Job offers are an important part of the hiring process because they provide the candidate with important information about working for your organization.  

A well-written job offer will give the candidate everything they need to decide if working for your company is right for them. While most job offers are provided verbally initially, it is also beneficial to provide a written job offer, typically via email. Written job offers should include key details such as start date, salary, job title, working hours and location.  

It can be beneficial to follow a checklist or create a template to ensure all essential information is included in the job offer. This will help save time and decrease potential confusion or errors.  

Drafting the offer letter 

It is important to make sure the offer letter contains the following information:  

  • Job title 
  • Start date 
  • Name of direct supervisor and department 
  • Schedule (including days and hours to be worked)  
  • Work location (include whether the position is hybrid, remote, or if there are travel requirements)  
  • The position’s status (include if the position is full-time, part-time, exempt, non-exempt, etc.)  
  • Base salary or hourly wage and payment schedule  
  • Benefits (paid leave, health benefits, etc.)  
  • Pre-employment assessments such as background checks, drug testing, or physical examinations  
  • Contact information, such as HR professionals, to answer any candidate questions or concerns  
  • A space for candidate to sign offer letter  


Communicating the job offer  

When you first extend the job offer, it is best to communicate over the phone so that you can congratulate the candidate. Then, it is important to follow up with a written job offer.  

  • Extend the job offer over the phone or via Zoom/video conference  
  • Explain why the candidate was selected for the position  
  • Share your excitement about the candidate working for the organization  
  • Provide the candidate with details about base salary, hourly wage, benefits package, and start date  
  • Tell the candidate when they can expect a written offer letter  
  • Answer any questions or concerns the candidate may have regarding the job offer or position  
  • Provide the candidate with a deadline for making their decision  


Final steps 

  • Send the candidate the written job offer via email 
  • Before the deadline, follow up with the candidate regarding their acceptance or rejection of the job offer  
  • Ensure the candidate has signed the offer letter if they accept it 
  • If the candidate rejects the job offer, find out why and what can be done to improve future recruiting efforts  
  • Begin the onboarding process if the candidate accepts the job offer  

It is important to create job offer letters that contain all the information a candidate needs to make such an important decision. Following a checklist can help minimize errors and save time so that the new hire can proceed to onboarding as quickly as possible.  

Download Offer Letter Checklist