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 with more details will be arriving in their email inbox.
Include a descriptive subject line
Use an email subject line that is 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 an email offer letter 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 is 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. Here is a template you can customize for the body of your offer letter email:
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 are looking 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
- At-will statement
- Deadline for accepting/declining the offer
- Your contact details
Here is a sample email offer letter to help you create one that suits your company:
Email Subject Line: Your Offer from Company ABC
Dear Felix Navarro,
We are excited to be offering 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 are looking 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 semi-monthly basis via direct deposit.
If you decide to accept this role, your anticipated start date will be March 12, 2018 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, 401(k) with company matching, and tuition reimbursement. I have attached the full details of the benefits we offer for you to look over.
Please note that Company ABC is offering you employment on an at-will basis. This means that we may end your employment at any time without cause. You are also free to leave the company at any time for any reason.
To accept this offer, please email me at email@example.com by March 02, 2018 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.