Top 10 Job Offer Letter Templates

Make sure to include all the important terms and conditions of employment in the letter. And make it a point to ask your candidate to read the terms and conditions of employment while accepting the job offer.

Discovering a suitable candidate is not that easy. Usually, you have to go through heaps of resumés and tons of screenings and interviews to zero down on your perfect candidate.

Once you have found one and are about to send a job offer letter, you realise that for such a perfect candidate, it becomes equally important to email the perfect job offer letter — one which highlights the positives as well as elaborates the employment terms and conditions of the company.

So, let us check out the 10 top job offer letter formats to be used for different job offer purposes.

1. General job offer letter format

If you have found that perfect candidate for a particular role and want to offer them the job position officially, then you can use this offer letter format. This offer letter email can be customised to include all the relevant details that you want the candidate to know to make a positive joining decision.

The email should have a proper subject line. It must communicate your job offer in no uncertain terms. You cannot afford to leave your candidate guessing by not clearly mentioning the purpose of the email. Below is the job offer letter format for a general job offer.

Subject: Job Offer from (firm name)/ (Firm Name) Job Offer

Dear ABC,

Our meeting over the various interview rounds was a great success. We are impressed by your knowledge and experience. Therefore, we would like to formally offer you the job of (Job Title). This is a (part/full) time job position (add working hours and days). You will report to the Head of (Department name).

[If applicable, add:
Please note — (company name) is an employer at will. This means that either the (company name) or you are free to end or terminate this employment relationship at any time, with or without a clause or notice].

We will offer you a gross annual salary of (x) including (add benefits, incentives and other programs if applicable). You will also get (add benefits according to company policy, such as insurance and health plans, corporate travel or mobile expenses] and (x) days of paid leaves every year.

Your expected start date is (add date). You will have to sign a contract (add the duration of the contract, if applicable) and (add other legal agreements like nondisclosure, non-compete and confidentiality agreement) as you begin your employment.

We expect to know your response by (add a number of days or a date). If you have any questions or doubts, you can simply contact (add your name or manager’s name) via phone or email (give contact details).

We look forward to having you onboard our team.

Regards,
(Name)
(Signature)

2. Formal job offer letter format

You can use the formal job offer letter template while formally offering the full-time job position to your top candidate. This job offer letter template contains a job offer email sample. You can also add other attachments before sending it to candidates.

Generally, a formal job offer letter contains the most crucial employment terms, such as:

  • Position details
  • Compensation
  • Commission or bonus
  • Employee benefits
  • Privacy policy
  • Termination conditions

You can customise this job offer letter sample as per your requirements.

Subject: Job Offer from (firm name)/ (firm name) Job Offer

Dear ABC,

We are delighted to grant you this employment offer for the (add job title) position with (name of firm). Please review the summary of the terms and conditions of your employment with (firm name).

If you accept the offer, your joining date would be (add date) or a different mutually agreed date. You will report to (add manager name).

Please find enclosed employment terms and conditions should you accept this offer letter. We look forward to your response by [ Enter date ]. If you have any questions, please do not hesitate to reach me or [ Enter point of contact ] at [ Enter phone number and email ].

We look forward to having you onboard our team.

Best regards,
(add name)
(Signature)

This email template is followed by various attachments that contain details about the six employment terms mentioned above.

3. Internal job offer letter format

You can use the below job offer letter sample to announce the internal promotion of an employee. Keep the email brief and apply a positive tone in your words to get the employee excited and motivated about their new job role.

Subject: Congratulations on your new Job Role.

Dear ABC,

As per our discussion, we are pleased to officially promote you to (add new job position) as of (add date).

The attachment contains your new contract and employment terms and conditions, along with your compensation and benefits package. Please review the documents and (sign it digitally and send it back via email/visit the HR department to sign in) until (add date). Do reach us in case of any questions or doubts.

We appreciate your commitment and hard work at (firm name) team since the past (add years). We look forward to seeing you achieve higher goals in your new job role.

Congratulations again!

Best regards,
(Name)
(Signature)

4. A warm-up job offer letter format

Sometimes, you may have conducted the interview and shortlisted your top candidate. But you may still want a face-to-face interview for further negotiations or clarity on the employment terms and conditions. In such a case, you can send across a warm-up offer letter to the candidate inviting them to discuss the employment details.

Dear ABC,

The final interview went very well. Out of the (\ number of applicants) candidates who applied for this job position, you were found to be the top candidate because (add reasons why you selected the candidate). We think that you will be a wonderful fit for our team. For these reasons, you qualify for employment with (add firm name) in the job position of (add job title).

Therefore, we would like to call you to go through the job details and talk about the job offer. So, can we meet on (add date and time) to discuss the employment details?

Sincerely,
(Name)

5. Offer letter format for sales job

Let us check out what an ideal sales job offer letter sample should be:

Subject: Job Offer form (add firm name)/ (name of firm) Job Offer

Dear ABC,

We are excited to offer you the job position of (add job title) at (add firm name). Kindly read through the overview of the terms and conditions of your employment with us.

Position: (add job title, department and reporting manager details)
Working Hours: (add working hours, the shift timings and working days)
Compensation: (mention the annual salary including the expected commission and other benefits)
Bonus: (mention the eligible bonus amount on achieving the targets)
Benefits: (add the entitled employee benefits)

The above attachments enclose your detailed offer letter with employment terms and conditions.

We like you to respond by (add date). If you accept the job offer, your joining date will be (add date). In case of any questions or doubts, you can contact us via phone or email (provide details).

We look forward to adding you to our team.

Sincerely,
(Name)
(Signature)

6. Offer letter format for a part-time job

For a part-time job, you can use the below offer letter format:

Dear ABC,

We are pleased to offer you part-time employment for our following job position (add job title).

Your employment terms and conditions are as mentioned below:
Position: (add job title, department and reporting manager details)
Working Hours: (add working hours, the shift timings and working days)
Compensation: (mention the annual salary including the expected commission and other benefits)
Bonus: (mention the eligible bonus amount on achieving the targets)
Benefits: (add the benefits entitled to the employee)

To accept the offer, kindly sign and date this part-time job offer letter as mentioned below and email it to us by (add date).

You can contact the HR department at (provide contact details) in case of any questions or doubts.

Regards,
(Name)
(Signature)

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date
___________________________________________________
Employee (Sign)
___________________________________________________
Employee (Print)
___________________________________________________
Date

7. Standard job offer letter format

The standard offer letter format can be used to formally announce the hiring of the candidate and offering them the job position. This letter format will include all the essential details of the offer letter.

Dear ABC,

We are pleased to offer you the job position of (add job title) at (add firm name).

We just need to finish a few formalities as a part of your joining procedure. Please find time to review the formal offer. This letter includes details such as compensation, benefits, and your employment terms and conditions with (add firm name).

In this full-time job position, you will report to (add manager/supervisor name and the department name) starting from (add start date) at our (add workplace location). The expected hours you need to complete every week are (add working hours).

For this job position, we are offering you (add compensation details). You will also be applicable to receive (add profits, commission, other compensations if any). Further, you will be entitled to receive a bonus and insurance benefits.

If you agree to the offer, please sign and date the agreement and email it back to us by (add final date).

We look forward to hearing from you.

Sincerely,
(Name)
(Signature)

8. Informal job offer letter format

The informal job offer letter can be used for any job position. This offer letter enables the applicant to acknowledge and accept the offer via email. It is an official letter but is not that comprehensive as a formal offer letter format.

Dear ABC,

We are glad to offer you the job position of (add job title) at (add firm name). We are of the opinion that your skills and experience will be an invaluable asset to (add firm name).

If you accept the job offer, you are eligible to receive the following package as per the company policy:
Salary: (add salary details including payment method)
Performance bonus: (add details)
Stand benefits: (add details about the number of leaves, medical insurance, benefits, commission and bonus)
Your expected joining date is (add date)
To accept this role, kindly sign the offer letter, date it and email it back by (add end-date).

We will be happy to welcome you into our team. In case of any questions or doubts, you can contact us at (provide contact details).

Regards,
(Name)
(Signature)

9. Workable job offer letter format

The workable offer letter has a limited validity period. Usually, HR sends such an offer letter to the new members of the team.

Dear ABC,

We are pleased to offer you the position of (add job title) at (add firm name). You will report to (add manager’s/ reporting supervisor’s name) from the (add department name).

Your expected joining date is (add date).
We will offer you the compensation along with the benefits as detailed below:

Salary: (add gross annual salary)
Insurance plan
Workstation of choice
Paid leaves per year
Educational expenses, subject to approval
Additional employee benefits

This job offer is valid until (add date). To accept this offer, simply reply to the email along with a confirmation that you agree by our terms and conditions. Alternatively, you can contact us on (add contact details) if you wish to accept the offer by phone.

We look forward to your response.

Best regards,
(Name)
(Signature)

10. Job offer letter format for developers

This job offer template will help you optimise your offer letters for the developer job position. You can customise the terms of employment and tweak the structure as per your requirements.

Dear ABC,

We are pleased to offer you employment for the job position of (add job title) with (add company name). Below mentioned is a brief overview of your employment terms and conditions with us.

Position: (add job title, department and reporting manager details)
Working Hours: (add working hours, the shift timings and working days)
Compensation: (mention the annual salary including the expected commission and other benefits)
Bonus: (mention the eligible bonus amount on achieving the targets)
Benefits: (add the benefits entitled to the employee)

The above attachment contains a detailed job offer letter for your employment.

We would like you to respond by (add date). If the job offer is accepted, your joining date will be (add start date) or a mutually agreed date. Furthermore, you can contact the manager or representative (add name) via phone or email (add contact details) in case of any questions or doubts.

We will be glad to have you on our team.

Regards,
(Name)
(Signature)

These job offer letter templates can be used to help you carve a good offer letter to send to your selected candidates. Make sure to include all the important terms and conditions of employment in the letter. And make it a point to ask your candidate to read the terms and conditions of employment while accepting the job offer.

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Shalini L
Shalini L

One of the prime contributors for this blog, Expertise in Staffing and Recruitment, Content Strategist by Profession. A Music Lover & Traveller by Choice.

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