When to send a job offer email
After weeks of recruiting, screening and interviewing potential hires, you’re probably more than eager to send an email to offer the job to your selected candidate. While it’s a huge relief to finally find and select the best candidate for the job, you’re not out of the gates yet. First, you need to ensure your potential hire is 100% interested in the position and agrees to the job contract terms.
Once you’ve confirmed a potential hire’s interest in filling the position, then you can send an email to offer job details. Since nothing is set in stone until a contract is signed, an offer letter email represents the last chance to review and confirm job terms for both the hiring manager and the job applicant.
Extend the offer verbally first
Before hitting send on your offer letter email, call the candidate to deliver the good news. This is an exciting time for both the job applicant and your company, and a verbal offer creates a more personal connection. If the candidate expresses interest in this verbal offer, let them know that an official offer letter email with more details will be arriving in their inbox. Extending the offer verbally first also gives an opportunity to perform any negotiations prior to sending an offer letter, allowing you to not worry about revising and resending multiple versions of the offer letter during negotiations.
Include a descriptive subject line
When sending an email to offer job details, use an email subject line that’s informative and catchy. In under 50 characters, clearly state that you’re offering the candidate a position and include the name of your company. An excellent offer letter email subject line might look like:
- Offer From [Company Name]
- [Company Name] Job Offer
- Your Offer From [Company Name]
- Job Offer From [Company Name]
Attach helpful documents
The goal of an offer letter is to give candidates the information they need to choose between accepting or declining the offer. The advantage of sending a job offer email is that you can attach other relevant, supplementary documents to help a candidate make this decision—without having to send a lengthy email. For example, you can include company policies, benefits information, compensation plans or other documents that an employee needs to sign before their start date. However, avoid overwhelming the candidate with documents. Provide just enough to help them determine if the role and company are a good fit for them.
Send the offer letter as an email attachment
If you’re sending a PDF version of your employment offer letter as an email attachment, write a brief message for the email body. With an enthusiastic and celebratory tone, explain to the candidate that they can find the offer letter attached. We’ve included a job offer letter email template below:
Job offer email template (email attachment)
Dear [Candidate First and Last Name],
Congratulations on your offer from [Company Name]! We are delighted to offer you the position of [Job Title] with an anticipated start date of [start date].
As discussed [over the phone, during your interview, etc.], please find attached your detailed offer letter. If you choose to accept this offer, please sign, scan and email your letter to me at [email address] by [decision deadline].
[If you are attaching other documents that need to be read and signed, mention those here].
In the meantime, please don’t hesitate to reach out to me, either through email or by calling me directly at [your phone number] if you should have any questions or concerns.
We look forward to hearing from you and hope you’ll join our team!
[Your Job Title]
[Your Phone Number]
Send the offer letter in the body of an email
If you choose to send the offer letter in the body of the email rather than as an attachment, copy and paste your full offer letter into the email. This way, the candidate will see the complete offer letter immediately after opening the email instead of having to download an attachment. Be sure to include:
- Job details
- Contingencies, if applicable
- Deadline for accepting/declining the offer
- Your contact details
Job offer email template (email body)
Email Subject Line: Your Offer from Company ABC
Dear Felix Navarro,
We are excited to offer you a full-time position as a Graphic Designer at Company ABC, reporting directly to our Art Director, Sarah Greene. Based on your experience, interviews and design portfolio, we look forward to seeing how you will take our brand messaging to the next level.
Per your conversation with Marvin Yates, we’d like to offer you an annual starting salary of $60,000 paid out on a semimonthly basis via direct deposit.
If you decide to accept this role, your anticipated start date will be March 12, 2021 at our 1234 Southern Avenue location. You will be expected to work 40 hours per week, Monday through Friday with the option to work remotely up to two days per week. Please find attached an updated copy of the job description to familiarize yourself with some of the position’s duties and responsibilities.
As an employee of Company ABC, you will also have access to our comprehensive benefits program, which includes unlimited vacation days, health insurance, RRSPs and tuition reimbursement. I have attached the full details of the benefits we offer for you to look over.
To accept this offer, please email me at firstname.lastname@example.org by March 2, 2021, and I will get you started with the rest of the onboarding process.
We are excited about the possibility of you joining Company ABC! If you have any questions, please contact me directly via phone or email.
Frequently asked questions
Can I write my own offer letter?
While a job offer letter functions as an official document of job acceptance, this form of communication doesn’t need to be drafted by a legal practitioner. Any member of a company can write a job offer letter. However, many employers choose to use a job offer letter template or job offer email template to ensure consistency across the organization.
What do you write in a job offer letter?
In an email to offer job positions, it’s very important to include the job title that’s being offered, the start date, reporting structure, employee salary and benefits. Additionally, an employer can choose to include other details such as the office dress code or what to bring on the first day.
How do you end a job offer email?
There are several options for closing a job offer email. The most important thing is to remain professional. “Sincerely” or “Best regards” are acceptable email closings. Since a job offer email is an opportunity to express a welcoming sentiment to your new hire, some employers choose a more personal closing, such as “Warm regards.”
- Job Offer Letter Format With Template
- Offer Letter Samples
- Best Interview Questions to Ask Candidates
Brendan Sullivan is an Indeed recruiter based in Austin, TX with 4+ years of experience. You can usually find him enjoying one of the several amazing coffee shops in Austin or organizing his record collection.