Imagine you found the perfect candidate for an open role at your company. Before you send a casual email offering them the position, consider how to write a good job offer email.
If you slap something together, candidates can see that. They may also miss your email in their inbox, and you could lose them as an employee. Read on to learn how to write your job offer letter.
Call the Candidate First
Before you send an offer, call the candidate. You will be able to extend the offer verbally, so it won’t be binding. A call will also let you determine if the candidate still wants to take the job before you go through the process of writing an offer letter.
A call helps to ensure a response, instead of sending the email into the void. The candidate will know to look out for your job offer email. Then, they can respond more quickly to get the onboarding process started.
Consider a Warm-up Email
If you call a candidate and they don’t answer, you may want to send a warm-up email. You may try to talk to the person again later, but if you still don’t get an answer, sending an email may be a good option.
Your email can be something simple:
Thank you for meeting with us for an interview. You stood out from the other applicants and we’d like to hire you for [position].
Do you have time to speak on the phone on [date and time]?
You may also want to include a response deadline in your warm-up email. If you still haven’t heard from the candidate, you can move on to the next person.
When to Send the Job Offer Email
Part of knowing how to send an offer email is knowing when to send it. If you speak with the candidate on the phone, you should send the letter as soon as possible after the call. The candidate knows to check their email for the details, and you can start the hiring process sooner.
If you don’t speak with the candidate on the phone, you should send a warm-up email. After the candidate responds to say that they want to accept the offer, you can send the letter immediately.
Start With a Job Offer Email Template
Writing a “congratulations on the job offer” email is easier if you have a template to use as a guide. A template, or example job offer letter, will help you decide where to start.
You may need to edit the template based on the position or the details you want to include. If the candidate asked a few questions you couldn’t answer, you can also make sure to cover that information.
Having a job offer email template is useful, especially if you hire frequently. It may save a lot of time.
Write a Good Subject Line
When sending an email to hire someone, start with a good subject line. Even if the person knows you’re emailing them, they may have a lot in their inbox. They might even have multiple emails from your business, such as for access to the onboarding software.
Be sure to write a subject line that stands out to help the candidate find it in their email. The subject line should be clear and descriptive. You might use a subject such as “[Company, Position] Offer Letter” or “Your Offer From [Company]” so that they won’t miss the email.
Keep the subject line short and concise. You can share more information in the body of the email.
Include Relevant Attachments
One of the benefits of sending an email instead of calling is the ability to add attachments. Maybe you want to share a list of the benefits your company offers or a company handbook.
Sending attachments can keep the body of the email from being too long, but you can still send everything the candidate needs to make their final decision.
You don’t need to send all the documents the person may need as an employee. Think about what you would want to know to accept the job. You can send additional files after they officially accept your offer.
Send the Offer Letter in the Body or as an Attachment
When it comes to sending attachments, you may want to make the offer letter an attachment. The body of the email can be short, so that it’s easy to review.
However, that may add to the number of attachments that they have to download. When deciding how to offer a position via email, think about the other files. If you only have a few other attachments, you can send the letter as a file.
That’s particularly useful if you want the candidate to sign the letter. They can print the document, sign it and reply with a scanned version. On the other hand, you may want to include the letter in the body if you have a separate contract for them to sign.
Verify the Details
Before you finalize and send the letter to the candidate, verify the details. The offer letter should include the terms of employment and any contingencies regarding the job.
You’ll also want to list the job title, salary and start date. If people in your company work different hours, you should also include the new hire’s schedule and if they qualify for overtime. Other things to cover include privacy policies and other company policies.
If the new hire will qualify for insurance or other benefits, include an overview of those. You don’t have to share all the details but share what they need to know to accept the job. Be sure to also cover the termination policies, such as the notice period and if your business offers at-will employment.
Personalize the Offer Email
Try to personalize the offer letter as best as you can to make it more appealing to the candidate. When you offer employment over email, it can be easy for it to feel impersonal. During the interview, or when you extend a verbal offer over the phone, consider the candidate.
Think about the candidate’s personality and what they do or don’t like. While they have said they want the job, the offer letter is their chance to decide to take the job. If you write an email that’s cold, some candidates may change their mind.
Include some reasons why you want them specifically to work for your company. Maybe they got along well with you during the interview, or perhaps they have a good work ethic that can help your current team be more productive. Those personal touches can make a huge difference, especially if someone has other job offers.
Proofread and Edit Everything
Proofreading a job offer email is essential. You should take time to look for tiny errors like spelling and grammar. However, it also helps to look for more significant details, especially when using an email template.
For example, you may have copied the latest offer email you sent, but that was for a management-level position, while this is for an entry-level job. The entry-level job may have a different schedule or may qualify for overtime, while the management job doesn’t.
Have someone else look over the email to make sure it doesn’t have any errors before you attach any important documents and hit send.
Examples of Job Offer Emails
Even if you know how to create a job offer letter, you should consider a few examples. Every job offer email will be a bit different, so consider how to edit these examples to fit your needs.
We’re pleased to offer you the position of Sales Associate with [Company]. As we spoke about over the phone, you will find your official offer letter as an attachment.
Please review the offer and sign and scan it back by [Date and Time].
We’ve also included documents regarding [documents you attached, such as company policies].
Feel free to contact me with any questions.
We cannot wait to have you on our team at [Organization].
[Your Name, Title, Contact Information]
We’re excited to hire you as [Position] at [Company]. During the interview, we loved [something you loved about them].
In this email, you will find the details regarding the position.
[Company] is offering a [full-time, part-time, etc.] role as [Position Name]. You will report to [Supervisor’s Name] starting on [Start Date] at [Workplace Address].
Starting pay for this role is [$X] per [hour, year, etc.], and you will be eligible for a raise each year.
As an employee of [Company], you will be eligible for [list benefits, like insurance, paid time off, etc.].
Please let us know if you have any questions or concerns. Reply to this email or call [Phone Number].
What Documents Should You Include with an Offer Letter?
You should include any documents that relate to the job. The documents don’t need to cover everything, but they should help the candidate accept the offer. It helps if the documents cover common questions regarding benefits, pay or schedules. You can save other things, like the specific benefits forms, for onboarding.
How Long Should You Wait for a Response?
You should give the candidate 48 to 72 hours to respond to the offer letter email. If you’re sending the email just before a weekend, you may want to give it an extra couple of days. Be sure to include a deadline if you want a fast response. Then, you can move on to the next candidate if your top choice doesn’t reply.
Who Sends a Job Offer Letter?
If your company has an HR manager or hiring manager, they should be the one to send a job offer letter. They will handle the onboarding steps as well. For companies that don’t have big HR teams, it may make sense for the applicant’s direct supervisor to send the letter. That will create a personal touch.
How Will You Write Your Next Job Offer Email?
Knowing how to write a job offer email is crucial if you want to hire your top candidate. If you write something dry or cold, that can leave a negative impression. Be sure to personalize the email based on the position and the specific candidate. Then, you can sell them on the job and show them why they should work for your business.
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