Once you have reviewed so many resumes and held several interviews, you have found a perfect candidate for the vacancy. Now what? How will you close the deal? This is where the Offer Letter comes into the real film. If you are an HR Manager, CEO, or Operations Manager at a small business organization not knowing how to write a Letter of Intent, this is the right place for you.
Here, in this blog, we will discuss everything one needs to know in
order to write an engaging offer letter that gives your candidate the
confidence to accept the offer. Below we have detailed everything from what is
a Letter of Intent to what it should contain, sample, and examples.
Also, being the number one HRMS
Software with a live edit feature, we give you the facility to reduce the
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What is an Offer Letter?
"An offer letter, often known as a Letter of Intent (LOI), is a formal way of offering employment to a prospective employee or job applicant who has been shortlisted."
In general, a company sends or issues a Letter of Intent or email to
the finalized candidate who has been interviewed and considered suitable for
employment with the company. It is an official confirmation of selection for
the job for which you applied and were interviewed, and it is followed by a
full Appointment Letter with detailed employment terms and conditions,
corporate rules and procedures, and eligibility criteria for a variety of
employment perks.
An employer sends a job offer letter to an employee to ensure and guarantee the employee's job and employment in the organization that issued the letter; delivering a letter of intent is also a required aspect of any company's recruitment process.
What Must Be Included
in a Letter of Intent?
A Letter of Intent is a letter that is provided to the selected
employee confirming employment details like:
1. Company Logo
While writing an offer letter, make sure to use the company’s official
letterhead with a logo on the top. It gives your letter a professional and
legal look encouraging the candidate to read it carefully.
2. Date and Contact
Details
Always include the date, full name, and the complete address of the
employee in the letter.
3. Opening Line
The greeting or the opening line can be formal or casual depending on
the culture of the company. Begin with “Dear [Employee Name] then offer the job
on a positive note like “We are pleased to offer you the position of [Job
Title] at [Company Name].”
4. Specify the Details
of the Job
Here you may include the job title, employment start date, employment
status (full-time, part-time, and so on), office complete address, supervisor’s
or manager’s name, and roles and responsibilities.
5. Salary
In this section, explain the amount the candidate will be paid per
year, month, or hour. Also, mention how often they will be paid and the mode of
payment. Mention the applicable bonus or commission structures.
6. Benefits
Provide a list of important company benefits like flexible working
hours, paid time-off, insurance, 401(k) plan, and remote or work-from-home
options.
7. At-Will Status
At-will status means that the company or the employee can terminate
the employment at any point of time without giving any reason. You will have to
seek legal help when discussing the at-will status in order to avoid problems
in the future.
8. Expiry Date
It is your choice if you want to include the expiry date in the job
offer letter or not. If you want to give the deadline to the candidate when
accepting your offer, it should be at least one week. Offering a deadline to
the candidate helps you to find the other prospect in case your candidate
turned down your offer.
9. Closing Line
Include the details about how the candidate can get in touch with you
in case he/she has any queries about the job offer.
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Download Offer Letter Format You can download the Offer letter in the
following formats Live Edit
Download Word Download
PDF |
Job Offer Letter Format
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Offer Letter Date Name Address Line 1 Address Line 2 City, State, Pincode Dear [Mr./Miss./Mrs./Ms.] [Name], [Company Name] is pleased to offer you the
position of [Job Title]. Your skills and experience are an ideal match for
the teams to manage the projects efficiently. As previously stated, your start date is
[Start Date]. The beginning annual wage is [Annual salary], and it is paid
monthly. Direct deposit is a possibility. Our company's employee benefit plan will
provide [describe all the benefits provided by the company that the employee
is eligible for]. Please sign the second copy of this letter
and return it to the authorized person as soon as possible if you want to
accept this employment offer. We will send you employee benefit enrollment
forms and an employee handbook that covers our benefit options and retirement
plan after we get your acknowledgment. We are excited to have you join the
[Company Name]. If you have any queries, or if you need any
extra information, please let me know. Sincerely, Signature Name of the Authorized Person Designation Company Name |
Letter of Intent
Example
|
May 20, 2021 Mr. George Thomas 125, Main Street Anytown, California, 635355 Dear George, XYZ company is pleased to offer you the
position of Project Manager. Your skills and experience are an ideal match
for the teams to manage the projects efficiently. As previously stated, your start date is
June 1, 2021. The beginning annual wage is $56,000, and it is paid monthly.
Direct deposit is a possibility. Our company's employee benefit plan will
provide comprehensive family medical coverage beginning June 1st. Insurance
for dental and vision care is also offered. XYZ provides a flexible paid-time-off
program that includes vacation, personal, and sick time. For the first year,
time off is accrued at the rate of one day per month, then grows dependent on
your employment with the organization. The business retirement plan becomes
available 90 days following your start date. Please sign the second copy of this letter
and return it to the authorized person as soon as possible if you want to
accept this employment offer. We will send you employee benefit enrollment
forms and an employee handbook that covers our benefit options and retirement
plan after we get your acknowledgment. We are excited to have you join the
XYZ team. If you have any queries, or if you need any
extra information, please let me know. Sincerely, Signature (hard copy letter) Ana Lee Human Resources Director XYZ Solutions Pvt. Ltd. |
Wrapping Up
The Letter of Intent can be used by a company's HR manager or a
company's manager to confirm a job applicant that his or her application has
been successful. The candidate will then have a foundation on which he can be
certain that he has been hired and will be prepared to begin work and receive
the advantages that come with it, according to the terms and circumstances set
forth therein.
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Meta Description - An
Offer Letter is a formal document offering employment to the candidate who is
shortlisted for the job role. Check out the format and example for the
reference.
Format 1
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Dear [First Name], If you accept this offer letter, you will be
eligible for the following with respect to our organization’s policy: -
Annual gross salary of Rs. [Salary in Rupees] paid in
[monthly/semi-monthly] installments via cheque or bank transfer. -
Up to [percent]% of your annual gross salary will be paid to you as
a performance bonus if your performance is satisfactory. -
With your Job Role, you will be eligible for the standard benefits
including: 1.
[days number] days of annual paid off 2.
[sick days number] days of sick leave 3. Medical and dental insurance 4. 401k/retirement plan 5. Flexible working hours 6. Tuition reimbursement for career development
courses 7. Childcare 8. [more benefits] To accept this offer, please
sign and date the letter below and return it to us by [date]. The [date] is when you should
expect to get hired. [Supervisor's name] will be your immediate manager. We are glad to have you in our
team. If you have any queries or issues, please contact [recruiter's name]. Sincerely, [Name of the sender] Signatures: ___________________________________________________ Company Representative (Sign) ____________________________ Company Representative (Print) ____________________________ Date ____________________________ Applicant (Sign) ____________________________ Applicant (Print) ____________________________ Date |
Format 2 - Part-time to
Full-time Offer Letter Template
|
Dear [Employee’s name], We are glad to notify you that
your job status will be changed from part-time to full-time as of [date]. If you accept this offer, please review the following terms of service
of your new employment contract: -
Position: [For
instance, you will work as a [Job role] and report to the [e.g. Marketing]
department's supervisor.] -
Working hours:
[for example, Monday through Friday, 9 a.m. to 5 p.m., with a daily 20-minute
break] -
Annual Gross
Salary: [For example, your annual gross salary will be $X (12 months of wages
per year).] -
Bonus: [Include
any bonus options you provide, if appropriate.] -
Benefits: [As a
full-time employee, for example, you will be eligible for all of [Company
names] benefits.] These benefits include: 1.
Plan for private
health and dental insurance 2.
Each year, you
are eligible for [X] days of paid vacation leaves. 3.
Materials and
expenses for educational purposes are subject to management approval. You'll also be eligible for any future employee benefits offered by
the organization.] To accept, please sign and date the full-time offer letter below and
return it to us by [date]. If you have any questions, please contact the HR department [insert
contact information] or your supervisor. Sincerely, [Your Name] Signatures: ___________________________________________________ Company Representative (Sign) ___________________________________________________ Company Representative (Print) ___________________________________________________ Date ___________________________________________________ Employee (Sign) ___________________________________________________ Employee (Print) ___________________________________________________ Date |
Format 3 - Internal Job
Offer Letter
|
Dear [Candidate Name], Congratulations on being promoted to [job
title] at [company name] in the [department name]. Your salary will begin at [amount] per
[hour, year, etc.] at [Company name]. Starting on [day of first pay period],
paychecks will be given [weekly, bimonthly, monthly, etc.]. You must complete a [week, month, etc.] of
training with the [department name] [manager, supervisor, etc.] because this
is a new role inside the organization. [Company name] expects a fruitful future
working relationship with you. If you have any further questions, please
contact HR or us directly. Best, [Your Signature] [Your Printed Name] [Your Job Title] Employee’s Signature: ______________________________ Printed Name: ______________________________ Date: ______________________________ |
Format 4 - Internship
Job Offer Letter
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Dear [Candidate Name] Starting from [start date], [Company Name] is glad to offer you an
internship job in our [department name] department. As an intern, you will not be paid or entitled for benefits such as
[unemployment, health insurance, PTO, sick pay, etc.] because this is an
unpaid position. However, based on your performance during your internship,
[business name] may consider you for a paid employment in the future. During your internship, you will be given access to confidential
information belonging to [company name] which is expected to be kept
confidential. You agree to keep all [business name] information secret and
confidential if you accept this offer. We are excited to collaborate with you. Feel free to reach out to us
if you have any questions regarding your offer. Sincerely, [Your name] Signatures: |
Format 5
|
Dated_______ To, Name of the candidate Complete Address City and Pin Code Country CONGRATULATIONS! Sub: Offer for Employment for “ Job Title” Dear (Candidate’s
First Name), We are glad to offer
you the following position based on your application and subsequent interview
with us:
We are glad to offer
you the following position based on your application and subsequent interview
with us: You must either
return a duplicate copy of the offer of appointment signed by you as a token
of your acceptance or email your consent to our official id using your
personal email address. We warmly welcome you
and look forward to a long and fruitful partnership. Yours sincerely, For (company name) Signature Name and Designation of signing authority |
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