Signed Offer Letter Email: Template, Writing Guide, and Best Practices
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A signed offer letter is a legally binding document that outlines the terms of employment between an employer and a prospective employee. It typically includes information such as the job title, salary, benefits, start date, and any other relevant details. Once an offer letter has been signed by both parties, it becomes a binding contract that obligates the employer to hire the employee and the employee to accept the position. Offer letters can be sent via email, traditional mail, or fax. Regardless of the delivery method, it is important to ensure that the offer letter is signed by both parties and that all of the terms and conditions are clearly understood before it is accepted.
Structure for a Signed Offer Letter Email
The email should convey a professional and formal tone, while making the offer clear and concise. Here’s a recommended structure to follow:
Subject Line
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Keep it brief and straightforward, such as “Job Offer: [Position Name] at [Company Name]”
Salutation
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Use a formal greeting, addressing the candidate by their name.
Introduction
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Begin with a sentence expressing excitement about the candidate’s acceptance of the offer.
Offer Details
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State the position title, department, and reporting manager.
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- Starting date and time
- Salary and benefits package (brief overview)
- Any other relevant details, such as relocation assistance or signing bonus
Acceptance
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Request the candidate to sign and return the attached offer letter.
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Indicate the deadline for accepting the offer.
Additional Information
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Provide any additional details relevant to the job, such as:
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- Dress code
- Parking instructions
- Contact information for immediate questions
Table: Employment Details
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For clarity, consider including a table summarizing the key employment details:
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| Field | Value |
|---|---|
| Position Title | [Position Name] |
| Department | [Department Name] |
| Reporting Manager | [Manager’s Name] |
| Starting Date | [Start Date] |
| Salary | [Annual Salary] |
Closing
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Thank the candidate for their acceptance and express enthusiasm about their joining the company.
7 Sample Signed Offer Letter Emails for Different Reasons
Congratulations on Your New Role!
Dear [Candidate Name],
We are delighted to extend a formal offer of employment for the position of [Position Title] at [Company Name]. This is a full-time position reporting directly to [Manager Name].
Your start date will be [Start Date]. Your starting salary will be [Amount] per [Frequency], which will be paid on [Payday].
We are confident that you will be an invaluable asset to our team. We look forward to working with you and supporting your success in this role.
Please see the attached offer letter for more details. To accept this offer, please sign and return the letter to us by [Deadline].
Congratulations again on this exciting opportunity. We are thrilled to have you join our team!
Sincerely,
[Your Name]
HR Manager
[Company Name]
Congratulations on Your Promotion!
Dear [Employee Name],
We are pleased to announce your promotion to the position of [New Position Title]. This is a well-deserved recognition of your hard work and dedication to our team.
In your new role, you will be responsible for [List of responsibilities]. You will report directly to [Manager Name].
Your new salary will be [Amount] per [Frequency], which will be paid on [Payday]. This is an increase of [Percentage]% from your previous salary.
Your promotion will be effective on [Effective Date].
We are confident that you will continue to make significant contributions to our company in your new role. We look forward to your continued success.
Please see the attached offer letter for more details. To accept this offer, please sign and return the letter to us by [Deadline].
Congratulations again on this well-deserved promotion. We are excited to see you grow in your new role.
Sincerely,
[Your Name]
HR Manager
[Company Name]
Re-Offer Letter
Dear [Candidate Name],
We would like to re-offer you the position of [Position Title] at [Company Name]. We understand that you had previously declined this offer, but we hope that you will reconsider.
We have reviewed our offer and have made some adjustments based on your feedback. The new offer includes:
- [Adjusted salary]
- [Additional benefits or perks]
We are confident that this new offer is competitive and will meet your expectations. We believe that you would be an excellent addition to our team.
If you are interested in this re-offer, please sign and return the attached offer letter to us by [Deadline].
Thank you for your time and consideration.
Sincerely,
[Your Name]
HR Manager
[Company Name]
Lateral Transfer Offer Letter
Dear [Employee Name],
We are pleased to offer you a lateral transfer to the position of [New Position Title] in the [New Department] department. This transfer is a recognition of your skills and experience, and we believe that you would be a valuable asset in this new role.
In your new role, you will be responsible for [List of responsibilities]. You will report directly to [Manager Name].
Your salary will remain the same as in your current role, which is [Amount] per [Frequency]. Your benefits package will also remain unchanged.
Your transfer will be effective on [Effective Date].
We are confident that you will be successful in your new role. We look forward to your continued contributions to our company.
Please see the attached offer letter for more details. To accept this offer, please sign and return the letter to us by [Deadline].
Congratulations on this exciting opportunity. We are excited to have you join the [New Department] team.
Sincerely,
[Your Name]
HR Manager
[Company Name]
Counteroffer Letter
Dear [Candidate Name],
We were pleased to receive your acceptance of our offer for the position of [Position Title] at [Company Name]. However, we understand that you have recently received another offer.
We would like to counteroffer you the position of [New Position Title] at [Company Name]. This is a more senior position than the one you originally accepted, and it comes with a higher salary and more benefits.
We believe that this new offer is competitive and will meet your expectations. We hope that you will reconsider our offer and join our team.
If you are interested in this counteroffer, please sign and return the attached offer letter to us by [Deadline].
Thank you for your time and consideration.
Sincerely,
[Your Name]
HR Manager
[Company Name]
Offer Letter for Internship
Dear [Student Name],
We are pleased to offer you an internship in the [Department] department at [Company Name]. This internship will run from [Start Date] to [End Date].
During your internship, you will be responsible for [List of responsibilities]. You will be supervised by [Supervisor Name].
Your internship will be paid, and you will receive a stipend of [Amount] per [Frequency]. You will also be eligible for [Benefits or perks].
We are confident that this internship will be a valuable learning experience for you. We look forward to working with you and supporting your success.
Please see the attached offer letter for more details. To accept this offer, please sign and return the letter to us by [Deadline].
Congratulations on this exciting opportunity. We are excited to have you join our team!
Sincerely,
[Your Name]
HR Manager
[Company Name]
Offer Letter for Part-Time Position
Dear [Candidate Name],
We are pleased to offer you a part-time position as [Position Title] at [Company Name]. This is a [Number of hours per week]-hour per week position, and you will be reporting directly to [Manager Name].
Your start date will be [Start Date]. Your starting salary will be [Amount] per [Frequency], which will be paid on [Payday].
In this role, you will be responsible for [List of responsibilities].
We believe that you will be a valuable addition to our team, and we look forward to working with you.
Please see the attached offer letter for more details. To accept this offer, please sign and return the letter to us by [Deadline].
Congratulations on this exciting opportunity. We are excited to have you join our team!
Sincerely,
[Your Name]
HR Manager
[Company Name]
What Information Should Be Included in a Signed Offer Letter Email?
A signed offer letter email is an electronic communication that contains a formal job offer from an employer to a candidate. This email typically includes the following information:
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Subject: The subject line should clearly indicate that the email contains an offer letter, such as "Offer Letter for the Position of [Job Title]."
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Salutation: The email should begin with a formal salutation, such as "Dear [Candidate Name]."
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Body: The body of the email should contain the following information:
- A statement confirming the offer of employment for the specific position and at the agreed-upon salary and benefits.
- A summary of the key terms and conditions of employment, such as the start date, reporting manager, and work location.
- A request for the candidate to sign and return the offer letter by a specified date.
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Signature: The email should end with a formal signature, such as "Sincerely, [Employer Name]."
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Attachments: The email should include a PDF attachment of the signed offer letter.
Thanks for taking the time to read up on signed offer letter emails. If you found this article helpful, be sure to check back soon for more helpful advice on all things career-related. See you later, and best of luck with your job search!