Job Offer Letter in Email Format Free Template – Pocket HRMS

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job offer letter
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Every company needs to hire staff. After months of finding the right candidate, you finally find one. The next thing you have to do is simply send them an employment contract or an offer letter. But it can become daunting to find the correct job offer letter mail format that includes and covers all the crucial details.


In this article, we have discussed all basics of the offer letter, including a free download of a job offer email template in the end.


What is an offer letter?


A job offer letter is a formal document that a company sends to their selected candidate, offering the job. It consists of basic and vital information about the job role, and a written confirmation by the employer extending the opportunity. A job offer letter is usually sent over after the details have been discussed via phone or email. The main difference between a job offer letter email and a contract of employment is that an offer letter is not set in stone, and the company can take back the offer. Various companies add certain clauses or contingencies before the employment begins, like a drug screening test or a background check. If the candidate fails to pass it, the company has complete rights to redact the offer.


Also See- Experience Letter Format | Work Experience Certificate Sample


What does the offer letter consist of?

An offer letter should contain the basic details that the candidate might need before accepting such as-


  • Joining Date
  • Job Timing- Part Time or Full time
  • Monthly salary, or hourly wages
  • Number of hours the candidate will be expected to work
  • Job Title
  • Job Description
  • Benefits
  • Paid Leaves, Holidays
  • Onboarding Instructions
  • Additional customized fields as needed

Try to get internal feedback on the job offer letter before forwarding it to the candidate. Additionally, it is a digitally dominated world now, so make sure that the candidate has the option to sign the letter electronically. Make sure that the job offer template is editable so that the candidates can review and offer changes if necessary.


Avoid contractual implication-

Once the candidate signs the official job offer letter, it confirms that he/she has accepted the job. However, if the job offer letter email implies and contractual agreement, you will be forced to fulfil those terms, even if the relationship is short-lived. If you have any questions, you should discuss them with the hired candidate beforehand.


  • In the job offer email template, make sure that you mention that the employment is at will.
  • Before sending the job offer letter email to the candidate, make sure that it doesn’t consist of the term indefinite term of employment.
  • While drafting the job offer letter email template, avoid giving guarantees of future earnings. If your company fails to fulfil the terms and conditions of the earning guaranteed, it might end up in a lawsuit
  • Get the job offer letter email reviewed by your legal department. Make sure they go through the terms and conditions of the job offer email template to see if there are any statements that could cause legal ramifications.


Once the job offer letter is sent, the selected candidate can either accept it or decline it.  If they accept it, they will sign the copy and either scan it and send it, or send it via post. Thus, it is very crucial to structure the letter sample strategically, to avoid any miscommunication.



Hire The Right People Fast

It takes months to find the right candidate for a job role, and imagine losing them due to a poorly written job offer email template. If the process gets stalled, they might find a job somewhere else. Ultimately, you should go for a job offer email that can be customized according to your company’s needs and requirements. It is very important to make a well-drafted letter sample, because not only does it speak about your company, but also saves you from any legal complications.



Job Offer Letter Sample Template


[Candidate Full Name]

[Candidate Address]


Dear [Candidate Name],

We are pleased to offer you the [full-time, part-time, etc.] position of [Designation] at [Company Name] starting from [Date of Joining], subject upon the successful completion of [Background Check, I-9 Form, etc.].


You will be reporting directly to [Manager Name] at [Location]. We believe your skills and experience will be an excellent match for our company and look forward to a fruitful relationship.


In this role, you will be required to [briefly mention relevant job duties and responsibilities].


The annual compensation for this position is [amount] to be paid on a [monthly, semi-monthly, weekly, etc.] basis by [direct deposit, cheque, etc.]. You are also eligible for an annual appraisal based on your performance and company policies.


As an employee of [company name], you are also eligible for our benefits program, which includes [medical insurance, vacation time, etc.], and other benefits further explained in the [employee handbook, orientation package, etc.].


[Optional paragraph to be added for non-permanent employees:]


Your employment with [Company Name] will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. This letter is not a contract or guarantee of employment for a definite amount of time.


Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].


We are always excited to have a talented person like you join our team! If you have any doubts or queries, please feel free to reach out at any time.




[Your Signature]

[Your Name]

[Your Designation]



Download Job Offer Email Template [FREE]

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