Sending Revised Offer Letter Email: A Step-by-Step Guide
Source resume.alayneabrahams.com
Revised offer letters, candidates, hiring managers, and HR professionals are closely intertwined in the job offer process. When circumstances arise necessitating a revised offer letter, HR professionals take the initiative to craft and send this amended document to candidates. The revised offer letter email serves as formal communication, conveying any changes in the offer terms, such as salary, benefits, or start date.
The Best Structure for Sending a Revised Offer Letter Email
When sending a revised offer letter via email, clarity and professionalism are key. Here’s a recommended structure that you can follow:
Subject Line:
Keep it concise and clear, indicating that the offer letter has been revised. For example: “Revised Offer Letter for [Candidate Name]”
Salutation:
Begin with a formal salutation, such as “Dear [Candidate Name]”.
Acknowledgement:
Start by acknowledging the previous offer letter and any discussions that may have led to the revision. For instance, “I hope this email finds you well. I’m writing to follow up on our previous offer letter and the subsequent discussions we’ve had.”
Changes to the Offer:
Clearly outline the specific changes that have been made to the offer. Use bullet points to list the modified terms, such as:
- Salary: [New Salary]
- Start Date: [New Start Date]
- Benefits Package: [Revised Benefits]
Justification (Optional):
If necessary, briefly explain the rationale behind the changes. For example, “After careful consideration, we have revised the start date to better align with our project timeline.”
Next Steps:
Indicate the next steps that the candidate should take. This may include signing and returning the revised offer letter or scheduling a follow-up meeting. For instance, “Please review the revised offer letter carefully and let me know if you have any questions. You can sign and return the letter by [Date]. We can also schedule a meeting to discuss any further details if needed.”
Table of Offer Details:
For clarity, consider including a table that summarizes the key terms of the offer, including the original and revised values. This could include:
| Term | Original Offer | Revised Offer |
|---|---|---|
| Salary | $60,000 | $62,000 |
| Start Date | September 15, 2023 | October 1, 2023 |
| Vacation Days | 20 days | 22 days |
Closing:
End the email with a polite closing, such as “Thank you for your time and consideration.”, followed by your name.
Unique Ways to Send Revised Offer Letters via Email
Revised Offer Letter Due to a Benefit Plan Change
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you of a change in our company’s benefit plan. As a result, we have revised our offer letter to reflect these changes. The updated offer letter is attached for your review.
The main changes to the benefit plan include:
- Increased coverage for health insurance premiums
- New dental and vision coverage options
- Expanded retirement savings plan
We believe that these changes will enhance your overall employee experience. Please let us know if you have any questions or concerns about the revised offer letter.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Restructuring
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you of a restructuring that has occurred within our company. As a result, your job title and responsibilities will be changing.
The attached revised offer letter reflects these changes. The main changes include:
- Your new job title is [New Job Title]
- Your new responsibilities will include [New Responsibilities]
We believe that these changes will be beneficial for both you and the company. They will allow you to grow your career and contribute to the company’s success.
Please let us know if you have any questions or concerns about the revised offer letter.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Salary Negotiation
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you that we have accepted your request for a salary negotiation. The attached revised offer letter reflects your new salary and benefits package.
We are pleased that we have been able to reach an agreement that is fair and beneficial to both parties.
Please let us know if you have any questions or concerns about the revised offer letter.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Start Date Change
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you that your start date has been changed to [New Start Date]. The attached revised offer letter reflects this change.
We apologize for any inconvenience this may cause. We are still excited to have you join our team.
Please let us know if you have any questions or concerns about the revised offer letter.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Background Check Issue
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you that we have completed our background check and there is an issue that we need to discuss.
Specifically, we have found that [Issue].
We would like to give you the opportunity to explain this issue and provide any documentation that you believe may be relevant.
Please contact us as soon as possible to schedule a time to discuss this further.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Reference Check Issue
Dear [Candidate Name],
I hope this email finds you well.
I’m writing to inform you that we have completed our reference checks and there is an issue that we need to discuss.
Specifically, we have found that [Issue].
We would like to give you the opportunity to explain this issue and provide any documentation that you believe may be relevant.
Please contact us as soon as possible to schedule a time to discuss this further.
Sincerely,
[Your Name]
Revised Offer Letter Due to a Withdrawn Offer
Dear [Candidate Name],
I hope this email finds you well.
I am writing to regretfully inform you that we have decided to withdraw the offer of employment for the [Position] position.
This decision was made after careful consideration of the information we gathered during your background and reference checks.
We understand that this may be disappointing news, and we apologize for any inconvenience it may cause.
Thank you for your interest in the position.
Sincerely,
[Your Name]
How to Send a Revised Offer Letter Email
What should I include in an email when sending a revised offer letter?
In an email when sending a revised offer letter, you should include:
- A clear subject line: This should state that the email contains a revised offer letter.
- A polite greeting: Address the candidate by name and express your appreciation for their time and interest in the position.
- A brief explanation of the changes: Explain any changes that have been made to the original offer letter, such as changes to the salary, benefits, or start date.
- A clear statement of the revised offer: State the revised offer in clear and concise language.
- A request for a response: Ask the candidate to review the revised offer letter and respond by a certain date.
- A closing statement: Thank the candidate for their consideration and express your hope that they will accept the revised offer.
What is the best way to format a revised offer letter email?
When formatting a revised offer letter email, you should:
- Use a professional font and font size: Choose a font that is easy to read and a font size that is large enough to be easily seen.
- Use clear and concise language: Avoid using jargon or technical terms that the candidate may not understand.
- Proofread carefully: Before sending the email, proofread it carefully for any errors in grammar or spelling.
- Attach the revised offer letter: Attach the revised offer letter to the email in PDF format.
What should I do if the candidate does not respond to my revised offer letter email?
If the candidate does not respond to your revised offer letter email within the time frame you specified, you should:
- Send a follow-up email: Send a follow-up email to the candidate to check in and see if they have received and reviewed the revised offer letter.
- Call the candidate: If the candidate does not respond to your follow-up email, you can try calling them to discuss the revised offer.
- Move on to other candidates: If the candidate does not respond to your follow-up email or phone call, you may need to move on to other candidates for the position.
That’s it for our quick guide on how to send a revised offer letter email that’ll get your candidate over the line and into your office. I hope you found it helpful.
Remember, the key is to be clear, concise, and professional. And don’t forget to be human! People appreciate a personal touch, so don’t be afraid to add a little something extra to your email.
Thanks for reading, and be sure to check back soon for more helpful tips and advice. I’ll see ya later!