This is an employment letter sample that any entrepreneur, business owner or human resources department can use when hiring new staff. Copy it verbatim, changing the necessary details, or provide it to staff members as a tool or sample document for adaptation based on the job requirements.
Please note that all information held between two brackets [like this] is to be replaced with your company's or the employee's information.
Job Offer Letter Sample Format – Introduction
Start the employment letter like you would any other business letter, using the future employee's name, address, and the date the letter was write. Then say, "RE: Employment with [company name] as [position title]. Start the job offer letter with an introductory paragraph, such as: I am pleased to offer you the position of [title], with [department], [company name]. Your employment is based on these terms and conditions:
Employment Letter Sample Section – Job Position
"Upon acceptance of this employment offer for the position of [name], with [department], [company], your direct supervisor will be [name, position]. This position is [temporary, permanent, seasonal], and the start date is [date]. Your position responsibilities are as follows: [outline].
Employment Letter Sample Section – Payment
"You will receive [X dollars] every [amount of time], minus any deductions or taxes. Your position is in the [X] classification of positions with [company], with a salary range of [amount].
Employment Letter Sample Section – Benefits
For positions with benefits, explain, "As a [permanent, seasonal or temporary] employee, you are eligible for the following benefits, according to [document, rule or legislation]." Then detail the applicable benefits, including retirement plans, health, dental, and travel expenses.
Employment Letter Sample Section – Vacation
If vacation is offered as a part of the staff member's position, say, "[X weeks] every [time period] are offered to all [position] according to [document, rule or legislation], and will be pro-rated for your first year of employment."
Employment Letter Sample Section – Probationary Period
State, "According to [company's] [document, rule or legislation], the probationary period for [position name] is [X days, months]. Your performance will be reviewed [X amount of time] and given regular feedback [in writing, in person, and/or other]." Depending on whether or not the position is probationary, temporary or permanent, here is the place to mention the company's ability to offer permanent employment after the probationary period is successfully completed.
Employment Letter Sample Section – Other
Depending on the position and company, there may be other, related terms and conditions that the employee needs to agree to prior to employment, such as union agreements, hours of work, managerial responsibilities, travel details or commission information. Any company policies supporting this information should be either provided in the employment package, or be made readily accessible for review.
Employment Letter Sample Section – Confidentiality
Some positions do not require a confidentiality agreement. For those that do, a clause or section stating the company's requirements and expectations should be placed here.
Employment Letter Sample Section – Closing
Close the employment offer letter with a recommendation that the potential employee review the details and terms of the contract and/or position requirements closely before accepting the offer. If the position and details are suitable to them, they can then sign, date and return a copy of the employment letter by [date] to [HR contact person], [address], [phone number].
Thank the potential staff member, and again express excitement, enthusiasm or pleasure with the offer of employment.Sign and date the employment letter.
Employment Letter Sample Section – Form for Employee to Fill Out
Add a section at the very bottom of the acceptance letter that provides room for the person accepting the position to sign and date the document, as well as a statement such as, "I agree to the terms of this employment agreement."
More sample forms: Sample Performance Review Phrases, Sample Independent Contractor Agreement, Sample Employee Evaluation Form.
Bonny Albo - Bonny offers 20 years of writing experience to her readers. CNN, MSNBC, The LA Times and Macleans all reference her for expert advice.
