Email Template to Extend a Job Offer to a Candidate

When bringing on a new teammate, it's common for hiring managers to extend a verbal job offer over the phone and, once accepted, send a written offer letter to confirm the details of employment and what was stated on the call. Because employers should be vigilant about compliance concerns surrounding offer letters, customizable email templates are a good way to ensure that communication is standardized and uniform. Read on to learn how you can easily send this communication to new hires.

What is the Difference Between an Offer Letter and a Job Contract?

An offer letter is a communication employers use to extend a job offer to a new hire candidate. Offer letters can consist of a number of different details about a given position. For example, many offer letters include the person’s new title, their schedule, what’s expected of them, to whom they’ll report, and their salary. 

Employers can also include information about various compliance policies that may be relevant to their position or the industry. The primary takeaway is that an offer letter should give job candidates a basic understanding of the position they've been offered and their role within the company.

On the other hand, an employment agreement (sometimes referred to as an employment contract) can be a legally binding document that more concretely describes the terms and conditions of a person’s employment—meaning that it more explicitly lists the conditions of employment. Unlike offer letters, an employment contract is meant to create a binding promise between the worker and employer.

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Subject Line: [company name] Job Offer

Hi [candidate],

We were all very excited to get to know you during the interview process. We have been impressed with your experience and background and would like to formally offer you the position of [job title]. This is a [full/part time] position and you will be reporting to the head of [department]. Your expected start date is [date].

Please respond by [response date] and feel free to contact me via email or phone at [contact details], should you have any questions.

We are looking forward to having you on our team!

Best,

[HR]