How to Send a Signed Offer Letter Email: A Step-by-Step Guide
Source support.hire.trakstar.com
Sending signed offer letter emails is an important step in the hiring process. It is a legally binding document that outlines the terms of employment, including the job title, salary, benefits, and start date. The offer letter should be clear and concise, and it should be sent to the candidate as soon as possible after they have accepted the job. The candidate should be given time to review the offer letter and ask any questions they may have. Once the candidate has signed and returned the offer letter, the hiring process is complete.
Best Structure for Sending Signed Offer Letter Emails
Creating an effective email to send signed offer letters is crucial for professional communication and setting a positive tone for the candidate’s onboarding experience. Here’s a comprehensive guide to help you craft well-structured emails:
**Subject Line:**
- Keep the subject line concise and informative. For example, "Offer Letter for the Position of [Position Name]"
- Avoid using vague subjects like "Job Offer" or "New Role Opportunity"
**Salutation:**
- Begin with a warm and personalized salutation. Use the candidate’s name and correct title (e.g., Mr./Ms.)
- Example: "Dear [Candidate Name],"
**Opening Paragraph:**
- Start with a brief introduction, expressing your excitement about extending the offer.
- Example: "We are pleased to formally offer you the position of [Position Name] with [Company Name]. We believe your skills and experience align perfectly with our company’s goals."
**Position Details:**
- Clearly outline the position details, including:
- Position title
- Department
- Reporting manager
- Location
**Compensation and Benefits:**
- List all compensation and benefits, such as:
- Salary
- Bonuses
- Stock options
- Health insurance
- Vacation time
**Start Date and Reporting Instructions:**
- Specify the candidate’s start date and provide instructions on how to report to work.
- Example: "Your start date is [Start Date]. Please report to our office at [Reporting Address] on that day at [Reporting Time]."
**Acceptance and Next Steps:**
- Indicate the steps the candidate needs to take to accept the offer.
- Example: "To accept this offer, please sign the attached offer letter and return it to us by [Acceptance Deadline]."
- Provide clear instructions on how to return the signed offer letter (e.g., via email, mail, or online portal)
**Additional Information:**
- Include any additional relevant information, such as:
- Company policies
- Training programs
- Employee resources
**Signature:**
- End the email with a professional signature that includes:
- Your name
- Position in the company
- Company name
- Contact information
7 Sample Signed Offer Letter Emails
Email 1: Accepted Offer
Dear [Candidate Name],
I am pleased to inform you that we have reviewed your signed offer letter and are excited to extend you a position as [Position Name] at [Company Name].
Your start date will be [Start Date]. Please report to [Manager Name] at [Location].
We appreciate your acceptance and look forward to welcoming you to our team.
Email 2: Declined Offer
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
While we were impressed with your qualifications, we have decided to move forward with other candidates who have a closer fit with our current requirements.
We wish you the best in your job search and hope to cross paths again in the future.
Email 3: Delayed Start Date
Dear [Candidate Name],
We have received your signed offer letter for the [Position Name] position at [Company Name].
Unfortunately, due to unforeseen circumstances, your start date has been delayed to [New Start Date]. We deeply apologize for any inconvenience this may cause.
We are still very excited to have you join our team and will keep you updated on any further changes.
Email 4: Revised Offer
Dear [Candidate Name],
We have reviewed your signed offer letter and noticed a discrepancy in the [Term].
To ensure accuracy, we have attached a revised offer letter that reflects the correct information.
Please review and sign the revised offer letter by [Date] to complete the hiring process.
Email 5: Additional Information Request
Dear [Candidate Name],
We are excited that you have accepted the [Position Name] position at [Company Name].
Before we can finalize your onboarding process, we kindly request you to provide us with the following additional information by [Date]:
- Copy of your passport or ID card
- Proof of address (e.g., utility bill)
- [Specific document as needed]
Please email or mail the requested documents to us.
Email 6: Contract Correction
Dear [Candidate Name],
We have received your signed offer letter and identified a minor error in the employee contract.
Specifically, [Paragraph/section] should have stated [Corrected Text].
We have attached a revised employee contract for your review and signature. Please note that this correction does not affect any other terms of your employment.
Email 7: Onboarding Information
Dear [Candidate Name],
Welcome to the [Company Name] team!
We have received your signed offer letter and are delighted to have you join us. To help you prepare for your onboarding, we have attached a welcome packet that includes:
- Employee handbook
- Benefits information
- New hire checklist
Please review the materials and let us know if you have any questions.
How to Send a Signed Offer Letter via Email
How should I send a signed offer letter via email?
Subject: [Offer Letter for [Candidate Name]]
Body:
-
[Greeting]: Dear [Candidate Name],
-
[Offer Acknowledgement]: I am writing to formally offer you the position of [Position Title] at [Company Name].
-
[Start Date]: Your start date is [Start Date].
-
[Compensation and Benefits]: Your annual salary will be [Salary Amount]. You will also be eligible for the following benefits: [List of Benefits].
-
[Job Description]: A detailed job description is attached for your reference.
-
[Acceptance Deadline]: Please review the offer letter and indicate your acceptance by signing and returning it to me by [Acceptance Deadline].
-
[Contact Information]: If you have any questions, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
-
[Closing Phrase]: Thank you for considering our offer. We look forward to hearing your decision.
-
[Signature]:
[Your Signature]
[Your Typed Name]
That’s all there is to it! Sending a signed PDF offer letter via email is a breeze. Feel free to come back whenever and if you’re looking for more useful tips and insights. Thanks again for taking the time to read!