After conducting interviews and assessing candidates, you’ve found the perfect fit for your open position. Congratulations! But the job isn’t done yet. You still need to craft a job offer email that not only makes the candidate excited to join your team but also presents all the necessary details and legal documents. Here are some tips and templates to help you write an effective job offer email.
View the Offer Email as a Sales Tool
First and foremost, remember that the job offer email is a sales tool. You’re still in the process of convincing the candidate to join your team. A generic email simply won’t cut it. Instead, tailor your content to the specific candidate’s personality and interests. Revisit automated communications and notes the hiring team made on your ATS about the candidate to brainstorm creative job offers that will appeal to them.
Use the Right Tone
The tone of your job offer email should match the candidate’s personality and position. Avoid an overly formal tone for creative or sales-oriented candidates and don’t be too informal for executive or senior specialist candidates. Put yourself in the candidate’s shoes and think about what will get them excited about the position.
Keep the Subject Line Simple
Don’t complicate the email subject line. Make it clear and straightforward so that your candidate recognizes it right away. Go along the lines of:
- Offer of employment: [company name]
- Job offer: [company name]
- Offer of employment: [job title/company name]
- Job offer: [job title/company name]
- Include Essential Details in the Email
Once you know that your candidate is interested and you have all the essentials on hand, you can compile your offer email and elaborate further. Your opening line must always be upbeat. The candidate must feel pleased that they were selected and reassured that their decision is being anticipated with excitement. They must know that you want them on board.
Include job and team-related information in the email and also tell the candidate who will meet them on their arrival. Add Google map links if all interviews were conducted by telephone or video conferencing for out-of-town candidates or if the candidate is invited to an off-site event.
Attach Legal Documents as PDF Files
If the offer is contingent on the candidate signing a non-disclosure agreement, a restraint of trade, background check, or anything similar, make that very clear and attach the agreement document. Legal documents must be locked and in PDF format to avoid tampering. Also confirm details of whether it’s an at-will, fixed-term, permanent, or casual employment contract.
Demonstrate Your Employer Branding
Remind the candidate of your company values and vision through initiatives and projects that are currently in process or coming up. Extend an invitation to anything that will happen before the start date and also invite the candidate to join online team groups or forums if you have them.
Include Salary Information and Benefits
State when you expect the person to start, including the day and time he or she should report on day one. Explain who they’ll be reporting to, what department they’ll work in, and what their job title will be. Of course, another important part of the offer letter is its salary information. Include the annual gross salary you are offering and mention any benefits which the employee will be eligible for.
Congratulate the Candidate and Encourage a Response
Before closing the letter, briefly congratulate the person once again and ask that he or she responds with an acceptance. Be respectful and understand that the candidate may want to take 24 hours to consider the offer and make sure it is the right decision. Encourage the candidate to reach out to you if he or she has any questions.
Examples of Job Offer Email Templates
1. Formal Job Offer Sample Email Template:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] with [Company Name]. Your qualifications and experience make you an ideal candidate for this position. You will be reporting to [Manager Name] and your salary will be [Salary Amount] per annum. The benefits package includes [Benefits].
If you accept this offer, please sign and return the enclosed copy of the employment contract by [Date]. We look forward to welcoming you to our team and working together towards the success of the company.
Sincerely, [Your Name] [Your Title]
2. Sample Email Template to Follow Up on an Offer:
Dear [Candidate Name],
We are writing to follow up on the job offer we extended to you last week for the position of [Job Title]. We understand that you may need additional time to consider the offer, but we wanted to make sure that you received it and had all the information you needed.
If you have any questions or concerns about the offer, please do not hesitate to contact us. We would be happy to discuss any aspect of the job or the benefits package with you.
We look forward to hearing from you soon.
Best regards, [Your Name] [Your Title]
3. Sample Email Template with Offer Details:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] with [Company Name]. You will be reporting to [Manager Name] and your starting salary will be [Salary Amount] per annum. The benefits package includes [Benefits].
Your start date will be [Date] and you will be required to complete [Training or Onboarding] before your official start date. We will provide you with additional information regarding your employment contract and any required documentation in the coming days.
If you have any questions or concerns about the offer, please do not hesitate to contact us.
Sincerely, [Your Name] [Your Title]
4. Sample Email Template with Relocation Offer:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] with [Company Name]. We understand that you may need to relocate for this position and we are willing to offer you a relocation package to help make your transition as smooth as possible.
Your starting salary will be [Salary Amount] per annum, and the benefits package includes [Benefits]. We will provide you with additional information regarding your employment contract and any required documentation in the coming days.
If you have any questions or concerns about the offer or the relocation package, please do not hesitate to contact us.
Sincerely, [Your Name] [Your Title]
5. Sample Email Template with Sign-On Bonus Offer:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] with [Company Name]. In addition to your starting salary of [Salary Amount] per annum, we would like to offer you a sign-on bonus of [Sign-On Bonus Amount].
The benefits package includes [Benefits] and we will provide you with additional information regarding your employment contract and any required documentation in the coming days.
If you have any questions or concerns about the offer or the sign-on bonus, please do not hesitate to contact us.
Sincerely, [Your Name] [Your Title]
6. Sample Email Template with Flexible Work Arrangement Offer:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] with [Company Name]. We understand that work-life balance is important to you, and we are willing to offer you a flexible work arrangement to help you achieve this.
Your starting salary will be [Salary Amount] per annum, and the benefits package includes [Benefits]. We will provide you with additional information regarding your employment contract and any required documentation in the coming days.
If you have any questions or concerns about the offer or the flexible work arrangement, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
7. Sample Email Template with Promotion Offer:
Dear [Employee Name],
We are pleased to offer you a promotion to the position of [New Job Title] in recognition of your hard work, dedication, and excellent performance. Your new role will involve [Job Responsibilities], and you will be reporting to [Manager Name]. Your new salary will be [New Salary Amount] per annum.
The benefits package includes [Benefits]. We will provide you with additional information regarding your employment contract and any required documentation in the coming days.
If you have any questions or concerns about the offer or your new role, please do not hesitate to contact us.
We look forward to your continued contributions to the success of our company.
Sincerely,
[Your Name]
[Your Title]
8. Sample Email Template with Contract Renewal Offer:
Dear [Employee Name],
We are pleased to offer you a contract renewal for the position of [Job Title] with [Company Name]. Your performance has been outstanding, and we would like to continue working with you for another term.
Your salary will remain the same, and the benefits package includes [Benefits]. We will provide you with additional information regarding your renewed employment contract and any required documentation in the coming days.
If you have any questions or concerns about the contract renewal offer, please do not hesitate to contact us.
We look forward to your continued contributions to the success of our company.
Sincerely,
[Your Name]
[Your Title]
9. Sample Email Template with Performance Bonus Offer:
Dear [Employee Name],
We are pleased to offer you a performance bonus in recognition of your exceptional work over the past [Time Period]. Your bonus amount will be [Bonus Amount].
We appreciate your hard work, dedication, and contribution to the success of our company. The benefits package includes [Benefits], and we will provide you with additional information regarding your bonus payment in the coming days.
If you have any questions or concerns about the bonus offer, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
10. Sample Email Template with Sabbatical Offer:
Dear [Employee Name],
We are pleased to offer you a sabbatical to help you recharge and refresh after [Number of Years] years of dedicated service to our company. Your sabbatical will last for [Number of Weeks/Months], and you will receive [Percentage or Full] pay during this time.
The benefits package includes [Benefits]. We will provide you with additional information regarding your sabbatical leave and any required documentation in the coming days.
If you have any questions or concerns about the offer or your sabbatical leave, please do not hesitate to contact us.
We appreciate your hard work, dedication, and contribution to the success of our company and look forward to your continued contributions upon your return.
Sincerely,
[Your Name]
[Your Title]
11. Sample Email Template with Equity Offer:
Dear [Employee Name],
We are pleased to offer you an equity position as part of our employee equity program. This offer is in recognition of your hard work, dedication, and excellent performance, and it aligns with our goal to attract and retain top talent in our company.
Your equity position will involve [Equity Details], and we will provide you with additional information regarding the vesting schedule and any required documentation in the coming days.
The benefits package includes [Benefits]. If you have any questions or concerns about the equity offer, please do not hesitate to contact us.
We look forward to your continued contributions to the success of our company.
Sincerely,
[Your Name]
[Your Title]
12. Sample Email Template with Training Offer:
Dear [Employee Name],
We are pleased to offer you a training opportunity to help you develop and enhance your skills and knowledge in [Training Topic]. This offer is in recognition of your hard work, dedication, and commitment to your professional development and growth.
Your training will involve [Training Details], and the benefits package includes [Benefits]. We will provide you with additional information regarding the training program and any required documentation in the coming days.
If you have any questions or concerns about the training offer, please do not hesitate to contact us.
We look forward to your continued contributions to the success of our company.
Sincerely,
[Your Name]
[Your Title]