Tips and templates for writing job offer letters
Discover the different types of interview questions that can help you land top talent.
Learn how to write a winning job offer letter and discover tips, templates, and more to help you hire the right candidate.
Congratulations are in order. After several rounds of interviews, you’ve identified the ideal candidate for your company’s open role and are ready to extend a job offer. All that’s left is to write an offer letter sure to secure an enthusiastic “yes.”
When you’re competing with everywhere else your candidate interviewed, it’s important to write a truly irresistible offer letter. You’ve already taken care to ensure your interview process was a great experience. Now, it’s time to extend that same level of thoughtfulness to preparing your job offer letter.
Luckily, there are plenty of ways to make your job offer letter stand out. Here we’ll cover:
The interview process and where the job offer letter fits in ↓
How to write irresistible job offer letters ↓
Finding the right job offer letter template ↓
Interviewing candidates and where the job offer letter fits in
While the hiring rate has been leveling off globally since reaching historic highs in 2021, there are still plenty of candidates interviewing for new positions. According to LinkedIn Chief Economist Karin Kimbrough, “Labor-market dynamics remain tight. So, in many ways, employees still hold the power to demand more from their employers when it comes to salary, flexibility, and benefits.”
This means that throughout your hiring process, you’ll likely be competing with other companies for your top pick. Therefore, it’s essential that you put a little extra time and effort into one of the most important (and often overlooked) parts of the hiring process: writing a strong offer letter.
Though the hiring process varies slightly from company to company, it typically includes the following steps:
1. Write and post a job description
2. Review candidate submissions
3. Select candidates for interviews
4. Interview candidates (typically 2–4 interviews for finalists)
5. Make a job offer to the candidate most suited for the role
What is an offer letter?
An offer letter is an official, written communication that lets your candidate know your company has decided to extend a job offer. Sending one is an important final step in the interview process.
Even if you make your offer verbally first, it’s important to follow up with a letter so your candidate has an official document to reference when making their final decision. It’s also a final opportunity to convey your brand and demonstrate the quality and professionalism of your company.
This letter is your final chance to sell your role to your preferred candidate. They may be comparing your employment offer letter to another company’s. That’s why it’s so important to write a compelling letter that spells out all the necessary information and gets your candidate excited about working with your company.
What a typical offer letter will include:
• The official title of the position being offered
• Start date
• Salary information
• Overview of benefits
• Work hours and location
• Directions on how to accept the offer, and by what date
Optionally, it could also include:
• Contingencies (ex: completion of a background check or drug test)
• Short overview of what it will be like to work with your company
• Summary of key responsibilities
• Brief explanation of the company policy for ending employment
• Signature and date lines if you wish the candidate to sign and return the letter
When to send a job offer letter
After the interview process is complete, you and your team should set aside time to give each finalist thorough consideration. However, if you wait too long to make your decision, you might lose out on your dream candidate. We recommend that you provide an update to candidates still in consideration each week throughout the process. Once you’ve landed on your top pick, make your offer as soon as possible.
You should only send an offer letter if you are sure your candidate is very likely to accept. If you’re unsure, here are 10 questions to ask a candidate before making an offer.
When to send rejection letters to other applicants
While it’s easy to get swept up in the excitement of extending a job offer, it’s important to also update applicants who didn’t make the cut — not only to maintain a positive brand image, but to offer a sign of respect to those who took time to interview. It’s also a great way to collect feedback about your interview process so you can refine the experience for future candidates.
A good rule of thumb for rejecting other serious candidates (i.e., people who’ve had one or multiple on-site or video call interviews) is to send a rejection letter within two days of their final interview. Learn how to write a rejection letter and read more tips for rejecting candidates at every stage of the interview process.
How to write irresistible job offer letters
Now that you know the basics of what to include in your job offer letter, here are a few best practices that can turn a lackluster letter into an irresistible one.
Make sure it looks and sounds professional.
The job offer letter is a great opportunity to demonstrate the integrity of your company. No candidate wants to work for an organization that seems disorganized or unprofessional. If an excited candidate receives a letter that looks hastily thrown together or contains errors, they may reconsider their initial answer. Use official company letterhead to showcase your brand. Double-check spelling, grammar, and formatting, and ensure that all the information is correct before clicking “Send.”
Include comprehensive salary and benefits information.
Our research shows that candidates consider compensation and benefits their top priority. Along with your salary offer, you should provide a detailed explanation of the benefits package you’re extending, including health insurance, paid time off, 401(k) matching, and bonus opportunities. While you’ve hopefully already discussed all this information with your candidate, laying it out in the offer letter is a helpful reminder.
Highlight what makes your company unique.
Your offer letter should get your candidate excited about working for your company. Consider providing a brief overview of what that means. Highlight any workplace awards you’ve won and consider listing your company perks. Showcase what makes your company a unique, fun, and fulfilling place to work. Be sure to outline your company values as well — whether they include teamwork, curiosity, innovation, or anything else that’s important to your organization.
Give directions on how to accept your offer.
You want your candidate to accept your offer ASAP, so make it easy for them. This can be as simple as stating, “Please confirm your acceptance of this offer by [insert expiration date].” Alternatively, many companies include a signature and date line, so the candidate can sign and return the offer letter as a means of acceptance.
Finding the right job offer letter template
Now that you have all the tips you need to write a great offer letter, we’ll help make the rest of the process as easy as possible so you can get back to hiring the best candidates. Here are a few offer letter samples to use as jumping-off points.
Ready to start hiring?
The job offer letter is your last chance to get your candidate excited about working for your company. It’s an official communication confirming your offer and reiterating important information like salary, benefits, and work expectations. To make your letter irresistible, keep it professional and informative, and highlight what makes your company a great place to work.