Offer Letter Format in MS Word, Download Offer Letter Format in Docx. Finding a perfect candidate for a job position is challenging. HR has to go through different resumes to select the right person. But after selecting the right candidate, now it is time to issue them an offer letter. We have already provided the experience certificate format, and now, in this article, we will give detailed information about the offer letter format.
What is an Offer Letter?
An offer letter is a formal letter designed to extend an offer to the selected candidate. HR can extend the offer to the candidate over a call; however, sending an offer letter via email confirms the position for the selected candidate. Florian Berg, owner of a cybersecurity company and VPNWelt website, also finds this method of extending a job offer ineffective.
The offer letter gives the candidate a chance to learn more about the position, the company, and other details before joining the position. When the candidate accepts the offer, they sign it and return it to the company. It is good to have a written confirmation of an offer that clarifies the terms and conditions between employers and employees.
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What does an offer letter include?
An offer letter contains important details about the role and the company that a candidate must consider before accepting the job. All the details included in the offer letter format are as follows:
- Company Address and hiring manager info
- The job title
- Date of commencement and work schedule of Job
- Compensations and benefits, if any
- Company and employee policies
Offer Letter Format
On a page, start by placing your company logo in the top corner or use the company’s official letterhead to indicate that it is an official document. In the left corner, include the date, candidate’s name, and address in the following format:
- DD/MM/YY or MM/DD/YY as accepted
- Company Name
- HR Manager (Sender) Information
- Candidate’s first and last name with prefixes (Ms./Mr., Mrs., etc.)
- Candidate’s Address
- City, State, and Zip
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Offer Letter Format in MS Word
[Offer Letter Date]
[Name]
[Address Line 1]
[Address Line 2]
[City], [State], [PIN Code]
Dear [Mr./Miss./Mrs./Ms.] [Name],
Congratulations! We are pleased to confirm that you have been selected to work for [Company Name]. We are delighted to make you the following job offer.
The position we are offering you is that of [Job Title] at a monthly salary of [Salary per month] with an annual cost to the company [Annual CTC]. This position reports to [Supervisor Title], [Supervisor Name]. Your working hours will be from [9 AM to 6 PM], [Starting Week Day] to [Ending Week Day].
Benefits for the position include: (Use if relevant to the position)
- Benefit A (Casual Leave of 12 days per annum)
- Benefit B (Employer State Insurance Corporation ESIC Coverage)
- Benefit C
We would like you to start work on [Desired starting date] at [Desired starting time]. Please report to [Name of person to report on start date], for documentation and orientation. If this date is not acceptable, please contact me immediately.
Please sign the enclosed copy of this letter and return it to me by [Last date for offer acceptance] to indicate your acceptance of this offer.
We are confident you will be able to make a significant contribution to the success of our [Company Name] and look forward to working with you.
Sincerely,
(Name of person authorized to make an offer)
(Position)
(Company)
Introduction para:
- Start with the greeting to the candidate, for example, Dear (Candidate name).
- Applaud them for attaining this position and reaching the hiring stage, and mention the company name. You can use different lines such as ‘We are excited to offer you a position at (Company Name)’.
- Make these lines formal and casual according to your company’s culture and preferences.
Job Description: In the next step, briefly describe the role you are offering with specific details about the job. This includes the formal title of the position, salary, estimated start date, full-time/part-time status, remote/office location, and information about the role and responsibilities.
Benefits: An employer can attract the selected employee by listing the benefits or bonuses they will receive by working in your company. Be specific and let the employee know that the company can extend it during their onboarding process. For example, insurance policies, 401k options, etc.
At-Will Statement: This is written to avoid being tied to any contractual obligation. It allows the company or the employee to terminate the employment at any time for any reason.
Expiration Date: Before ending the offer letter, decide if you want to write an expiration date or not. The expiration date of the offer letter will set a deadline for receiving a response. This will create a sense of urgency and also save HR time. If the candidate does not sign the letter within the given date, another employee can be found.
Closing Line: End the offer letter by expressing excitement about welcoming the employee to the team. Use a motivational line to welcome them, such as ‘We look forward to working with you.’ Also, don’t forget to provide your contact details if they have any questions. Finally, in the right corner, leave a space for the candidate to sign, and in the left corner, note the date of acceptance of the offer along with the name of the company, HR manager (sender), and signature.
