How do I Format and Draft a Job Offer Letter

How do I Format and Draft a Job Offer Letter

by Jeanne Knutzen | November 26, 2013

0 Blog, Hiring.Best Practices, Human Resource Roles accounting staffing agencies seattle, staffing agencies in seattle, Staffing Agencies In Seattle WA, staffing agencies seattle, staffing agency seattle, staffing agency seattle wa

After weeks of careful sourcing, resume collection, conversations with recruiters, and a long, meticulous interview process, you’re finally ready to choose a candidate. And luckily for you, the choice is easy. Your final contender has it all: wits, drive, a strong work ethic, a pleasant attitude, and affordability. So now you need to make it over the final hurdle: presenting an offer she can’t refuse. And making sure she isn’t lured away by your competitors before her start date.

Just to stay on the safe side as you draft your offer letter, keep a few tips in mind: first, retain two back up candidates so you can don’t have to start over if this one gets away. And second, remember that your letter is only part of the process. You also need to reach out to the candidate by phone, and you’ll want to stay socially connected with her between the date of the offer and the day she steps onboard. Try to prevent a change of heart by keeping her thoughts focused on a future with you, not her past with the company she’s leaving behind. Here are a few ways your offer letter can send the right message and accomplish this goal.

1. Be personable. The legal language of the letter is important, but give your words a personal touch, and make sure the tone is warm, welcoming, and enthusiastic. Make it clear that her arrival is considered an exciting and positive event, not just another bureaucratic item to check off a list.

2. If the offer will be contingent on anything, from a criminal background check to a medical exam, social media review, reference check, or blood test, make each of these items clear. Arrange them not in a block of text, but in a list of distinct bullet points.

3. Provide clear instructions to the employee regarding her next step. Will she need to sign the letter and return it by mail or email before a certain date? Will she need to contact the HR office by phone to formally accept the offer? Will she need to submit any additional material to deal with the contingency items listed above? These instructions should appear in the letter’s final paragraph, right before the close.

4. The terms of employment should be made clear in the letter. If this is an at-will agreement or a defined contract, include the terms in the letter or attach them in a separate document.

5. Summarize the insurance benefits associated with the position and clearly state the annual compensation.

The requirements and recommendations associated with your offer letter will vary with the position, the industry, and the laws in your state. If you are looking for staffing agencies in Seattle, contact us today.


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