How to Write Job Offer Letter (With 3 Templates) in the USA

This guide will show you how to write a good job offer letter in the USA successfully so that every employer knows that they have your services:

What Is A Job Offer Letter?

A job offer letter is a formal document that’s sent to a candidate who has been selected for a position. The letter outlines the terms and conditions of employment, including salary, benefits, start date, and more. It should be sent to the candidate as soon as possible after the interview, so they have time to consider it before accepting another offer from another company.

Salary, Incentives, and Benefits

The next section of your job offer letter should address salary and benefits. This is where the most essential information about you comes in, so you must include this section first. It's also where most people screw up—they don't give their salaries or benefits enough consideration when writing their letters.

Vacation Time

The average number of vacation days in the USA is three weeks, but it can vary depending on your industry. If you work in a management position and have more than five employees, it is common for employers to offer four or five weeks off per year.

If you plan on taking this amount of time off from work, then calculating how many hours worked per week will help determine if your employer has allowed enough time for their employees. If they don’t provide enough time off, then try working fewer hours during peak seasons – such as Christmas Eve or New Year’s Eve – when clients demand extra productivity from their staff members so that they can meet deadlines at these times without sacrificing quality service.

The next step would be calculating how many hours worked per year; this will give us an idea about how much money we need to save up before retiring altogether! We could also consider whether we want our savings rate higher than 5%, which means saving 10% each month after tax deductions (e-file forms) are taken out first before paying down any debts incurred during our life together as husband and wife/partnership partners."

Insurance and Pension Coverage

When writing about insurance, you should ensure your audience understands how the policy works. For example, if you're offering a healthcare plan with a deductible of $500 per month, it's best to include information about how much coverage this will provide. If you are giving up any benefits from previous jobs, then be sure to include that in the letter.

The same goes for pensions—be sure everyone knows what type of pension plan they'll be getting after being hired at your company!

How to Send a Job Offer Letter

• Send the job offer letter via email.
• Send it to the candidate and their legal representative.
• Send it as soon as possible, preferably before you accept any other job offers from candidates who are already selected for an interview.

For specific situations, you need to customize your job offer letter.

You will need to customize your job offer letter if the following situations apply:

• If you are hiring a foreign employee, you will need to include additional information about the position and how long they can work in the US. This includes work visa status and current license/certification requirements.
• If you are hiring a non-US citizen who is working for a US company, there may also be some additional requirements that must be met before an offer can be extended for employment purposes (such as obtaining an EB-5 visa).

3 Templates

1. Template for a standard job offer letter

Dear [Name of Candidate],

[Company name] is pleased to offer you the [full-time, part-time, etc.] position of [job title] with an anticipated start date of [start date], subject to [background check, drug screening, and so on].

You will be responsible for [brief mention of job responsibilities and expectations] as the [job title].
At [workplace location], you will report directly to [manager/supervisor name and title]. Working hours begin at [hours of the day, days of the week].

This position's starting salary is [dollar amount] per [hour, year, etc.]. Payment is made [weekly, biweekly, monthly, etc.] by [direct deposit, check, etc.] beginning on [first pay period date]. You will also be eligible for [discuss additional compensation potential].

[Company name] provides a comprehensive benefit package that includes [medical insurance, 401(k), paid time off, and so on].

Your employment with [company name] will be on an at-will basis, which means that you and the company can terminate at any time, with or without cause or advance notice. This letter is not a contract stating the terms or duration of employment.

Please sign and return this letter by [offer expiration date] to confirm your acceptance of this offer.

Sincerely,

[Your Signature]

[Your Printed Name]

[Your Job Title]

Candidate Signature: ______________________________

Candidate Printed Name: ______________________________

Date: ______________________________

2. Simple job offer letter template

Dear [Candidate Name],

With great pleasure, I would like extend the following employment offer.

• Position: [Job title]
• Start date: No later than [date]
• Salary: [Dollar amount] per [hour, year, etc.]

This job offer is conditional on the completion of [background check, drug screening, reference check, I-9 form, etc.]. This is not an employment contract, and either party may terminate employment at any time, with or without cause.

Sincerely,

[Your Signature]

[Your Printed Name]

[Your Job Title]

Candidate Signature: ______________________________

Candidate Printed Name: ______________________________

Date: ______________________________

3. Casual job offer letter template

Dear [Candidate Name],

Congratulations! [Company name] is excited to call you our new [job title].

We'll focus on completing a few more formalities, such as your [background check, drug screening, reference check, etc.], and hope to have you settled into your new role by [start date].

Continue reading to learn more about this opportunity and, hopefully, to get answers to any remaining questions you may have.

[Company name] will pay you [dollar amount] per [hour, year, etc.] to get you started. You can expect to be paid [weekly, biweekly, monthly, etc.] beginning on [first pay period date].

You will report to [manager/supervisor name and title] at [workplace location] from [hours of day, days of week] as the [job title]. Your daily duties will include [a brief description of job duties and responsibilities].

You will be a regular employee of [company name] and will be eligible for benefits such as [medical insurance, 401(k), paid time off, and so on].

You'll also have access to some fantastic perks, such as [additional offerings, such as a game room, snack bar, and so on]!

Please keep in mind that this job offer is not a legally binding contract. As an at-will employee, both you and [company name] have the right to terminate employment at any time for any reason.

[Company name] is excited to welcome you on board! If you have any questions, please contact us at any time and we will be happy to assist you.

Best,

[Your Signature]

[Your Printed Name]

[Your Job Title]

Candidate Signature: ______________________________

Candidate Printed Name: ______________________________

Date: ______________________________

What exactly is in an offer letter?

An offer letter provides a brief overview of the position and company, as well as job-specific details such as start date, salary, work schedule, and benefits. Because there is no standard format for a job offer letter, you can rearrange the elements described below to suit your company and the roles you're filling.

The company's logo

To convey professionalism and authenticity, use your company's official letterhead with a high-resolution image of your company logo. This is an excellent way to entice a potential employee to continue reading and seriously consider your offer.

Date and contact information

In the upper left-hand corner, include the date, the candidate’s first and last name, and their address:

MM/DD/YYYY

• Candidate First and Last Name
• Candidate Address
• City, State, Zip

Greeting/opening line

Start your offer letter with “Dear,” followed by the candidate’s first and last name. Congratulate them and express enthusiasm about offering them the job with a positive, upbeat opening line, like:

“We are excited to offer you a position at [Company Name]!”

You can make your opening line as formal or casual as you like, depending on your company culture.

Specifics about the job

Begin your letter with information about the position and work logistics. This could include the position's formal title, expected start date, employment classification (full- or part-time), office location, manager/supervisor, and a brief description of the role and its responsibilities. This gives the candidate an idea of what to expect and clarifies any details that may have been missed or misunderstood during the interview process.

Contingencies

Mention this in the offer letter if the job offer is contingent on the candidate completing certain documents or performing specific tasks. A background check, drug test, I-9 form, signed a confidentiality agreement, or reference checks are examples of contingencies.

Compensation

Explain the compensation package you're offering in detail. Include specifics such as how much the candidate will earn on an annual or hourly basis, how frequently they will be paid, and the payment methods available. If applicable to the role, you can also discuss equity, bonuses, commission structures, etc.

At-will employment

Include an at-will clause. Except for Montana, every state is an at-will state, which means that the company and its employees can terminate employment at any time for any reason. Consult a legal professional for assistance in determining what language to use when describing an employee's at-will status.

Benefits

To encourage a candidate to accept your job offer, briefly summarize the key benefits your company offers. Avoid including too many details, since this is better suited for an orientation package or employee handbook. In the offer letter, you might briefly mention attractive benefits, such as:

• Insurance coverage
• 401(k) plan
• Paid time off
• Flexible spending accounts
• Educational assistance
• Flexible work hours
• Work from home options

Date of expiration

When you're finished with your letter, consider whether you want to put an expiration date on your offer. If the prospective employee declines your offer, a firm deadline will prevent you from losing other qualified candidates. If you decide to include a deadline, give the candidate at least one week to make an educated decision.

Closing

End your offer letter by expressing how happy you are to welcome the candidate to the team. Include contact information in case they have questions, as well as a line for the candidate to sign and date the offer if they accept.

Disclaimer

Consider including a brief disclaimer stating that the letter is for informational purposes only and is not a legally binding contract or agreement. Consult with a lawyer to avoid using language with contractual implications.

Conclusion

In a job offer letter, you can include all the terms and conditions of your job offer. But if you want to customize it for your company or specific situation, then we suggest that you give us a call and we can help with that. Good Luck!