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No one will deny that offer letters are an important component of the hiring process.  If it’s your first time hiring or you just want to brush up on best practices, this article should help you do just that. 

After you’ve spent tons of time finding candidates, interviewing them, and negotiating the position with them, the last thing you want is to send a bad offer letter and have to start the process over again.  

Thankfully, below are 6 things you need to include or address in your offer letter so that the candidate fully understands your offer and hopefully accepts!

1. Salary

This seems obvious but it should be stated clearly in the offer letter and if it’s a salaried position, stated in terms of annual salary.

If it’s an hourly position, state the wage per hour. 

Also, include how and when the salary will be paid.  Will they be paid monthly, biweekly, or weekly? 

Finally, you should also mention if the salary will be paid in cash, check or by direct deposit.

All of this information will allow the candidate to fully understand how much they will be paid and how they will be paid which is a key consideration for most applicants. 

2. Benefits

Just like salary, all benefits should be clearly stated in the offer letter. 

Does the position include medical and dental benefits?  Does your company have a 401K matching program?  Does the candidate get to use a company car? 

All of these are important considerations and can make the difference between a candidate accepting or declining a job offer.

If you forget to include some of the benefits, you risk having the candidate turn you down for a more compelling job offer.

3. Vacation and Sick Days

Many candidates like to know exactly how much sick time and vacation leave they have in a year. 

Making this explicitly clear will help the candidate make a better decision and prevent miscommunication and dissatisfaction down the line.

4. Starting Date 

Including when the employee will start seems obvious but is also easily overlooked. 

If an employer you’re looking for the candidate to start next week and the candidate is looking to start in four months, there could be a real issue.

Avoid this by clearly stating the start date in the offer letter. 

5. Title of the Position

The title of the position is important. 

A title displays an employee’s rank in an organization and allows them to further their career. 

As a result, don’t use general terms like “we’re pleased to offer you a position with our company.” 

Make it clear exactly what the candidate’s title will be within the organization. 

6. Instructions

You should include instructions on how an employee can accept the offer letter. 

Making it easy and fast for a candidate to accept makes it more likely they will. 

Explain where to sign the offer letter and where to send it once accepted. 

Next Steps 

These six things to include will help you write a compelling offer letter that provides all the basic information a candidate needs to make their decision. 

But remember, an offer letter is simply an offer and you should be prepared for the candidate to come back with questions or to negotiate further which is usually a sign that a candidate is interested and serious about the position. 

We hope this article helps you write a more compelling offer letter, good luck hiring! 

Written By
Will Zimmerman is a content marketer for Proven. He is from Boulder, Colorado and when not writing awesome content, he enjoys all things outdoors including but certainly not limited to skiing, camping, hiking, and surfing.

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