Offer Letter: Tips And Templates All Recruiters Should Use

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Recruitment process is quite tiresome. Recruiters scan a lot of resumes through their eyes, align interviews, mark the status and feedback of every interview in the recruitment software and what not? After the process is completed an official offer letter is extended to the chosen candidate. The offer letter sent by a recruiter plays a crucial role in getting the candidate on board. So, in this blog, we tell you the most common types of offer letter format along with some tips to bring the best candidate to the organisation successfully.

What is an Offer Letter?

When a recruitment team is on the lookout for the right candidate, the team extends offer letter to the candidates that they find suitable. The job offer is usually verbal first, wherein, the hiring manager calls the candidate and tells them that they have been selected for the position. Thereafter, the company extends the job offer over mail or in writing. It is necessary to send a formal offer letter with details.

What information does a job offer contain?

When an employer is sending a letter to a potential employee, it should include:

  • Job title
  • Job description
  • Starting date
  • Work schedule
  • Reporting structure
  • Salary (Compensation Bonus or Commission)
  • Paid time off
  • Employee benefits
  • Privacy policies
  • Termination conditions

However, there are different circumstances and job titles and one offer letter may not work everytime. The recruiter must send an offer letter that fits their job profile. Following a defined offer letter format may not be a good call always.

General offer letter template

This is the kind of offer letter template that can be used every time. So, you can upload this in your recruitment software or even keep the template on your desktop for using every time you send an offer letter. This is very simple, to-the-point. The same can be customised when you want to add more details.

Click to download offer letter template.

Formal offer letter template

This sort of template should be used when the company is providing a full-time position to the promising candidate. This offer letter format includes an email along with a formal offer letter covering the important terms of employment.

Internship offer letter template

This offer letter format is followed when a company has hired an intern.

Click to download the internship offer letter template.

Informal offer letter template

In this offer letter, the candidate can accept the offer and acknowledge the same over email. The formal and informal offer letter template may seem to be the same, but there is a slight difference between the two. The formal one talk about the job offer in more detail than the informal one.

Part-time to Full-time job offer template

As the name suggests, this template is used when a part-time employee is offered a full-time job.

Internal job offer letter template

This offer letter format is followed when a company employee is offered a new job in the same company. While making this internal job change official, you should also have a discussion about the new career goals and their new manager.

Bonus Tips

Here is what a recruiter can do to increase the chances of offer letter acceptance.

  • Cover important job details.
  • Make a call first.
  • Follow a credible offer letter format
  • Speed up the process using recruitment software

Clearly, it is very important to send a good job offer so that the candidate is very clear about the job offer and accepts the same readily. So feel free to use the templates shared by us in the templates section.

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Sukriti Saini

Sukriti Saini works as a content marketing strategist at HROne. She has done Bachelors in Journalism from Delhi University and carries several years of experience in content development. HR trends, Productivity, Performance and topics related to Employee Engagement garner most of her writing interest here. During leisure, she loves to write and talk about fashion, food & life.

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