How to Write an E-Mail to Offer a Job (With Template)

By Indeed Editorial Team

Published June 10, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

If you have picked a prospect to recruit, you may want to submit a job offer. Offering a job through e-mail is a great technique to deliver employment facts to your applicant promptly and effectively. Learning how to write an e-mail to offer a job ensures the candidate has a pleasant experience with the onboarding process. In this article, we define an e-mail to offer a job, discuss what comprises a job offer e-mail, highlight how to write one, discuss tips on writing one, and provide a template for such an e-mail.

What is an e-mail to offer a job?

An e-mail to offer a job is a document that you send to a candidate when offering them a job at the company. This e-mail notifies them of your choice and invites them to accept or decline the position. It comprises information about the position for the applicant to evaluate, including expectations and facts about remuneration and perks. Because the offer e-mail is not legally binding, you still have the opportunity to withdraw or renegotiate your offer.

What comprises a job offer e-mail?

Here are some elements to include when writing a job offer:

  • Job title and expectations: Remind the candidate of the job title and business. Include any additional or critical information about the job, such as particular tasks or expectations.

  • Employment status and operating hours: Indicate if this position is full-time, part-time, contract, or another kind of work. Additionally, you might show the amount of hours you expect they may work depending on their current status.

  • Compensation: Describe the compensation, including the yearly or hourly rate, and also the payment schedule. Additionally, indicate if the role qualifies for bonuses, overtime, or commission.

  • Benefits: You may attach the whole benefits package for them to evaluate. Describe offerings relating to vacation days or other paid time off, insurance policies, retirement plans, and special memberships.

  • Start date and office location: Inform the candidate of the date and location of their first day on the job once they accept the offer.

Related: 8 Steps for How to Write a Cold Email for a Job (With Tips)

How to write an e-mail when offering a job

To assist you in writing a successful e-mail when offering someone a job, use the following steps:

1. Make a verbal offer first

Prior to sending your e-mail, you can contact the prospect and make a verbal offer. When communicating this exciting news for the first time, a phone call allows for a more personal engagement. This conversation might cover the most critical details, such as compensation, benefits, and the projected start date. Inquire about the candidate's interest and, if they are, inform them that they may get a more official offer through e-mail.

2. Include a concise subject line

If you make a verbal offer, your prospect may be awaiting an e-mail from you. You can draft a short subject line to ensure that they don't miss your message. It can contain a description of the offer and the name of the organization.

3. Congratulate the candidate

Begin your e-mail by congratulating the candidate on the offer, mentioning the job and organization. Make the prospect feel welcome by demonstrating enthusiasm for their potential addition to your team. You may include a note explaining why you picked them, such as their excellent portfolio, talents, or history. A passionate introduction shows your appreciation for their interest in the position and establishes a good foundation for your working connection.

4. Include information about your job

When creating an e-mail, there are no strict formatting requirements for the body paragraphs. You may choose to break each subject down into individual paragraphs or to group them together into parts. Determine that each part has the relevant information in a clear and succinct manner. Your offer e-mail may ideally be no more than a page in length.

Related: Writing a New Employee Welcome Email (With a Template and Examples)

5. Conclude with a strong call to action

The last piece of your job offer e-mail can provide the candidate's decision deadline. You may request a response to the e-mail or a signed copy of the offer or another document from them. Restate your enthusiasm for working with them and invite them to contact you if they have any queries.

6. Include any pertinent documents

While your e-mail may highlight the job specifics, you may attach additional or comprehensive material as attachments. For instance, you may send the whole benefits package in addition to the e-mail summary. Avoid providing too many files, instead, concentrate on the factors that may impact their choice. After they agree, you may e-mail them any further documentation they are to sign or review prior to their start date.

7. Determine how you might send the offer

When making an e-mail offer, you have the options to attach it as a separate document or put it directly in the e-mail's body. A direct e-mail enables the candidate to immediately read all the information upon opening your letter. If you attach the letter, the e-mail body can provide a brief description of the employment offer. This message can convey your enthusiasm and provide at least a few specifics about their new position, such as their start date. Instruct them to open the e-mail attachment and explain to them that it contains full information about the employment opportunity.

Tips for writing a job offer

The following are some pointers on how to make and write an official employment offer to a candidate:

Extend a preliminary offer

Before sending the candidate a formal letter, it's a good idea to give an introductory offer to them. After deciding to make an offer, contact the applicant to inform them of your choice. A phone conversation enables you to establish a personal connection with the applicant, which may influence their decision to accept the offer. Conversely, speaking with the applicant over the phone might assist you in determining their interest in the job. If they express interest in accepting the offer, you may send them a letter outlining the job and the terms of the offer.

Respond to their inquiries

It's critical to address any potential queries a candidate may have regarding the job, such as the salary package, in the offer letter to assist them in making their choice. Ensure that you include these facts in the body of the letter. Consult your human resources department to see if your organization currently has a standard offer letter template so you can ensure you're presenting the relevant information. Additionally, including files with your offer letter might assist you convey additional information about the position.

Show your excitement

When presenting a job offer to a prospect, it's critical to convey excitement to demonstrate that you actually want them to work for the organization. Include facts in the offer letter explaining why the recruiting team selected the applicant for the role. For instance, you might state that you were happy with the prospect's commitment to the organization's goal or provide an example from the interview in which the candidate displayed the company's principles. This passion may make applicants feel more enthusiastic about the work and can assist you in developing a strong connection with the prospective new hire.

Related: How to Write an Effective Email Introduction

Job offer e-mail template

Here is a template you can use to create a job offer e-mail:

E-mail Subject Line: Job Offer from [company name]

Dear [candidate's name],

We are pleased to offer you a position at [business name] as a [job title]. Our team has loved getting to know you and learning about your outstanding history over the last [period]. Congratulations!

This is a [full-/part-time] job [please provide working days and hours if appropriate]. You might be directly accountable to [manager's name], [their job title, and department]. We want to offer you a salary of [annual/hourly] [salary amount] on a [payroll schedule, such as weekly or semimonthly] basis. [Include any relevant conditions, such as if the employment is reliant on the signing of certain agreements or passing a background check.]

Additionally, you can have access to [describe the company's perks, such as insurance plans, paid time off, and retirement funds]. I've included a paper that details our whole benefits package for your inspection.

[If relevant, provide an at-will disclaimer: Please note that [business name] is an employer-at-will. This implies that both you and [business name] have the right to terminate the employment relationship at any moment, with or without cause.]

If you accept this position, you may begin on [date] at [location of office]. [Additional first-day instructions or expectations about the work and its timetable.] Kindly notify me of your choice by [date]. After that, I may call you to begin the onboarding process. We're excited to have you as a member of our team at [business name]! Kindly contact me by phone or e-mail if you have any more queries.

Sincerely,

[Your name]
[Your title]
[Your work e-mail address]
[Your phone number]

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