How to Write a Job Offer Letter (With Samples)

A Job Offer Letter is a formal, professional document offering a job candidate a job. These professional documents are often used to offer a prospective employee the position for which they have applied and interviewed. Providing a written job offer ensures both the candidate and the employer have the basic information about the position in writing. Candidates sign and return the letter in order to accept the position.

When writing a job offer letter, you should use a professional tone and print the offer on company letterhead. Be certain you have all the basic information about the job in the letter. Every company should have a basic format for these letters. Having this basic format ensures uniformity and consistency in the company’s job offers.

A job offer should provide basic information about the position being offered. Here is what to include:

  • Full title of the job being offered
  • Job responsibilities
  • Job location
  • Reporting structure
  • Starting date
  • Salary
  • Pay increment
  • Benefits and eligibility information
  • Acknowledgment of acceptance (to be signed and returned)
  • Expiration date of offer

After receiving the job offer letter, the candidate may choose to negotiate further, decline the offer, or sign the letter to accept the offer.

Job Offer Letter Format

Here is a basic format for a job offer letter.

{your name}

{your address}

{your phone number}

{your email address}

{Date}

{recipient name}

{recipient address}

Dear {recipient}:

{Company name} is pleased to offer you the position of {job title}. Your skills and experience will be an asset to our {job department}. Your start date is {start date}.

Your job responsibilities will be {job responsibilities}. You will report to {person} at {location}. The hours of work are {work hours}.

The starting salary for this position is {annual salary}, paid {pay increment}.

{Company name} offers a comprehensive benefits package, including {benefits: insurance, time off, etc.}. {Discuss eligibility requirements, if any}.

If you choose to accept this offer, please sign the second copy of this letter and return it to me at your earliest convenience. This job offer remains in effect until {expiration date}.

When we receive your acknowledgment, we will send you employee benefit forms and our employee handbook. We look forward to welcoming you to our team.

If you have any questions or if I can help in any way, please let me know.

Sincerely,

{your signature}

{your name}

{your job title}

{space for candidate signature}

{candidate name}

Sample Job Offer Letter

Here is a sample letter based on the format above.

Jessica Bowen

Genesis Publishing

2759 West Magnolia Place

Sparta, NC 89774

(837) 989-2009

bowenjess@genesispublishing.com

April 28, 2022

Alex Anderson

5872 South 69 Street

Dear Alex:

Genesis Publishing is pleased to offer you the position of Assistant Editor. Your skills and experience will be an asset to our Educational Publications division. Your start date is May 14, 2022.

Your job responsibilities will be proofreading, fact-checking, and editing educational materials, as well as performing research as requested. You will work with and report to our Senior Editor, Dean Styles, at the Educational Publications division on Magnolia street. The hours of work are 8 to 5, Monday through Friday, with overtime as required to meet deadlines.

The starting salary for this position is $46,000 annually, paid on a weekly basis.

Genesis Publishing offers a comprehensive benefits package, including 14 days of vacation per year, plus personal and sick days. We offer complete medical, dental, and vision insurance at no cost to our employees. You will become eligible for our retirement plan 90 days after your start date.

If you choose to accept this offer, please sign the second copy of this letter and return it to me at your earliest convenience. This job offer remains in effect until May 2, 2022.

When we receive your acknowledgment, we will send you employee benefit forms and our employee handbook. We look forward to welcoming you to our team.

If you have any questions or if I can help in any way, please let me know.

Sincerely,

Jessica Bowen

Jessica Bowen

Director, Human Resources

{space for candidate signature}

Alex Anderson

Job Offer Letter Examples and Templates

Writing a job offer letter is simple when you have a basic format for use in every offer. Having a sample letter demonstrating the use of a basic format can help you create the perfect job offer letter for any position your company has to offer. Feel free to use the above format for your company’s job offer letters.

Job Offer Letter Format in Word

A Job Offer Letter Format in Word is a basic format for a job offer letter which is presented in a format compatible with word. The job offer letter format above is fully compatible with word. It can be copied and pasted into word.
Details
File Format
  • MS Word

Entry-Level Job Offer Letter

An Entry-Level Job Offer Letter is a formal document offering an entry-level job to a candidate. A basic format for a job offer will work well for any position, including entry-level. This document may differ from those for senior-level positions in detail, but not in format.
Details
File Format
  • MS Word

Executive Job Offer Letter

An Executive Job Offer Letter is a formal document offering an executive position to a candidate. The above basic format can work for this type of position. Be sure to include all the perks of the position when offering an executive position. These can often be as important as the salary.
Details
File Format
  • MS Word

Part-Time Job Offer Letter

A Part-Time Job Offer Letter is a professional document offering a part-time job to a candidate. This type of letter will likely not contain benefit information, because part-time employees are often not eligible for benefits. The benefit portion of the above job offer letter can be omitted for a part-time job offer letter.
Details
File Format
  • MS Word

Conclusion

Job offer letters should be pleasant, inviting, and informative. Outlining the basic job responsibilities and reporting structure are among the most important parts of the letter. Salary and benefit information let the candidate preview the benefits of the job. Make sure your company has a basic format for job offer letters so that none of the important job details can be accidentally omitted.