Sifting through resumes and applications is no easy task, and conducting job interviews can be stressful. Thankfully, you’ve found an applicant who not only looks good on paper but is a perfect fit for your team. Ready to make an offer? Put it in writing.

A hiring offer letter starts off the professional relationship on a positive note. In this letter, describe in detail the position and its responsibilities, even if you have already done so during a prior interview. The trick is not to promise more than you are prepared to deliver and to be realistic about what the candidate can expect. Most importantly, the letter should be positive, upbeat, and specific, letting the candidate understand why they were chosen for the job.

Be upfront in the hiring offer letter by acknowledging the skills and experience the candidate is bringing to the table. Not only does an offer letter boost a candidate’s self-esteem, it also affirms the applicant would be making the right decision by accepting the position. This confidence-booster will enhance their performance on the job right from their first day of work.

Before sending the job offer letter, be certain that the terms and conditions you lay out are precise. This is a legally binding letter, so be sure it clearly gets across what you want to say.

How to make an offer letter

While it’s crucial that the tone of your offer letter is light, the contents also need to be accurate and direct. Here are some important points to cover in your hiring offer letter:

  • State the salary for the position, how often the candidate will be paid, when they should expect to be paid and the method of payment.
  • Summarize the benefits package, and let the individual know about any medical, dental or other types of insurance they qualify for. Be sure to mention paid vacation, holiday and paid time off benefits.
  • Don’t forget to list important dates and times. Explicitly state the date you want the signed job offer returned, the hours the applicant is expected to work and the date their employment begins.
  • Attach signed documents such as non-compete agreements to the job offer letter with a noted return date.

The hiring offer letter is the place to itemize facts about the job offer. Outline the duties your soon-to-be new employee will perform, along with expectations and other relevant details about the company.

If the applicant decides to negotiate certain issues like salary or benefits, the hiring offer letter serves as an important reference point, and if the individual decides to take the job, the offer letter will promote open communication and orient the employee to the new working environment before they clock in for the first day.

Start off a new work relationship on the right foot by writing a hiring offer letter that is both professional and celebratory. Show your new employee how happy you are to welcome them into a winning team.