Letters of offer are formal ways to inform your candidates that you have selected them for employment.
This guide will help you to write the perfect job offer letter sample, whether you have never done it before or have had trouble with them in the past.
How to write a job offer letter and that is worth it
It’s not easy to hire employees.
It can take weeks, if not then months, to sort through resumes and conduct interviews before you finally decide to who you want.
Top-level candidates may be applying to multiple companies and receiving multiple offers.
A formal letter is a good way to get the best talent and ensure your offer stands out.
Sending a job offer letter to candidates shows that you are serious about hiring them.
You are excited for them to join your team and that the opportunity is real.
You’ll struggle to hire if you tell them “you have it” over the telephone and send a formal letter from other organizations.
All employment details discussed at the beginning of the recruitment process are confirmed in job offer letters.
Candidates can see what you offer, including the salary and benefits.
Your job offer letter can be used to distinguish yourself from other offers if it is written well.
These formal offers are also a best way to establish clear communication between the employer and the potential employee.
It ensures everyone is on the same page regarding what is expected of them for the job.
These expectations can be set early to increase your chances of new hires staying with the company long-term. Recruitment and hiring are costly.
Letters of offer can help to reduce turnover.
How much investment is required to write a job offer letter?
A job offer letter is not only a time-consuming, but it also requires very little investment.
Using a template, you can likely to write your first job application letter in less than an hour.
The first letter will make it much easier to write the second.
This is because all of the company information can be reused in every letter.
You only need to modify the details of each employee’s job and pay.
Recruiting software makes it much easier to write a job offer letter.
These software solutions can help you manage your entire hiring process, and many offer free plans for those who don’t need complex hiring requirements.
Workable provides everything you need to enhance your hiring process beyond basic job offer letters and templates.
You can create a custom careers page, use self-scheduling tools to schedule appointments, conduct candidate surveys, build pipelines, and approve offer letters.
You can try it for free for 15 days and start writing job offers letters right away.
Steps to Writing a Job Offer Letter
If you break down the process into easy steps, writing a job offer letter is easy. Follow the steps below to write your letter quickly.
#1 – Select a Format and Delivery Mode
First, you must decide what kind of job offer you want to send.
Next, you will need to decide how to send it. These two decisions are often inextricably linked.
Job offer letters fall under two categories: formal and informal.
A formal offer contains detailed information about the job, company, and compensation.
These formal offers are often sent electronically and appear like formal documents.
Do not confuse “formal” with “contract.” It is in your best interests to avoid using certain contract language within your offer letter.
You can send an informal job offer via email or phone.
These messages let the candidate know that the job is theirs.
Although informal offers can be acceptable in certain circumstances, they are not the best way to secure our top talent.
Most of the best employees expect to be offered a formal letter.
#2 – Choose a Job Offer Letter Template
It doesn’t matter if you are sending a formal email or a document; it is always a good idea to use a template. Templates simplify your life and dramatically reduce the time required to create an offer letter.
The template will include all of the basic terms and common language.
You will need to replace any placeholders with information about the candidate, the position, and the compensation.
Another reason it is in your best interest is to use the recruitment solution such as Workable.
You can create offer letters using the software’s built-in templates. Even if you don’t sign up for a paid subscription, you will have a free access to offer letter resources.
The job you offer will determine the template that you choose. Examples include:
- Templates for formal job offers
- Templates for informal job offers
- Templates for part-time jobs
- Templates for full-time employment
- Templates for internal job offers
- Templates for remote job offers
You can even use job-specific templates.
A sales job template could include information about commissions that aren’t in an offer for a different position.
Another great thing about Workable is the ability to reuse templates from the past.
You can copy the information from an existing template when you can hire a new salesperson if you have the same commission structure.
#3 – Provide basic information about your company
Your company can stand out from other offers by creating an attractive offer letter.
Using your company logo, colors, and contact information on your letterhead is a good place to start.
In the offer letter, include the full name of the business.
Include the company address, phone number, offer date, and email.
Although a job offer letter does not necessarily have to be an employment contract, it can make a big difference for the candidate.
This shows you are serious about hiring them and not just throwing together letters.
The company information should be included, along with contact information and signatures.
This usually goes to an HR representative or hiring manager.
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