What is a Job Offer Letter?

A Job Offer Letter is a formal letter that is sent to a prospective employee whom you have been selected and decided to hire for the position in your organization.

Job Offer Letter Template

How to create a Job Offer Letter

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What is a Job Offer Letter?

What is a Job Offer Letter

A Job Offer Letter is a formal letter that is sent to a prospective employee whom you have been selected and decided to hire for the position in your organization.

A Job Offer Letter contains clear terms and conditions of the job for both the employee and the employer. When signed, it indicates an agreement between the employer and the employee that the job has been offered by the employer and accepted by the employee under the outlined terms.

Usually, a Job Offer Letter is followed by a detailed employment agreement that elaborates on the terms and conditions included in the letter.

What should be included in a Job Offer Letter?

If you want to get an offer out to a candidate fast but haven’t got sufficient details for the full employment contract, a job offer letter is a great way of summarizing the offer. These are the important things to include in a job offer letter:

Job title & description: the title of the offered position and description of the job should be clearly written in order to avoid any confusion. A well-written job description includes the basic duties and responsibilities of an employee, working hours, and the starting date of the job.

Location: the workplace location from where the employee will work, for e.g.: company address, work from home, etc.

Probationary period (if any): the period of time after the joining date in which the company or employee may part ways without the standard notice period. Typically three months, during this period, the new employee is exempt from some contractual items.

Salary and benefits: base salary for the position offered, allowances and reimbursements (if any), medical insurance (if any), stock options, other employee benefits; pay period (monthly basis, weekly basis, etc.), paid time should be clearly written on a job offer letter.

Leave benefits: this includes annual leave, sick leave, maternity leave, paternity leave, etc.

Confidentiality and intellectual property: period for which confidential information must not be disclosed, ownership of rights to intellectual property created during employment; Any special conditions of employment: separate non-disclosure agreement to be signed, employment visa to be maintained throughout employment, background check to be allowed, mandatory reference checks.

Conditions for termination: A clear detail about the Probation period, notice period, written resignation letter, or termination letter to be served.

Is an employment letter the same as an offer letter?

An offer letter is the first step in recruiting a new employee if a company requirement matches the candidate profile. Once the offer letter is accepted by the candidate then they will be required to sign the appointment letter which has more details about the job like the position for which they are hired, job description, salary, location of the job, etc.

How long does an offer letter remain valid for acceptance?

Usually, a letter of employment has an expiration date, this is a deadline for the job offer acceptance by the candidate. If the candidate accepts and signs the offer letter on or before the expiration date, it is valid. So, always be careful to confirm your acceptance of the offer by signing and returning the letter before the deadline.

Is a letter of employment legally binding?

Yes, a letter of employment or an offer of employment letter is legally binding once the employee accepts the offered position by signing.

How can you make your job offer more appealing to an applicant?

Here are a few tips to make your offer more enticing for applicants:

  • Let the letter reflect warmth and a genuine invitation to join your company.
  • Do express excitement to make the candidate feel special and welcome onboard.
  • Applicants are definitely looking for more than just short-term incentives. Candidates are interested in learning how they can grow in their careers. Let the applicants know that this is a priority for you too. Share your company goals and let them know how the role will help them.
  • Let them know that you want and need them at the company.

Can you make an informal job offer?

Yes, you can also send an informal job offer to a potential candidate you have selected for a position at your company. Informal offers are just as official as formal offers. It is simply less formal and generally more brief. Also, it is not legally binding and does not need to be in writing and can simply be verbal. For instance, an employer may call up a candidate to let them know that they have been selected and offer the position and ask if they would be willing to accept it. 

How to gracefully turn down a job offer?

The answer is not always yes. For times when it is not, you can politely decline and show your professionalism there too.

First and foremost, show appreciation. Thank the hiring manager for the opportunity offered and the time they’ve given you and make it heartfelt. Next, give a short and precise reason. Make sure that it is respectful but note that you do not have to dive into the details.

Finally, try and stay in touch. The world is a small place and each industry is even smaller. It is highly likely that you’ll bounce into these people every once in a while. So, remember to end it on a good note.


A job offer letter is provided by the company to the potential candidate for offering them employment. It basically helps a candidate to get more insight into office profile, job description, responsibilities, remuneration, etc. It is the proof of job confirmation once accepted.

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