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How to offer someone a job – and example job offer letter format

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Planning to hire a new employee? If you’ve made it through the challenging recruitment process and found the right person to join your small business, then your next step is to send a job offer letter.

Read on to learn what goes in a job offer letter and when to send one, plus see our example job offer letter format to get you started.

Hiring someone

The final stage of the recruitment process is to offer someone a job. And in a competitive market, you’ll want to let your selected candidate know they’ve been successful as soon as possible.

  1. Make a verbal offer by phone – you’ll have met them at the interview stage (whether that’s virtually or in person), so letting them know they’ve been successful over the phone can feel more personal.
  2. Follow it up with a written job offer – it’s important to send a formal job offer letter (usually by email but it could be in the post) with details and terms of employment.

How to write a job offer letter

A job offer letter is a written document that an employer sends to offer someone a job. It should include:

  • job title
  • salary
  • start date (and probationary period, if there is one)
  • job location (and whether it involves travel or hybrid or remote working)
  • terms of employment (hours, benefits, pension details, holiday allowance)
  • conditions of the offer, such as suitable references or security checks

You should also let them know how they can respond to the offer, and who to contact if they have questions.

It’s common to attach the offer letter to an email, along with other important documents and terms. Just make sure you include a descriptive subject line and email content to let them know what they need to do next.

Don’t forget to include terms of employment

As part of your job offer letter, you’ll need to send your chosen candidate an employment contract (or terms of employment). This details their duties, responsibilities, employment conditions and rights.

It will also include their hours of work, holiday allowance, and pension scheme information.

Example job offer letter

Here’s an job offer letter sample you can edit and send for your business:

Dear [candidate’s first name]

Thank you for attending your recent interview with us. Following our conversation, I’m delighted to offer you the position of [job title] at [company name] starting on [start date].

Please find attached the full terms of employment [and any other documents you wish to include].

The role will be reporting to our [manager job title, manager name] and will be based in [location].

This is a [permanent/temporary] position and we’d like to offer you an annual starting salary of [£28,000], which will be paid monthly.

Your working hours will be [Monday to Friday, 9am to 5.30pm] and you’ll have an annual holiday allowance of [25 days].

To accept the offer please sign and email it to [email address] by [date] and we’ll start preparing for your induction.

This offer is subject to completion of satisfactory references. There will also be a probationary period of [usually three months or six months], which will need to be completed successfully.

If you have any questions in the meantime, please email [your email address].

We look forward to hearing from you and welcoming you to our team.

Best wishes,

[Your name] – [Job title]

[Your email]

[Phone number]

Sending a job offer letter by email

If you’re sending a job offer letter by email, you might choose to attach the offer letter as a PDF but write a shorter version in the body of the email itself. For example:

Dear [candidate’s first name]

Thank you for attending your recent interview with us. Following our conversation, I’m delighted to offer you the position of [job title] at [company name] starting on [start date].

Please find attached your formal job offer letter, along with terms of employment [and any other documents you wish to include].

To get you started, please read and sign the letter and email it back to me by [date].

Best wishes,

[Your name] – [Job title]

[Your email]

[Phone number]

More guides to hiring staff

For more information on hiring staff, read our guides to:

Is there anything else you’d like to know about hiring staff for your business? Let us know in the comments.

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Catriona Smith

Catriona Smith is a content and marketing professional with 12 years’ experience across the financial services, higher education, and insurance sectors. She’s also a trained NCTJ Gold Standard journalist. As a Senior Copywriter at Simply Business, Catriona has in-depth knowledge of small business concerns and specialises in tax, marketing, and business operations. Catriona lives in the seaside city of Brighton where she’s also a freelance yoga teacher.

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