When you have reached the end of your hiring process, it is usually a good idea to formalize your hiring offer in the form of a letter. This makes sure that there are no misunderstandings as to what is being offered. It also provides you with a convenient paper record of the job offer and its eventual acceptance, which can be useful for recording an employee’s start time, initial salary, and so forth. This letter is known as the offer job letter.
Format and Content
The letter should begin with the offering of the position to the candidate you have chosen. This should include the proper classification of the position you are offering so you minimize any chance at a misunderstanding or any ambiguity. You should then move on to the proposed start date, which has likely been agreed upon during the interview process. You should specify the total annual salary you are offering as well as any commission based income that will be part of the job. Finally, you should be sure to provide your contact information so the potential employee will be able to reach out to you. Finally, the offer job letter format should end with a reemphasis of the position.
Below is an offer job letter sample that presents a firm that has just offered a communications officer position to their first choice candidate. All the essential items are included, such as the reiteration of the position, the proposed start date, and the salary offered. It is possible or even probable that there may be a counter offer made, so it is helpful to have this information on paper to document any negotiation points. Even if there is no counter proposal, having this letter on file is a good way to make sure that you have all the essential details in place to close out the hiring process and help somebody begin a new career with your company.
Grover Jones, director
Hightower Wellness and Fitness
88 Whitehall Drive
San Francisco, CA 94102
August 14, 2013
Dear Mr. White,
It is with great happiness that I offer you the position of Communications Officer with Hightower Wellness and Fitness. Your skills and experience will be a very valuable asset to our company.
As previously discussed, your starting date will be September 1, 2013. Your starting salary will be $40,000 per year and will be paid bimonthly. Medical and dental coverage will be available on December 1, 2013 after you complete your three month probation period.
Please indicate your acceptance of this offer with a signed copy of this letter returned to the address above. Once we have received your acknowledge of employment, we will send you your employee handbook and benefits information.
Should you have any questions, you can reach me at my office by phone at (123) 456-7890 or via email at email@example.com.
Once again, welcome aboard!