What to Put in the Job Offer Letter

After your company has made an offer to a job candidate, the next step is usually sending the person a formal offer in a letter. This is the last step in the hiring process, and there are several things that need to be included in the letter.

Human resource experts say that companies should make the job offer in person or over the phone before sending the letter because this will prevent any roadblocks in the process if something like salary negotiations crop up. The candidate normally has accepted the job offer before the letter is sent, but the offer should not be considered final until the person has signed the letter and any other agreements, such as confidentiality contracts or non-compete agreements.

The content of the letter should begin with a repetition of the job offer, and should also state that the offer is contingent on the candidate successfully undergoing any drug tests and on the verification of supporting materials, such as college transcripts.

The letter will also include the formal job title. It would also explain the pay schedule, as well as conditions affecting salary, such as tax deductions and other withholdings.

The first thing the letter should do is spell out all of the conditions of employment, even though these have probably been settled already. These would include standard employment items such as a job description, salary and benefits, vacation, and who the person’s supervisor will be. The letter should also contain an explanation of the company’s benefits, what benefits the company provides and what the employee’s contribution is expected to be. The letter could also include information about bonuses and when the employee would be eligible to receive a bonus.

If the employee qualifies for stock options, the letter will outline the details of this benefit as well. And the letter would also describe the vacation and time off policy at the company, as well as what moving expenses the company would pay for.

The letter will also detail the company’s termination procedure and agreement of employee. This usually involves including language stating that the company can let the employee go any time, and that the company may but does not have to give a reason, and that the company may also but does not have to give notice.

And the letter will include the agreed upon starting date.

The letter also spells out the conditions under which the employee can be let go, which usually means stating that either the company or the employee can end the relationship at any time, with or without providing a reason, and with or without giving notice.

And finally, the letter requires the employee to acknowledge in writing that the information contained in the letter is a complete explanation of the terms and conditions of employment, and that any other terms not included in the letter will not be binding.

When your company needs temporary, temporary-to-hire or direct-hire workers in the Anchorage area, send a message to the Opti Staffing Group. We would love to discuss how we can help your company with its contingent staffing needs.

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