How to Craft an Exceptional Job Offer Letter Email [with Templates]

After you’ve created a compelling job post, advertised your open role, reviewed applications, and conducted interviews, it’s time to share the good news with your future teammate! 🎉 This is when you’ll put together your job offer letter.

What is a Job Offer Letter Email?

Before we dive into the details, let’s clarify what a job offer letter email actually is. It’s a formal message that you send to your chosen candidate, letting them know they’ve been selected for a specific role in your company. It’s an exciting step in their journey and a satisfying conclusion to your recruitment efforts.

To ensure you make an excellent impression, use these job offer templates and follow the best practices. You can choose from various tones (standard, formal, casual) and situations (part-time positions, internal job offers, paid internships, and more).

✨ Don’t forget to check out our other job offer letter templates for even more options!

Job Offer Letter Email: Sending as an Email Attachment

One option is to send your job offer letter email as an attachment in the form of a PDF. This allows you to showcase your employer branding and include useful documents that your new hire would appreciate. Simply write a brief message in the email body introducing the attached document.

Here’s an example of what you could write in the email body:

Hi [Candidate’s Name],

Congratulations once again on being selected for the [Job Title] position at [Your Company Name]! We are thrilled to have you join our team.

To offer more details about your role and our company, please find attached the job offer letter. In it, you’ll find information about the job, compensation, employee benefits, and the deadline for accepting/declining the offer. If you have any questions or require further clarification, feel free to reach out to me at [Your Contact Details].

We look forward to hearing from you!

Best regards,
[Your Name]

Job Offer Letter Email: Including the Letter in the Email Body

If you prefer not to send the job offer as an attachment, you can paste the letter directly into the email body. This allows your new hire to see the offer details right away upon opening the email.

☝️ Before hitting send, there are a few things you should do to wrap up the hiring process:

  • Extend the job offer verbally: Consider scheduling a call or extending the offer during the final interview round. This personal touch not only gets your candidate excited but also improves the overall hiring experience. Let them know that you’ll follow up in an email with the official offer, including all the key job details.

  • Craft a crystal clear subject line: Make it easy for your prospective hire to find the email later by using a clear and descriptive subject line. Something like “Job Offer from [Your Company Name]” should do the trick.

  • Attach other helpful documents: Consider including additional documents such as a comprehensive outline of employee benefits, your compensation plan, or company policies. However, be mindful not to overwhelm your new hire with too many documents at this stage. Save the rest of the company information for their first day!

Remember, making a good impression from the very beginning sets the tone for a positive working relationship. Congratulations on finding the perfect candidate, and we wish you and your new teammate all the success in the world!

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