How to create an outstanding job offer letter email [+ templates]
After creating a job post, advertising your open role, reviewing job applications and conducting interviews, it’s time to officially tell your future new teammate they’ve got the job. 🎉 That means it’s time to put together your job offer letter.
But first, what is a job offer letter email? A job offer letter is a formal message that you send to a future new hire letting them know they’ve been chosen for a specific role within your company. It’s an exciting step in a candidate’s journey with your business and a fulfilling finale to your recruiting work.
Use these job offer templates when you need to share the good news with your superstar candidate and follow the best practices to make sure you make an excellent impression.
✨ Check out our other job offer letter templates for a variety of tones (standard, formal, casual) and situations (hiring for a part-time position, an internal job offer, paid internship, and more).
Job offer letter email: As an email attachment
You can choose to send your job offer letter email to your soon-to-be teammate as an email attachment in the form of a PDF. This is also a great way to inject some of your employer branding into the offer (think: employee benefits details and other useful documents a potential new hire would like to see). To send this letter, write a brief message in the email body introducing the document attached.
Here’s an example of what you could write in the email body as you attach the job offer:
The email job offer letter attachment itself should include the following:
- Job details
- Compensation
- Employee benefits
- Deadline for accepting/declining the offer
- Contingencies (only if applicable — we believe contingencies should be done before the job offer phase)
- Your contact details
Here’s a template you can use and customize for your job offer letter PDF:
Job offer letter email: In the email body
If you’d like to forgo the job offer as an email attachment, you’ll paste this job offer letter in the body of your email instead. Your new hire will be able to see the offer details as soon as they open up your email.
☝️ Before you hit send on your job offer letter email and begin to wrap up the hiring process, there are a few things you should be sure to do:
- Extend the job offer verbally: You can schedule a call or extend the offer in the final interview round to share the good news. This helps to get your candidate excited about the opportunity and it also creates a more personal connection, improving the overall hiring experience. Let them know that you’ll follow up in an email with the official offer, including all the key job details.
- Be crystal clear in your subject line: A clear and descriptive subject line will help get your prospective hire’s eyes on the email and it will be easier for them to search for the job offer letter in the inbox at a later date. Write something like “Job Offer from [Your Company Name]”.
- Attach other helpful documents: This could be a more extensive outline of your employee benefits, your compensation plan, or details of your company policies. As this is just the initial stage of the job offer process, be sure not to send too many documents. Limit yourself to the most important documents — you can always send the rest of your company information on their first day!
Add this email template to Homerun’s hiring software and streamline your hiring process from start to finish.
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