Once you have decided who to appoint after interviews, it is usual to send out an offer letter. You may have already spoken to the candidate by phone to congratulate them and offer them the role, but the formal letter still needs to be sent out to confirm various details in writing.

What Does an Offer Letter Look Like?

There are no hard and fast rules on what offer letters look like; they can be tailored to fit your company ethos and approach. If you prefer a formal letter that is perfectly acceptable but equally some companies like a slightly more casual format. Either is fine as long as you include the critical information and are clear on what you need the candidate to do next.

What Goes in an Offer Letter?

The first half of the letter should be clearly confirming the role they have been appointed for, so they are in no doubt when they accept the offer. Start with the basics, the job title, and hours worked, whether these are temporary or permanent etc., so there is no doubt in anyone’s mind. Next set out the compensation for the role, the salary either annually or hourly depending on how you work. None of these details will be new information, just confirmation. Include bonuses and pay arrangements, weekly or monthly and the dates on which the payments are made. This helps people get themselves organised.

Confirm More Details

Move on to the benefits of the role, things like annual leave entitlement, etc. Confirm any benefits like company car, health insurance, so that there is no ambiguity, and ensure that this is all backed up in the job description. You then want to confirm working arrangements. Where the office is located, the start date you are looking for and the working times. Be sure to specify if there is Flexi-time or other different working arrangements available.

Finishing the Letter

The last information needed is to confirm the line manager for the role, in most cases this person is likely to have been at the interview but not always. Be sure it is clear who the new staff member reports to. Place an expiration date on the offer, because you need to confirm at the earliest that they are accepting the job. It is likely you will have spoken to them already, and during that call they accepted, but you need the formal offer in writing to be returned. This is your legal basis for getting the staff member set up in human resources with payroll etc., so waiting to get this back makes sense in case they change their mind at the last minute which sadly can happen.

Our team at Outstaff has a long history with creating job offer letters and following these up to ensure new staff members are set up and ready to start, so if the whole process seems daunting why not contact us today, we are always delighted to help you find the perfect team members.