A general checklist of details to include in your offer letter
The checklist is dedicated to the general details that must be included in every offer letter regardless of the candidate’s prospective employment status.
- Congratulate the candidate and briefly explain why or how they stood out
- State the title of the hired position
- Define the type of contract (e.g. full-time, part-time, etc.)
- What department are they assigned to and who is their manager?
- What are their duties? (Give a brief description)
- What principal working regulations are they expected to follow?
- The number of hours they are required to work daily or weekly?
- Are they eligible for overtime or are they exempted? (if exempted, state reason)
- Give a brief description of wages or salary
- Proposed date of commencement of employment
- Attach necessary documents or notes (e.g full terms and conditions of employment, employment agreement, etc.)
- What contingencies will they have to go through if they accept the job offer? (e.g. drug testing, physical exam, etc.)
- Include offer deadline
- Conclude by adding the contact details of HR
Full-time employee offer email template
Dear [Candidate’s name],
First of all, we would like to thank you for your interest in career development with [Company_name]. We have been impressed with your background and would like to formally offer you the full-time position of [Job_title].
You are our top choice candidate out of the [number of candidates] that applied. We were sold on your [details that made the candidate standout: e.g experience, ethics, achievements, etc.].
Below is a summary of the terms and conditions for your anticipated employment with us.
You will be reporting to [direct manager: e.g Marketing Manager, Product Manager]. Your expected hours of work are [days of the week, hours of work: e.g Mon - Fri, 9:00 am - 4:00 pm]. We will be offering you a monthly gross salary of [$X] and [mention bonus programs, if applicable.] You will also have [mention benefits as per company policy, like health and insurance plan] and [X] days of paid vacation per year.
Attached below is more comprehensive information on the terms and conditions of your employment. Should you choose to accept this offer, we would like to get a response from you by [date]. In the meantime, feel free to contact me, if you have any questions.
We look forward to having you on our team.
Best regards,
[Your name]
[Company’s name]
