Woculus

How To Write Job Offer Letters

invitation 2508607 640

Starting a business or working for a small business requires the acquisition of a lot of new skills and knowledge especially when tasked with human resource and admin functions.  Hiring staff is critical to all businesses, so you will be tasked to develop or update offer letters for new employees.  In this article, we will look at the purpose of offer letters, outline some important information to include in your offer letter and provide some tips for creating quality offer letters.

An offer letter is a document given to a prospective employee after they successfully pass your organization’s interview/testing process.  The offer letter informs the individual of the terms and conditions of employment at your organization.  Though the offer itself, not the letter, will determine whether the individual accepts the job or not, a good offer letter ensures that there are no misconceptions or misunderstandings.  The offer letter protects your organization and the individual from liability as it clearly states what each party’s duties and responsibilities.

Essential Content Of An Offer Letter

A good offer letter should be appropriately branded with relevant information about your organization and  provide the following minimum information:

“The Sales Representative position is an entry level role in the Marketing Department of ABC Inc.   The Sales Rep is responsible for promoting ABC Inc. to relevant potential customers, developing sales and marketing reports and generating revenue for ABC Inc.  The Sales Representative will report directly to the Sales Manager.”

Above are the bare minimum that should be included in the offer letter.  The addition of more details and information is sorely dependent on the culture of the organization, HR policy and legal requirements of the region.   Some organizations may include such information as resumption time, leave allowance, sick days and other HR policies in the offer letter, while others may leave this information out and refer the individual to the staff handbook.  It is advisable to keep the offer letter simple so as not to overwhelm the reader.

Tips for Developing Offer Letters

Now that you have an idea of the information that should be part of the offer letter, here are some tips to help you write good offer letters:

It is important to remember that your ideal candidate has probably applied for other jobs and may be considering other offers.  Organizations that understand that quality employees contribute significantly to the overall success of the organization do not make offers halfheartedly, they ensure that their offers are competitive and attractive.  They use their culture and vision to attract quality employees if they cannot offer high pay.

Here’s a sample of a simple offer letter to help you put it all together:

Company Letterhead Inc.

August 27, 2017

 

Ms. Mary Louis

No. 3 Alexander Street

Florida County

Dear Mary

OFFER LETTER: ACCOUNTING OFFICER

We are delighted to offer you the position of Accounting Officer at Company Letterhead Inc.  Based on your experience and performance in our screening activities, we believe you will be a great addition to our Accounting team at Company Letterhead Inc.  The Accounting Officer is an entry level position in the Accounting Department at Company Letterhead and reports directly to the Head of Accounting, Mr. Smith.

As Accounting Officer, you will be responsible for the day-to-day operations of the accounting unit and liaising with the various business units to synchronize company expenditures.  You will also be responsible for maintaining and balancing the various financial documents in addition to other tasks assigned by your supervising officer.

The Accounting officer salary is $xxx monthly (after tax and regulatory contributions such as insurance and pension).  This salary amount will be paid by direct debit into your designated account at the end of every month.

Kindly refer to the attached staff handbook for other employee benefits and policies.

If you chose to accept this offer, kindly sign and date the two copies of this offer letter provided and return to the HR department within the next 2 days.  This offer will be effective on your resumption at work on the 1st day of the new month.

Please contact the HR department for any questions or clarifications in relation to this offer or the terms of employment.  Our door is always open!

We believe you are a great fit for our team and look forward to working with you.

 

Yours Sincerely,

Hope Stan
Head, Human Resources
Company Letterhead Inc.

Conclusion

An understanding of the purpose of the job offer letter, like with other HR policy documents, makes writing a job offer letter very easy.  Several samples and templates for job offer letters can be found on the internet. An in-depth understanding ensures that your final document is effective and relevant to your organization, industry and country. By starting with an understanding of necessary  labor laws, outlining all relevant employment details and making a compelling case for your organization – your job offer letter will be a fitting conclusion to your recruitment activities.

Exit mobile version