After digging through piles of resumes and all the exhausting interviews, you have found the candidate you want. Finding the right person is not easy and every position posted these days gets 100’s of applicants. However; your employee search is complete now what is the best way to let him or her know that they have the job? For a formal position you must send a letter and specify some details. The job offer letter is intended for those who are contractual employees and not hourly workers. Hourly workers usually don’t need anything more than a phone call to let them know they have the job.
When a company hires a bigger position, like accountant, CEO, or CFO they often have them sign a contract. It is proper to send a letter confirming the details of the employment before the contract is signed. Depending on how quickly the employee needs to begin their position will dictate what method you notify them of the job offer. Email is the acceptable form of communication in most companies and for most individuals. If the position is a big deal, then using a formal letter sent by the mail system would work better. If you need this person to start right away, you may want to call them and fill them in on all the details before sending the job offer letter.
So what should a letter offering a job position say and what should it not say? First you want to clearly define that you are offering this person a position at your company. You want to put down the rate of pay they are being offered and the official title of the position. The specifics are really up to the company from there. Some letters will outline job duties and hours expected to be at work, as well as uniform or other details pertinent to the position. Make sure to clearly state within the first couples sentences that the person is being offered a position. Oftentimes employees are so used to getting denial letters in the mail that they may throw it away thinking it is another rejection.
Start the letter with a traditional block form and put the prospective employees name and address. Also be sure to include the date and a subject line that clearly states the reason for this letter. Get right to the point in the first paragraph and leave additional paragraphs for any other information that is necessary. If the offer of employment is pending drug testing or other background related tests be sure to state that contingency. Some companies are sending out W-2’s and other papers that need to be filled out so that orientation day is not filled with boring paperwork. Always leave contact numbers should the person have any questions. Here is a sample letter for a job offer.
Sample Employment Offer Letter
7865 Willow Way
Columbus, Ohio 43215
98709 Industrial Parkway
Grove City, Ohio 43123
Subject: Offer of Employment
During the course of interviews you had with XYZ Industries we were quite impressed with your skill level and your resume. We would like to formally extend an offer of employment to you for our Accounting Manager position. Your official start date would be [DATE] at 9:00 am. As discussed in your interviews, the salary for this position is $56,000 with full benefits included.
As a member of XYZ Industries’ accounting department, you will be responsible for management of 10 employees and also keeping our books. Some of your duties will include processing payroll, handling quarterly taxes and producing monthly financial statements. We have faith that you will do an amazing job for our company and look forward to working with you.
This offer of employment is contingent upon drug tests and BCI checks that were conducted and we are awaiting results. A formal contract will be available for signing after we have received the tests results. I have also included some paperwork that needs filled out and brought with you on your first day of employment. Please don’t hesitate to contact me with any questions regarding this position. I can be reached from 8-5 pm. at [555-290-8759].
By Andre Bradley