Fillable Form Employment Offer Letter

What is an Employment Offer Letter?

An Employment Offer Letter, sometimes called a Job Offer Letter, is a letter sent by an employer to a person in order to indicate that they are offering that person a particular job opportunity. The letter often contains details about the results of any previous interviews and tests taken as part of the hiring process, as well as about the benefits and salary the potential employee can expect should they accept the job offer.

A person need not have applied directly to work for a given employer for an employer to send them an Employment Offer Letter. In fact, some employers may actively look for people they believe would benefit their business, and send them offers for employment in order to indicate their interest in that person and try to encourage them to work for their company.

How do I fill out an Employment Offer Letter?

Employment Offer Letters are very simple, but important documents. Because of this, it may be better to make use of an available template so as to ensure that all important information is included in the letter. If necessary, you can add your own edits after filling out the given template should you feel that more information needs to be included in the letter.

Additionally, make sure to provide your contact information as well, whether through a separate communication with the applicant or recipient or through the letter itself.

Sender’s Information

Name

Enter the name of the company or representative sending this letter.

Address

Enter the address that this letter is being sent from. The following information should be included:

• Street Address
• City
• State
• ZIP Code

Date

Enter the date that this letter was sent.

Letter Body

Salutation

Enter the name of the person that this letter is being sent to. It is recommended to use any titles they possess, or simply Mr./Ms., and their last name here. Do not abbreviate the letter recipient’s surname.

Interview Date / Date of Assessment

If an interview was conducted in order to assess the applicant’s suitability for the job offer, enter the date that that interview was held. If a test was conducted to assess the applicant’s skill level, enter the date of that test as well.

If neither were conducted, remove this section and instead express your company’s interest in employing the recipient and cite the quality or qualities that drew your attention to them.

Place of Employment

Enter the place that the applicant or recipient would work at should they accept the job offer.

Salary

Enter the monthly salary that the applicant or recipient can expect should they accept the job offer.

Vacation

Enter the number of vacation days that the applicant or recipient will have available to them per year should they accept the job offer.

Bonus / Incentives

Enter any bonuses or incentives that the applicant or recipient will be given should they accept the job offer. Make sure to be clear about all possible benefits and incentives offered.

Allowances

Enter any allowances that would be given to the applicant or recipient if they accept the job offer.

Benefits

Enter all benefits that will be granted to the applicant or recipient if they accept the job offer. Be as detailed as possible - if necessary, you may attach an appropriately-labeled separate sheet of paper to this letter to outline all of the benefits being offered.

Acceptance Deadline

Enter the date by which the applicant or recipient should indicate their acceptance of the employment offer. If the offer is open-ended and not subject to any particular deadlines, you may indicate so on the letter instead of setting any particular date.

Name and Signature of Sender

Have the company representative sending this letter sign the letter here and enter their full name. If any other people need to sign the form, have them sign the letter in this area as well and enter their full name.

For Applicant/Recipient Only

Acceptance

If you, the job applicant or recipient of this employment offer, accept the job offer from the above employer, sign the form in the space provided and enter your full name, then send this form to the company/employer’s mailing address.

Frequently Asked Questions (FAQs)

Applicant / Recipient Questions

Can I negotiate the benefits, bonuses, and other things on an Employment Offer Letter?

Yes, though not always. It’s best to check with the person or company sending the letter if further negotiation is possible, as some job offers will be given as-is and not be open for changes or negotiation. If asking is not possible, it is best to assume that no changes or negotiation of the terms outlined in the offer will be entertained.

Can I ask for more time to review an Employment Offer Letter before making a decision?

Yes. Simply contact the sender of the letter through their provided contact information and notify them of your need for extra time. Do note, however, that asking for extra time to think about the offer is not always going to result in being given more time, so keep that in mind.

What happens if I don’t respond to the offer by the given deadline?

Generally speaking, the offer will simply be considered to have been declined.

What do I do if I receive multiple Employment Offer Letters?

When you make a decision on which one to accept (or if you decide not to accept any of them), make sure to not just send a letter to the company that you are accepting the offer of, but also to send responses to the other employers that gave you an offer thanking them for their consideration and notifying them of your decision to decline their offer.

Can I ask for more information about the company before I make a decision about the job offer?

Yes. You are free to learn more about how the company operates and the work you will be expected to do should you decide to accept the offer.

Is it possible to receive an Employment Offer Letter even if I didn’t actively apply to a company?

Yes. Companies can send Employment Offer Letters to anyone they believe would be a good fit for the company. Doing this often bypasses the usual hiring process involving interviews and tests, and is a sign that the company is very confident that they would benefit from your skills, or is willing to work with you and train you because they believe that you would be a great asset to them.

What if I want to resign at some point in the future?

That will generally require a separate set of documents, and the process for it will differ depending on the company. Make sure to note the benefits, bonuses, and so on offered in the Employment Offer Letter though, as deciding to resign later down the line may result in missing our or losing some of these bonuses if not handled properly.

Employer Questions

How soon should the Employment Offer Letter be sent?

There is no set time frame for sending a job offer letter, but in general it is best to send it as soon as possible in order to make the potential employee aware of your interest.

What legal considerations should be kept in mind when drafting an Employment Offer Letter?

Make sure that the work you are offering as well as the salary, bonuses, vacation time, and benefits is compliant with your local labor laws, non-discrimination policies, and any other applicable regulations. If there are important conditions to any part of the offer, make sure to clearly outline and explain said conditions.

Can the job offer or hiring process be expedited in any way?

The ability of an employer to expedite the offer or hiring process is limited, as part of the process will be up to the potential employee (specifically, their decision on whether or not to accept the job offer). However, streamlining the decision-making process internally, providing clear details about the job offer, and setting well-communicated expectations for the candidate and when they should respond to the letter all help in reducing the amount of time that the entire process takes overall.

How do we encourage an applicant or recipient to accept a job offer that requires them to relocate?

Explain the company’s relocation policies and clearly communicate how you intend to help the potential employee relocate, should they decide to accept the offer.

Can a job offer be confidential?

Yes. You may include in the letter that the applicant or recipient should keep the offer confidential until such time that they are allowed to disclose information about it.

What if the applicant or recipient has offers from other companies?

The only thing that an employer can do in this situation is fully and clearly communicate their interest in the applicant or recipient and offer benefits to try and draw the applicant or recipient towards them.

Is it reasonable to ask for feedback on the hiring process from the job applicant or offer recipient?

Yes. Some companies provide a survey or ask their employees (after being hired) to give feedback on the hiring process in order to further improve and streamline the process for the next potential employee.

What if there are changes to the job offer?

Make sure to send an updated job offer letter as soon as possible to reflect any changes made to the offer being made, so as to ensure that the applicant or recipient is making their decision based on fully updated information.