Written by
Lauren Brown
Lauren is an aPHR®-certified member of the Marketing team at Bernard Health. She writes about healthcare insights, employment law, and HR solutions.
When bringing on a new team member, it’s common for hiring managers to first extend a verbal job offer over the phone. Once the candidate accepts, it’s best practice to follow up with a written offer letter to confirm key employment details discussed during the call.
But when it comes to formal communication like this, consistency and compliance are critical. That’s why many HR teams use customizable email templates to ensure messaging is professional, standardized, and error-free.
Keep reading to get a free job offer email template—and make your hiring process smoother and more efficient.
Offer Letters vs. Employment Contracts?
Before you hit send, make sure you’re using the right type of employment document. While offer letters and employment contracts may seem similar, they serve different purposes and carry different legal implications.
Read our full breakdown on offer letters vs. employment contracts here.
Why Use a Job Offer Email Template?
Using a job offer email template helps ensure your communication is:- Clear and professional
- Consistent across departments
- Aligned with company policies
- Compliant with employment regulations
- Easy to replicate and scale
Job Offer Email Template
Subject Line: [Company Name] Job Offer
Hi [Candidate Name],
We’re excited to officially offer you the position of [Job Title] at [Company Name]! It’s been a pleasure getting to know you throughout the interview process, and we’re thrilled to have you join us.
As mentioned during our recent call, please see the details of your offer below:
This is a [full-time/part-time] position reporting to [Manager's Name or Title].
Your compensation is [Annual Salary], with the potential to earn [Bonus Structure, if applicable].
Your first day will be on [Start Date].
This offer is contingent upon the successful completion of a background check.
To begin this process and help you get started, I’ve cc’d a member of our [HR/People Operations] team who will assist you in setting up your [HR platform or onboarding tool] account to complete your new hire tasks.
You’ll also receive more details about what to expect on your first day—where to go, who you’ll meet, and what you’ll need.
If you have any questions about the information above, feel free to reach out—we’re happy to help!
We can’t wait for you to get started. The whole team is looking forward to working with you!
Best regards,
[Your Name]
[Your Title]
[Company Name]
What Should Be Included in a Job Offer Email—and Why?
Your job offer email doesn’t have to sound like a formal contract—but it does need to be clear, thorough, and thoughtfully written. It should answer the new hire’s most pressing questions before they even have to ask.
Clearly state the job title and whether it’s a full-time or part-time role. Candidates are often juggling multiple opportunities—or applying to several positions at the same company—so this detail helps avoid any confusion and keeps everyone on the same page.
Include who the person will report to. It’s a simple line that gives the candidate valuable insight into where they’ll fit in the organization and who they'll be learning from day to day.
If you’re comfortable including the salary and bonus structure in the email body, go for it—it’s transparent and eliminates guesswork. If not, make sure the email clearly points the candidate to where they can find that info.
Start date is another key detail. Giving the candidate a concrete timeline helps them prepare—and gives your internal team the green light to start onboarding tasks, like provisioning equipment, scheduling welcome meetings, or setting up workspace logistics.
Make sure to mention any contingencies, such as a background check. And go one step further by explaining what happens next—like who on your team will be reaching out to help them set up accounts or complete required forms. This not only sets expectations but also creates a smooth handoff between recruiting and onboarding.
With BerniePortal, you can take this a step further by automating onboarding tasks directly from one central hub—saving time while staying compliant.
Finally, keep things warm and welcoming. Include your contact information, invite questions, and express genuine excitement about them joining the team. That human touch goes a long way—and sets the tone for a positive employee experience from the very first interaction.
Additional Resources
You can stay informed, educated, and up to date with important HR topics using BerniePortal’s comprehensive resources:
- BernieU—free online HR courses, approved for SHRM and HRCI recertification credit
- BerniePortal Blog—a one-stop shop for HR industry news
- HR Glossary—featuring the most common HR terms, acronyms, and compliance
- Resource Library—essential guides covering a comprehensive list of HR topics
- HR Party of One—our popular YouTube series and podcast, covering emerging HR trends and enduring HR topics
- Community—the HR Party of One Community forum, a place devoted to HR professionals to ask questions, learn more, and help other
Written by
Lauren Brown
Lauren is an aPHR®-certified member of the Marketing team at Bernard Health. She writes about healthcare insights, employment law, and HR solutions.
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