5. Reporting structure
  6. Salary (Compensation Bonus or Commission)
  7. Paid time off
  8. Employee benefits
  9. Privacy policies
  10. Termination conditions

Written Job Offers

If a work offer is made over the phone or by email, it will almost certainly be accompanied by a written document confirming employment information including job description, wage, benefits, paid time off, and management structure. Additional steps, such as passing a background or reference check or undertaking a pre-employment drug test, may be needed before a job offer is made.

Offer Letter Sample

Subject line: Congratulations on your new role

Dear/Hi [Employee’s name]

As discussed. We are happy to officially promote you to [Senior Account Manager/Team Leader] as of [date]

Attached you will find your updated contract that contains your new employment terms along with your compensation package and advantages.

Please review and [come by the HR’s office to sign it/send back signed via email] [date]. Feel free to reach out to me, should you have any questions.

We appreciate your hard work and commitment to the [company name_____]
Team for the past [two years]. We are all looking forward to seeing you achieve great things in your new role.


Best Regards,

Your Name__

Your email Signature___

Tips for making a job offer to Applicant

At first, level, making a job offer to an applicant seems straightforward: you write the offer document, get it accepted by the management, and then send it to candidates. Each of these moves, however, necessitates time, commitment, and a great deal of coordination and care.

A few tips that will help you optimize your job offer process are:

  1. Cover all major job information before you began hiring
  2. Firstly make a job offer over the phone
  3. Use best and successful offer letter templates
  4. Make  job offer approval process fast  via hiring software

How to enhance your job offer acceptance rate?

What is offer acceptance rate?

The percentage of applicants who accepted a formal job offer is known as the offer acceptance rate.

Offer acceptance rate= number of offers accepted
                                            __________________________ %
                                                number of offers

Acceptance of a job offer is a valuable recruiting measure. A low rate (i.e. 40 percent) indicates that the talent acquisition tactics aren’t working. A high acceptance rate (i.e. >90%), on the other hand, can mean that your company’s requirements and selected candidates’ desires are a good match. A high offer-to-acceptance ratio is typically the product of good communication, fair and competitive offers, and a positive applicant experience.


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