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Fillable Form Letter of Intent to Hire

A Letter of Intent to Hire is used by an employer or organization to express intent to hire an individual. This document contains the terms and conditions of employment, start date, and responsibilities.

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What is a Letter of Intent to Hire?

A letter of intent to hire is a type of employment letter sent by a company or an organization to an individual they seek to employ. This formal letter states that a company offers a position to a particular person.

It discusses the details of the job such as the following:

  • Responsibilities when hired
  • Type of Commitment
  • Start of the working day
  • Payment Details
  • Number of days off
  • Terms and agreements of the offer

With this letter, the candidate has the choice to accept or reject the offer of the company.

How to fill out aLetter of Intent to Hire?

Get a copy of Letter of Intent to Hire template in PDF format.

In writing the letter of intent to hire, remember the following:

  • The words used in this letter must be professional and concise. Otherwise, It may affect the credibility of the company.
  • The letter of intent to hire must be written in a detailed form. Every offer stated in the letter must be understandable for the candidate. It should also be accurate, and candidates must receive everything they have read in the letter.

For your convenience, a template of a letter of intent to hire is available on PDFRun’s website. You can use the template and fill it out with the following information:

Heading

This section identifies who and where the letter of intent to hire is from.

For this part, enter the following:

  • Full name or your company name
  • Complete address
  • City, state, and ZIP Code

Date

This section includes the date when the letter was written.

Enter the date when you are writing this letter

Salutation

This section shows the recipient of the letter of intent to hire.

Enter the name of the recipient of the letter. Aside from “dear,” you can also use other salutations.

  • The parties

In this part, the company expresses its intention of hiring an individual for a job. Anyone involved in this letter must be included in this part.

Enter the name of the candidate.

Enter the name of the principal or the representative of the company.

Enter the name of the company.

Enter the mailing address of the company, including the name of the City and the state.

Enter the job title being offered.

  • Commitment

This part states the type and level required for the job.

Indicate how the work of the candidate shall be considered.

Mark the box if:

  • Full-Time
  • Part-Time

  • Pay

This part states the salary and benefits that the candidate will receive.

Enter the amount of the candidate’s pay.

Specify if:

  • Weekly
  • Salary

  • Payment Period

This part states the frequency of payment to the candidate.

Select the frequency of the payment.

Select if:

  • Week
  • Quarterly
  • Bi-weekly
  • Yearly Basis
  • Monthly

  • Start Date

This part states the preferred date of the company for the candidate to start.

Enter the date intended by the company for the candidate to begin employment.

  • Responsibilities

This part should outline all the duties and responsibilities of the candidate. The responsibilities they require should be clearly listed in the letter to avoid any future inconveniences.

Indicate the responsibilities of the candidate.

  • Time off

This part specifies under what conditions the employee will be allowed to take time off. It also mentions if a time off is paid or unpaid to ensure that both parties are on the same page.

Enter the maximum number of days-off allowed per year.

Check the box whether the day-off shall be:

  • Paid
  • Not paid

  • Probation Period

This part states the duration in which the employee’s work shall be under review.

Enter the number of days that the company will provide for the candidate’s probation period.

  • Termination

This part helps the candidate understand situations that warrant their termination and how such terminations will be issued.

Enter the number of days in which the candidate can give the notice to terminate their employment and any employment agreement from the company.

Enter the number of days in which the company may give the notice to terminate the candidate’s employment at any time and for any reason.

  • Non-Compete

This part states the non-compete clause of the company.

Enter the number of days a candidate is prohibited from communicating with any clients, customers, affiliates, or any other individuals from companies considered as competitors upon termination

  • Binding Effect

This part states whether the letter will be considered binding or non-binding.

Mark a check on how this letter shall be considered.

Select:

  • Binding
  • Non-Binding

  • Additional Terms and Conditions

Enter the additional terms and conditions that your company applies for the candidate to understand further.

Company

In this part, the company should provide the following:

  • The principal or the company’s representative signature
  • Name of the Principal or the company’s representative
  • Date it was signed

Candidate

Upon accepting the offer, the candidate provides the following:

  • Candidate’s signature
  • Name of the candidate
  • Date signed

Start filling out a Letter of Intent to Hire sample and export in PDF.

Frequently Asked Questions About A Letter of Intent to Hire

What should you do when you receive a letter of intent to hire?

  • Take the time to read the letter carefully. Check from whom or where the letter is.
  • Highlight all the offers of the company, including the pay, responsibilities, benefits, etc. Take note of the terms and agreement, and decide whether to pursue the offer or not.
  • If you are pursuing the offer, sign the candidate part of the letter and write back to the sender to inform them regarding your decision.
  • If you are not pursuing the offer, you may write back to the company regarding your decision and not sign the letter.

Can you back out of the letter of intent to hire?

If the letter is non-binding, then a person can easily back out of the letter of intent to hire. However, if the employee has already signed an employment contract, they cannot back out easily. Otherwise, they can be charged with penalties if they would do so.

How do I write a letter of intent to hire?

To write a letter of intent to hire a potential employee is a necessary step before offering him or her the job. The letter of intent to hire must contain an overview of his or her skills that make him or her fit for the job, more specifically. The aim is to focus on a possible candidate's abilities and his or her potential value for the company instead of the personal interests of the recruiter. It is recommended to include more details about possible benefits and perks provided by the job offer in this letter, as well as any other information you deem important before making the final decision. The content of the letter will solely be based on the needs of the company and how the applicant is suitable for the vacant position.

Although the letter is usually sent along with a formal employment contract, it does not have any legal-binding force and can be used as an informal document instead. However, if you present the candidate with both the letter of intent to hire and a formal employment contract at once, they will be considered equivalent in terms of their legal force.

Is a letter of intent a job offer?

A letter of intent to hire serves as a letter offering a job to an applicant. It usually includes details about the benefits offered to an employee in addition to salary. It may also include a start date, job title, and personal contact information for personnel in Human Resources or another respected department within the company.

How do you write a letter to convince someone to hire you?

To write a letter to convince someone to hire you, you must first show the person that you understand their needs and that you can meet those needs. A letter of application usually asks for employment; if this is not the case, then it asks the recipient to recommend you for a job interview. When writing to apply for a position, avoid overstating your professional skills or qualifications.

A letter of application is a persuasive document. It needs to show that you are the best person for the job, not that you need it. Even if you are applying for work in your field of study or are enthusiastic that you will be getting experience in your chosen profession, do not state this in the letter. Instead, focus on what abilities and qualities make you the best candidate.

What should a letter of intent include?

A letter of intent to hire should include all the important information about the job, the qualifications that make an applicant suitable for the vacant position, and any other information relevant to the successful applicant. It must also present in detail what the job entails and what an applicant can expect from the employer.

How do you write a good letter of intent?

To write a good letter of intent to hire, one should start with what you want to accomplish by hiring this particular person. A good letter of intent will also include the reasons why the would-be employer is looking for a new employee and how your new employee can help meet that goal.

There are three simple steps to writing a letter of intent, but first, one has to know what they want to accomplish. When writing a letter of intent, one should include the following three things:

1) The reason for hiring this person — The first step is to determine what your goal or reason is for hiring someone. This should be the most important part of your letter since this is what you want to accomplish by hiring this individual

2) How they will help you meet your goals (skills and qualifications) — The next step is to include how they will help you meet that goal. You can do this by talking about their previous work experience with similar goals or talking specifically about the type of skills and knowledge they possess to achieve your goals. For example, if you're hiring a web developer it would be good to mention what sort of skill set they possess and how that will help them meet your goals. Present in bullet points if applicable — because everyone loves bullet points.

3) What's in it for them — The third and final step is to include what's in it for the person you're about to hire. So often people forget to include this very important section, but you should always mention what's in it for them. If your new employee has a compelling reason to work for you they will be more inclined to do so.

Can I accept the LOI and reject the offer letter?

You can accept the letter of intent to hire but reject the job offer letter. You are not required to accept the job offer letter, even if you have signed the letter of intent. You are under no obligation to join a company just because you accepted a letter of intent to hire. Just because you sign it does not mean that the company is forced to take you onboard or keep their end of the bargain.

It has been a common practice for companies to hire the top shortlisted candidates by getting them to sign a letter of intent to join at a later date, instead of an employment contract. The candidate has the option to take up the job once they finish their notice period or resign from their current company without any consequences.

Can a letter of intent be withdrawn?

If you sent a letter of intent to hire a potential employee, you can still withdraw it within the allowed timeframe. If you are an employer or a recruiter, you need to know the rules and regulations especially related to withdrawing the letter of intent. Since a letter of intent to hire is not a contract, there are no formalities when it comes to withdrawal.

If you are an employer, make sure that the candidate has already accepted your letter of intent or offer before withdrawing it. Once a person has stated their intention to join your company, they are usually excluded from applying for other jobs and may view themselves as employed by you. This can be a major problem if they have just bought a house, signed a lease on an apartment, or moved from another area.

If you are withdrawing the letter of intent to hire because of issues with documentation, finances, or other details that the candidate has provided, then it is best to include these reasons in your withdrawal letter. However, be polite and offer them some words of encouragement to help them find a job.

If you are withdrawing the letter of intent to hire because they have been offered a position by another company, it is best to be honest with your candidate. In this situation, tell them as soon as possible and include the name of the other company in your letter if you know it. This will help them find a job more quickly.

If you are withdrawing the letter of intent to hire because they have not met your expectations or qualifications, it is best to include this information in the letter. Candidates may only see this as one of many letters of intent that they receive and will simply keep looking for work. Make sure that you offer to keep the candidate's resume on file should a position become available in the future.

How do you respond to a letter of intent for a job?

You have options on how to respond to a letter of intent for a job offer. You can accept the job or you can reject it. This is the only letter you receive, so your chance for negotiation is limited, but you may still do so.

You may accept the offer by responding to the letter of intent. You might not accept the offer if it is unacceptable for some reason, usually financial. If you reject the offer but you wish to remain on their radar as a candidate in case another position becomes available or more desirable, you can express that desire without rejecting the offer outright by responding "I am interested in pursuing this position with the company. I would like to speak with you further about my candidacy." This response is different than saying "I will not be continuing my candidacy at this time" which comes across as abrasive and leaves no room for negotiations.

You may also decide to reject a job offer if one or more elements of the job are unacceptable. The things that could make you choose this route include salary, bonus structure, benefits package, location, and hours of work — including travel time.

How do you start a letter of intent?

To start your letter of intent to hire, it's important to discuss in detail your prospective employee's background and qualifications. Explain to them why you think they would be a good fit for the role you have available, emphasizing points from their resume as evidence of their skills and experience. Moreover, you should emphasize the importance of their role and why they would be a positive addition to your company. Avoid any negative language, as this can make your candidate want to decline the offer. Use the letter to reinforce your offer, go over the details of the job and discuss salary or benefits.

If you are making a counter-offer to someone who is staying with their current employer, be clear about why they should stay where they are instead of joining you. Emphasize how much better this opportunity will be for them in the long run with regards to salary, benefits, and growth opportunities.

How do you end a letter of intent?

End your letter of intent to hire by clearly stating your company's expectations for this applicant. You may also choose to include a time frame when you expect the employee will start working for you. Your letter must persuade your applicant that your company is a good match for him. Make sure to be professional in the letter and to incorporate positive remarks or promises for this new job opportunity. You may choose to make a covenant with this person if you think it will persuade him more to take the position with your company. Also, leave a good impression with this letter by writing your expectations in an organized and professional format.

How do you write a strong letter of intent?

To create a strong letter of intent to hire, you need to set yourself apart from the other employers that are looking for the same talent. A strong letter of intent to hire focuses on both the company and the potential employee, detailing the value that each will bring to one another.

A strong letter of intent to hire should include three parts: an introduction, a description of your company, and an explanation of what employment would look like for the potential employee. It must be straight to the point and clear. It should be a way for you to convey your visions and ideas in a cohesive manner.

What is the difference between a letter of intent and a letter of application?

A letter of intent is different from a letter of application. If you are an applicant, the purpose of a letter of intent is to make you stand out from other applicants. Unlike a letter of application, which details why you are qualified for the position, a letter of intent describes what your goals are if you get hired. It also serves as an introduction to yourself and your personality. Even though this type of cover letter comes before a resume in a job search, it's not a part of the formal application process. While they are different from each other, both are important and used in the hiring process.

What is the purpose of a letter of intent to hire?

The purpose of a letter of intent to hire is to inform a potential applicant about the position they are being considered for and to detail compensation, benefits, working conditions, and other relevant information about possible employment. It is not, however, an employment contract; it does not bind the employer to offer you the job nor does it obligate you to accept the job if offered. It should be noted that since a letter of intent to hire is not an employment agreement, the employer is free to change any terms of that letter at any time. If you are concerned about certain details in the letter, it is advisable to request clarification.

Employers benefit from writing a letter of intent to hire because they can use it to test an applicant's commitment and interest before entering into a legally binding contract. The formality of the letter also provides employers with an element of security; for example, if after hiring an employee the employer learns that he or she has misrepresented himself or herself in some way — i.e., lied on their resume — then they can fire that person without it appearing as though they are getting rid of them only because the individual filed a complaint or lawsuit against them.

If you are applying for a job it is advantageous to be made aware of the details in the letter of intent, as they will give an indication as to what working conditions are like at that company. It is also helpful because if the employer changes something without your consent, then you have evidence that this particular condition was not agreed to by both parties.

What happens after a letter of intent?

After sending a letter of intent to hire, the next process is to wait for the potential applicant to respond. This is the part where you let the clock tick.

The recommended time to wait is one week. If, after one week, you haven't received any response from the potential applicant then, by all means, contact him or her. If he or she does not respond after several attempts to contact him or her, then they are not interested in the job opportunity. Don't waste your time on someone who is uninterested in working for you.

What do you say when you accept a job offer?

To respond to a job offer, send a letter of acceptance to the employer. This letter will confirm that you are accepting the offered position. Keep this short and sweet, thanking them for their consideration of you as a candidate for the job.

Your letter should highlight why you are the best candidate for the position by showing your enthusiasm about working for the company and detailing your qualifications on paper. This is your chance to show your skills and that you will fit into the company culture, so be sure to keep the tone professional and upbeat.

Before sending a formal letter of acceptance, send an email to confirm that you have received the offer, are interested in this position, and are looking forward to starting work. Once you receive a formal letter of acceptance, you can send a more detailed letter.

Does a letter of intent guarantee a job?

A letter of intent to hire does not always guarantee a job offer. In some cases, a prospective employer may request a formal letter of acceptance from the applicant even after receiving a letter of intent to hire.

Employers should not have both an LOI and an employment offer in hand before making a final hiring decision or giving a verbal job offer to a qualified candidate. This is especially true if the position is one that must be filled immediately or is critical to the company's success.

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