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Job offer checklist and email template

This checklist contains helpful questions to ask yourself when drafting a job offer letter for your ideal candidates.

Template by Thao Nguyen Le
6 minutes to finish · English · PDF
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It is important to have a well-written offer letter to clarify the conditions of the job offered, highlight essential information about the company to new hires and save as a reference point during future salary negotiations. Download (for free) our job offer checklist and email template to craft a detailed, professional job offer within minutes.


Successfully finding your perfect fit? Here comes the "Offer" stage. You need to make sure that your candidate says yes to the job offer or you'll lose him/her over the competitor. Being completely honest with prospective hires is essential in increasing the acceptance rate as they have their expectations in check. An effective way of communicating the work conditions, salary, benefits, and other details of the position they applied for is by creating a job offer letter.

It is important to have a well-written offer letter so that your prospective employees can be clear on the conditions of the job offered. In addition, employers use offer letters to highlight relevant information about the company and can save it as a reference point during future salary negotiations.

To guide you through the process we have created this offer checklist. Also, you get free job offer letter templates for hiring candidates of different statuses.

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]

Download now the full template 👉

In this resource, you'll get:

  • A detailed checklist of the essential information you should include in your job offer
  • Three well-crafted job offer email templates for full-time, part-time, and intern positions.

How to use this template?

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • ✍️
    The contents in the template are just a starter. Make sure you insert and edit the variables (name, logos, etc.) to tailor the template to your business.
  • 🖨
    Print it out for easier handling and communication with your team.

Who this template is for

  • Recruiters who want to propose an attractive offer to prospects
  • HR Managers looking to build a well-structured hiring infrastructure and process.
  • Anyone who wants to simplify the employment process.

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