Extending the offer verbally
Before sending your offer letter email, consider calling the candidate to deliver the good news. This is an exciting time for both the job applicant and your company and a verbal offer can create 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.
“The verbal offer meeting is a great way to continue building a connection with your new employee, reinforcing how excited you are to have them on the team or upcoming team goals they’ll be working on.”
—Joe Scotto, HR leader
Sending a job offer email
Once you’ve confirmed mutual interest in filling the position, you can send an email to provide job details. An offer letter email is usually the final opportunity to review and confirm job terms for both the hiring manager and the job applicant before the agreement is signed.
Including a descriptive subject line
When sending an email to offer job details, use an email subject line that’s informative and celebratory. Clearly state the job offer to the candidate a position, and include the name of your company. An 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]
Attaching helpful documents
The goal of an offer letter is to give candidates the necessary information to accept or decline the offer. The advantage of sending a job offer email is that you can attach other relevant, supplementary documents to help a candidate make their decision.
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, limit additional documents to items that a candidate requires to review to confirm specific job or compensation details.
Provide enough information to help the candidate determine if the role and company are a good fit for them. Additional documents can be sent during the onboarding process.
Sending 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 in the email body, using a celebratory tone and explaining to the candidate that they can find the offer letter attached.
Consider the following job offer letter email template when crafting your own:
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 have any questions or concerns.
We look forward to hearing from you and hope you’ll join our team!
Best regards,
[Your Name]
[Your Job Title]
[Your Email]
[Your Phone Number]
Sending 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 so the candidate can read the complete offer letter immediately. Be sure to include:
- Job details
- Contingencies, if applicable
- Compensation
- Benefits
- Deadline for accepting/declining the offer
- Your contact details
Job offer email example (email body)
Email Subject Line: Your Offer from Wavewood
Email Message:
Dear Joseph Keever,
We are excited to offer you a full-time position as a Graphic Designer at Wavewood, 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 semi-monthly basis via direct deposit.
If you decide to accept this role, your anticipated start date will be March 12 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 Wavewood, you will also have access to our comprehensive benefits program, which includes unlimited vacation days, health insurance 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 nichelle.bernardo@wavewood.com by March 2 and I will get you started with the rest of the onboarding process.
We are excited about the possibility of you joining Wavewood! If you have any questions, please don’t hesitate to contact me directly via phone or email.
Sincerely,
Nichelle Bernardo
Hiring Manager
nichelle.bernardo@wavewood.com
304-555-0192
An effective job offer email is your chance to turn excitement into commitment. By pairing a warm verbal offer with a prompt, clear and celebratory email, you may help show candidates they’re truly valued.
The models shown are for illustration purposes only and may require additional formatting to meet accepted standards.
