13 Writing an Offer Letter

Arley’s comments:

You’ve done a great job of giving an example of an offer letter and offering a few do’s and don’ts . However, I would have liked to see some more detail and research. What are some legal issues with offer letters? What are the parts of the offer letter? What tone should you use? By the end of your section, your reader should be able to write an offer letter successfully. Also, make sure to include references.

Judy’s comments:

You have some good information here which now needs to be taken further by adding more information and application materials. In doing so, I would continue to research and include best practices pertaining to writing offer letters as well as leverage the information from the Week 7 synchronous session – the outcomes of the exercises completed are uploaded there. With regards to the “Dos and Don’ts” some of this information contradicts what is included in the sample letter (e.g. compensation is provided in the letter). As a result, these more research is needed here to ensure the information is accurate and is according to HR best practices. Lastly, there is a link on the title of this page which should be removed as it leads back to this page.

Learning Objectives

  • Offer Letter
  • Writing an offer letter: What to include
  • How to write an offer letter
  • Choosing a format
  • Drafting your letter
  • Onboarding your new employee
  • Legal considerations when making a job offer
  • Importance of an offer letter
  • Writing an Offer Letter
  • Do’s and Don’ts of writing an Offer Letter

 

OFFER LETTER

image

https://www.ajobthing.com/blog/20-job-offer-letters-template-free-download-6-tips-to-help-you-prepare-simple-and-effective-offer-letters-06-2020

“Have an offer letter secures both representative and manager by making expectations clear. Archiving precisely what the job’s title, compensation, assignments, and benefits are from the begin can dodge contentions — or indeed losing that represents who you went through so much vitality and time enlisting — afterward on.”— From the Inc. magazine series, “How to Hire the Best,” February 2010

Writing the offer letter: What do you include?

The job offer letter may be in the form of a letter on the company or employer official letterhead, which is signed and sealed by the company stamp.

  • A welcoming email to introduce your offer.
  • A formal offer letter document to attach to your welcoming email.
  • Official letterhead or logo. This is a formal document so you should consider it as formal correspondence.
  • Formal letter guidelines. This letter should follow standard business correspondence with the date the letter is written after your logo and/or company name, followed by the full name and contact information of the recipient.
  • Opener. After the greeting (“Dear X”), get right to the point by stating something like “We are pleased to offer you the position of Y at Company Z.”
  • About the position. This paragraph describes the job, including the title, whether it’s full or part-time, work location, name of the direct supervisor, and expected start date.
  • Salary and benefits. Include the base salary or hourly wage and payment schedule, a summary of company benefits, any bonus structure, and applicable work options (such as telecommuting or flex time).
  • At-will status. Make it clear that the company may terminate its employment for any lawful reason and at any time.
  • Closer. Give the new hire details on how they can reach you (or your HR department) with any questions or concerns and close by reiterating how pleased you are to have them joining the company.

What information is included in a job offer letter? Hand holding a letter of acceptance pointing out the following: job title, reporting structure, salary, acknowledgement of offer, job description, starting date, benefits information and eligibility.https://www.thebalancecareers.com/thmb/JQHlztdbfKz0g-8FA0HjdVeK3iM=/950×0/filters:max_bytes(150000):strip_icc():format(webp)/job-offer-letter-2061695-Final2-7281ba64aacc4f0892ae0d38a0bf59d9.png

HOW TO WRITE AN OFFER LETTER

  • Choosing a Format
  • Drafting Your Letter
  • Onboarding Your New Employee
CHOOSING A FORMAT
Look For Free Templates On The Internet: Essentially look for “free work offer letter format” and evaluate what’s available. If you employ a layout, read it over carefully and adjust it to suit the desires of your company and the position advertised. In case there’s anything within the layout that doesn’t apply, you’ll be able to essentially take it out.
Outline The Terms Of The Offer With Bullet Points For Casual Businesses: Utilize strong categories such as “Compensation,” “benefits,” and “work obligations,” at that point include points of interest in brief sentence expressions. Utilize bullet focuses for different things beneath each category.
Write In A Formal Business Letter Format In More Conservative  Professions:  If you’re composing an offer letter in a traditionalist calling, such as law, pharmaceutical, or bookkeeping, you likely need to communicate that same level of polished skill in your offer letter. For case, in this organization, it wouldn’t be suitable to say you were “energized” to offer the beneficiary the position. Or maybe, you’d utilize a word such as “pleased.”
Use A More Casual Tone If You’re Sending The Offer Over E-mail: You’ll lean towards sending your offer letter within the body of a mail. For the most part, e-mail communication calls for a less formal tone than you’d utilize in the event that you were composing a trade letter to be printed and sent to the candidate in paper form.
Include A Brief  E-mail If You’re Attaching  A Full Letter As PDF: In the event that you need to be a bit more formal than essentially sending a mail along with your offer, you will want to connect the offer letter as a PDF instep. For example, you might write: “As we discussed previously, Pear Corp. is excited to offer you a position as a graphic designer starting on January 2, 2020. The formal offer letter is attached to this email and includes details about your compensation and benefits pack.
Drafting your letter
Start With Basic Information About The Position You’re Offering: Open your letter by telling the beneficiary the working title you’re advertising them and the fundamental obligations of the position. You might too incorporate the title of the office the individual will be working in or the title of their supervisor.
List Compensation In Hourly, Weekly, Or Monthly Terms: After you provide essential information almost the position you’re advertising, let the individual know how much your company will pay them for their work. For case, you might write: “As an entry-level realistic creator, you will be paid a compensation of $2,000 a week.”.”
Detail Health Insurance, Bonuses, And Other Benefits:  Let your potential new hire know what sort of benefits your company offers, including health insurance, dental insurance, or retirement plans. You don’t have to go into detail about the plans themselves in the offer letter.
Add Any Contingencies Or Legal Requirements: Let your potential new hire be aware that the offer was unexpected on a great result. You might moreover incorporate any data you wish from them, such as in case you wish confirmation of any licenses or certifications.
Include Any  Documents That Might Be Helpful To Your Potential New Hire: In expansion to the letter itself, you’ll moreover need to supply your potential new hire with brochures detailing your protections plans or other benefits you’ve got accessible to representatives.
Give The Recipient A Deadline To Accept The Offer: The potential hire must be aware that if they want to accept the offer, they should sign it and give it back to you. A week or two is usually enough time for the recipient to make up their mind. Moreover, you can give time according to the requirement of filling the vacant position.
Have an Attorney look over your Draft before you send it: The offer letter should be revised thoroughly, the language and tone should not give anybody harm. An attorney can help identify the problematic language in your letter.
ONBOARDING YOUR NEW EMPLOYEE
Send benefits documents and tax forms before the start date: Your new hire doesn’t have to wait until their first day to set up their benefits, or any other perks your company offered. You can send these to your new hire so they’re already completed before the employee starts. They can directly commence their work on the first day rather than engage in signing the papers.
Provide information about company rules and policies: Sending your new hire an employee handbook and any other information about company rules and policies ensure they’re in compliance on the first day and ready to start work. For instance, they must be aware of the particular dress code if your company has as that would be easy for new employees to dress up accordingly for the first day to look similar to others.
Set up a workspace for your new hire: Before their first day, clear out a desk or office space and get them the equipment they’ll need to do their job. If they’ll be working on a computer, set up their login and security credentials so they can access your computer system.
Introduce the new hire to their coworkers on the first day: The new hire must be known exactly where to report on their first day so they aren’t just roaming here and there around the workplace. Introduce them to their immediate supervisor and coworkers who will be working closely with them in their department.
Schedule meetings and orientation programs as necessary: Orientation programs are typically necessary to ensure that your new hire understands your company’s organization and workflow. Meetings with supervisors in other departments can help your new hire understand how the different departments work together.

Legal Considerations When Making a Job Offer:

What the law says when your employer withdraws your job offer

https://www.peoplematters.in/article/employee-relations/what-the-law-says-when-your-employer-withdraws-your-job-offer-13794

When preparing a letter of an employment offer, the most important thing to remember is to avoid using wording that might lead to contractual obligations you didn’t want to establish. In other words, you don’t want the letter to imply that you’re offering the receiver a job for an extended amount of time. This is accomplished by saying that the job relationship is “at-will.”

The term “at-will” means you can end the relationship for any legal reason at any time, which also applies to the employee, who may quit the job at any time for any reason. This and other legal considerations are crucial when first learning how to write an offer letter.

While employment offers can be revoked at any moment for any reason, it’s a good idea to add an expiration date. This might assist you to avoid instances when your potential new recruit is considering alternative job offers and prolonging the process. If you retract an offer after it has been accepted, you may face legal action, and the consequences might be severe. For example, if the applicant has already quit their previous employment in preparation for the new one.

IMPORTANCE OF AN OFFER LETTERoffer letter for a job

  • It describes the job’s responsibilities, salary and benefits, and other working circumstances.
  • It signifies the start of a fruitful working partnership.
  • It establishes the appropriate expectations.
  • It has the status of a legal document.                                                                                                                                                       https://inspiroblog.xyz/author/inspiro/page/3/

Writing an offer letter

Company Name: Amazon

Email: primary@amazon.com

Date: 20-06-2021

Name: Amandeep Kaur

Address: Village – Cheema Khurd, P.O- Cheema Kalan, Distt.  Tarntarn

Mobile no: 6283371970, Email- Amandeep.kaur@email.com

Title: Job offer letter

Dear Amandeep Kaur

We have been influenced by your framework and we are delighted to offer you the placement of Product Manager at Amazon. We think that your skills and knowledge will be valuable assets for our team and you will be the perfect fit for the company.

Your job is a full-time job from 9:00 A.M to 6:00 P.M. and your annual salary will be $50,000. At the end of the month, your salary will be paid. Your joining date will be on 1st of August. Apart from the salary, some extra benefits will be provided by our company like health insurance, bonus, etc. And your first salary will be given through check and the rest of the month’s salary will be put in your account.

Your appointment will be contract-based for 2 years from August 1st, 2021 to August 1st, 2023. You will understand the needs of the customers and the life cycle of the product through analysis and statistical data with your full loyalty.

If the letter is accepted by you then you will do the signature on it and return it to us. Your response will not be late from the 1st of July. By signing and returning this letter, we will confirm your acceptance of the letter.

Please do not feel hesitation when you have need of any query or any further details. You can contact the senior director of the company by email or phone.

Best regards,

Amit Agarwal

DO’S :

  • PUT IT IN WRITING: A formal written offer should incorporate the working title, supervisor, location, work hours, beginning pay, and a shortened outline of benefits. Also, clearly state the conditional nature of the offer and recognize any possibilities that seem to lead to withdrawal, such as comes about of a foundation check, medicate testing, references, and/or the individual’s failure to illustrate work qualification.
  • GIVE CANDIDATES TIME TO CONSIDER THE OFFER LETTER: When making an offer, give a sensible timeline for candidates to reply. Numerous managers provide candidates 48 hours to either acknowledge or dismiss the offer orally, but there may be cases when a longer time period is justified, such as for assignments that require the candidate to migrate.
  • ASK CANDIDATE TO SIGN AND RETURN THE OFFER LETTER: In case the candidate chooses to acknowledge the offer, educated him or her to sign and return it to you, indeed in case they have as of now orally acknowledged. Keep the marked offer letter within the employee’s workforce record.
  • BE PREPARED FOR QUESTIONS: Be prepared to reply to critical details about the company. When considering an offer, or upon tolerating an offer, candidates may inquire about the dress code, parking, benefits, and work environment.
  • KEEP COMMUNICATION OPEN: After the candidate has acknowledged the offer, keep the lines of communication open. Reply to any exceptional questions they may have and ease them into the onboarding handle. Earlier to their beginning date, let the worker know where to report on there, to begin with, day and what records they ought to bring, such as supporting archives recorded on the final page of the I-9 form.

DON’T:

  • DON’T SURPRISE CANDIDATES: Make sure to be open with candidates during the pre-employment process so that there are no surprises in the case and once you select to extend an offer. For illustration, in case the role is entry-level, be clear about the working title and work depiction. Straightforwardness can offer assistance to set legitimate desires and guarantee the candidate goes into the decision-making prepare educated.
  • DON’T MAKE PROMISES: Avoid making any guarantees or explanations that can be interpreted as guarantees related to the length or permanency of the working relationship. Clearly show within the offer that the individual—if they accept—will be an at-will employee and the letter does not constitute a business contract.
  • DON’T TAKE IT PERSONALLY IF CANDIDATES TRY TO NEGOTIATE: It’s reasonably common for candidates to arrange a work offer. The candidate may inquire about higher pay, extra benefits, an adaptable plan, or other advantages. In case you’re willing and able to meet their demands otherwise you make a counteroffer that they acknowledge, allow them an updated offer letter to sign.

Glossary

  • Counteroffer: Rejection of original offer letter and replacement with another one
  • At-will: At the time that pleases to anyone

 

 

 

 

REFERENCES

https://hiring.monster.com/employer-resources/small-business-hiring/how-to-write-an-offer-letter/

https://sbshrs.adpinfo.c

om/blog/job-offers-dos-and-donts

https://www.indeed.com/hire/c/info/how-to-write-a-job-offer-letter-email?hl=en&co=US

https://www.wikihow.com/Write-an-Offer-Letter#Choosing-a-Format

 

 

 

 

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HR Communication Handbook Copyright © by acruthers. All Rights Reserved.

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