Changes to Offer Letter Email: Everything You Need to Know
Changes to offer letter emails are common and can be due to various reasons. The hiring manager, recruiter, or human resources department may make changes to the offer letter email after it has been sent to the candidate. These changes can range from minor corrections to significant modifications, such as changes to the job title, salary, or start date.
The Best Structure for Changes to Offer Letter Email
When making changes to an offer letter, it’s important to communicate them clearly and professionally. Here’s the best structure to follow for your email:
Subject Line
Start with a subject line that summarizes the purpose of your email, such as “Updates to Your Offer Letter.”
Salutation
Begin your email with a formal salutation, such as “Dear [Candidate’s Name].”
Introductory Paragraph
In the introductory paragraph, explain that you’re writing to address changes to their offer letter. Be clear about what specific changes are being made.
Updated Offer Details
Use a table to present the updated offer details side-by-side with the original details. This will make it easy for the candidate to see what has changed.
| Offer Detail | Original | Updated |
|---|---|---|
| Start Date | January 1, 2023 | January 15, 2023 |
| Salary | $75,000 | $77,000 |
| Benefits | Health insurance, 401(k) | Health insurance, 401(k), dental insurance |
Next Steps
In the next steps, outline what the candidate should do next, such as confirming their acceptance or scheduling a meeting to discuss the changes.
Closing
End your email with a professional closing, such as “Sincerely,” or “Thank you for your understanding.”
7 Sample Change-of-Offer Letter Emails for Various Reasons
Offer Clarification
Dear [Candidate Name],
I hope this email finds you well. I wanted to clarify a misunderstanding regarding your recent job offer.
In the offer letter that we sent you, the starting salary was stated as [salary amount]. However, we discussed [salary amount] during our interview. We realized that this was an oversight on our part.
We sincerely apologize for the confusion. We will correct the offer letter and send you a new one with the correct salary information.
Thank you for your understanding. We look forward to welcoming you to our team.
Sincerely,
[Your Name]
Offer Extension
Dear [Candidate Name],
We hope you are doing well. We understand that you were given an offer deadline of [date]. However, we would like to request an extension until [new date].
We are currently reviewing a few other candidates for the position. We believe that your skills and experience would be a great asset to our company, and we would like to have more time to consider your application.
We appreciate your understanding and patience. We will keep you updated on our progress.
Sincerely,
[Your Name]
Offer Revocation
Dear [Candidate Name],
We are writing to regretfully inform you that we must withdraw the job offer that we made to you on [date] for the position of [position name].
We have decided to move forward with another candidate who has a more specific skill set for the role.
We understand that this may be disappointing news, and we apologize for any inconvenience it may cause.
We want to thank you for your interest in our company. We wish you the best of luck in your job search.
Sincerely,
[Your Name]
Offer Withdrawal
Dear [Candidate Name],
We are writing to inform you that we must withdraw the job offer that we made to you on [date] for the position of [position name].
Unfortunately, we have experienced unforeseen circumstances that have forced us to put the hiring process on hold.
We understand that this may be disappointing news, and we apologize for any inconvenience it may cause.
We want to thank you for your interest in our company. We hope that you will consider applying for future openings with us.
Sincerely,
[Your Name]
Position Change
Dear [Candidate Name],
We hope this email finds you well. We are writing to inform you of a slight change to the job offer that we made to you on [date].
Originally, we offered you the position of [original position name]. However, after further consideration, we have decided to offer you the position of [new position name] instead.
The new position is a better fit for your skills and experience. It also offers more opportunities for growth and development.
We believe that you will be a valuable asset to our team in this new role. Please let us know if you have any questions or concerns.
Sincerely,
[Your Name]
Additional Benefits
Dear [Candidate Name],
We are writing to inform you of some additional benefits that we are adding to your job offer.
These benefits include:
- Increased vacation time
- Enhanced health insurance coverage
- Tuition reimbursement
We believe that these additional benefits will make our offer even more competitive. We are confident that you will be a valuable asset to our team.
We look forward to welcoming you to our company.
Sincerely,
[Your Name]
Start Date Adjustment
Dear [Candidate Name],
We are writing to inform you that we have made a slight adjustment to your start date.
Your original start date was [original start date]. However, due to unforeseen circumstances, we have decided to push your start date back to [new start date].
We understand that this may be disappointing news, and we apologize for any inconvenience it may cause.
We appreciate your understanding and flexibility. We look forward to welcoming you to our team on [new start date].
Sincerely,
[Your Name]
Changes to Offer Letter Email
What do I need to include when updating an employee’s offer letter?
When making changes to an offer letter, it is important to clearly state the specific changes being made, the reason for the changes, and the effective date of the changes. The email should also include the updated offer letter as an attachment and request the employee to review and acknowledge the changes.
How can I communicate the changes to the employee effectively?
The email should be professional and respectful, and it should clearly explain the reason for the changes. It is also important to be responsive to any questions or concerns that the employee may have. If possible, it is helpful to schedule a meeting with the employee to discuss the changes in person.
What are some best practices for making changes to an offer letter?
Some best practices for making changes to an offer letter include:
- Documenting the changes clearly and concisely.
- Providing the employee with a copy of the updated offer letter.
- Getting the employee’s acknowledgment of the changes in writing.
- Keeping a record of all changes made to offer letters.
Well, that’s about it for this little email adventure. We hope this has been a helpful guide for navigating the ever-changing world of offer letter emails. If you have any more questions, feel free to give us a shout, and be sure to drop by again when you need your next email fix. Thanks for reading!