Sample Business Offer Letter Email Template
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A business offer letter is a crucial communication between an organization, candidate, and recruiter that outlines the terms of employment. The email should be drafted carefully to ensure accuracy, clarity, and professionalism. Four entities — candidate, recruiter, date, and position — form the core elements of a sample business offer letter email.
Crafting the Perfect Business Offer Letter Email
When extending a job offer to a candidate, your business offer letter email should be clear, concise, and professional. Here’s a structured guide to create an effective offer letter email:
1. Header
Start the email with a professional header that includes:
- Your name and title
- Company name
- Date
2. Salutation
Use a formal salutation, such as “Dear [Candidate’s Name],” and address the candidate by their full name.
3. Body
The body of the email should include the following key information:
- Job Title: State the official job title of the position being offered.
- Salary and Benefits: Clearly outline the candidate’s salary and any additional benefits, such as health insurance, paid time off, and retirement plans.
- Start Date: Specify the proposed start date for the position.
- Position Details: Provide a brief overview of the job responsibilities and reporting structure.
4. Contingencies
If any contingencies are attached to the offer, such as background checks or drug testing, state them clearly in the email.
5. Next Steps
Inform the candidate of the next steps in the hiring process, such as:
- Reviewing the offer letter
- Accepting or declining the offer
- Signing the offer letter and returning it
6. Attachments
Attach the official offer letter document to the email in PDF format.
7. Closing
End the email with a friendly and professional closing, such as “Thank you for your interest in our company. We look forward to hearing back from you.” Sign the email with your name and position title.
Example Offer Letter Email Structure
| Section | Content |
| Header | Name, title, company name, date |
| Salutation | Formal salutation with full name |
| Body | Job title, salary and benefits, start date, position details, contingencies |
| Next Steps | Review, acceptance, signing, return |
| Attachments | Offer letter document |
| Closing | Friendly and professional closing, signature |
Sample Business Offer Letter Emails
Example 1: Job Offer
Dear [Candidate Name],
We are pleased to offer you the position of [Position Name] at [Company Name]. This is a full-time position reporting to [Manager Name].
- Your start date will be [Start Date].
- Your annual salary will be [Salary].
- You will be eligible for our standard benefits package, which includes health insurance, paid time off, and retirement savings.
We believe that your skills and experience make you an ideal fit for this role. We are excited to welcome you to our team.
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will proceed with onboarding.
Thank you again for your interest in [Company Name]. We look forward to working with you.
Sincerely,
[Your Name]
HR Manager
Example 2: Promotion Offer
Dear [Employee Name],
We are delighted to offer you a promotion to the position of [Promotion Name]. This is a well-deserved recognition of your hard work and contributions to the team.
- Your new role will be effective [Effective Date].
- Your responsibilities will include [List of Responsibilities].
- Your annual salary will increase to [New Salary].
We are confident that you will excel in this new role and continue to grow within our organization.
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will update your records.
Congratulations once again! We look forward to your continued success with [Company Name].
Sincerely,
[Your Name]
HR Manager
Example 3: Salary Adjustment Offer
Dear [Employee Name],
We are pleased to inform you that you have been awarded a salary adjustment of [Adjustment Amount]. This increase is a reflection of your excellent performance and contributions to the team.
- Your new annual salary will be [New Salary].
- This adjustment will be effective [Effective Date].
We appreciate your hard work and dedication, and we are committed to providing competitive compensation for our employees.
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will update your records.
Congratulations! We look forward to your continued success with [Company Name].
Sincerely,
[Your Name]
HR Manager
Example 4: Contract Extension Offer
Dear [Contractor Name],
We are writing to offer you an extension to your current contract with [Company Name].
- Your new contract will be extended by [Number] months, starting from [Start Date] and ending on [End Date].
- Your hourly rate will remain at [Hourly Rate].
Your contributions to our team have been invaluable, and we are pleased to continue this partnership.
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will update your contract details.
Thank you for your continued support of [Company Name]. We look forward to working with you for many more months to come.
Sincerely,
[Your Name]
HR Manager
Example 5: Relocation Offer
Dear [Employee Name],
We are pleased to offer you a relocation to our [Location] office. This is an exciting opportunity for you to take on new challenges and grow your career.
- Your new role will be [New Role].
- Your annual salary will be [New Salary].
- Your moving expenses will be covered by the company.
We believe that your skills and experience will be a valuable asset to our team in [Location].
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will begin the relocation process.
We look forward to welcoming you to our new team!
Sincerely,
[Your Name]
HR Manager
Example 6: Severance Package Offer
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated due to [Reason for Termination]. Your last day of employment will be [Last Day].
As part of your separation, we are offering you the following severance package:
- Two weeks’ pay for each year of service.
- Continued health insurance coverage for [Number] months.
- Outplacement assistance.
We understand that this news may be difficult to receive, and we want to thank you for your contributions to [Company Name].
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will finalize the severance details.
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
HR Manager
Example 7: Internship Offer
Dear [Intern Name],
We are excited to offer you an internship position with [Company Name] in our [Department] department.
- Your internship will run from [Start Date] to [End Date].
- You will be compensated [Compensation Amount] per hour.
- You will be supervised by [Supervisor Name].
We believe that this internship will provide you with valuable experience and help you develop your skills in [Industry].
Please review and sign the attached offer letter by [Date]. Once we receive your signed copy, we will proceed with your onboarding.
We look forward to welcoming you to our team!
Sincerely,
[Your Name]
HR Manager
What is a sample business offer letter email?
A sample business offer letter email is an email template that provides an outline of the key elements included in a formal business offer letter. It typically includes the following information:
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Subject: The subject line should state the purpose of the email, such as "Job Offer for [Position Name]."
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Salutation: The salutation should address the recipient by name, such as "Dear [Candidate Name]."
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Introduction: The introduction should briefly state the purpose of the email and express the company’s interest in offering the candidate the position.
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Job Details: This section should provide specific details about the position, including the job title, responsibilities, reporting structure, and start date.
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Compensation and Benefits: This section should outline the candidate’s salary, benefits package, and any other forms of compensation.
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Acceptance: This section should instruct the candidate on how to accept the offer, such as by signing and returning a copy of the offer letter.
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Closing: The closing should thank the candidate for their time and consideration and express the company’s excitement about working with them.
Thanks for checking out my email sample for business offers! If you found it helpful, be sure to drop by again for more tips and tricks on navigating the business world. I’m always updating my content with the latest insights and best practices, so stay tuned for more valuable info.