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Hiring Processes & Workflows

Offer Letters: What to Include and Present

9 min read
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Jeff Hammitt

Offer Letters: What to Include and How to Present Them

You’ve found the perfect candidate. They’ve aced every interview, everyone loves them, and you’re ready to make an offer. But your offer letter is boring, confusing, or missing important details. They decline.

The problem: Most offer letters are generic, legal documents that don’t excite candidates. They’re missing important information, hard to understand, and don’t sell the opportunity.

The solution: Create compelling offer letters that get candidates excited. Include all the important details, present them well, and make candidates want to say yes. You’ll close more offers and start relationships on the right foot.

“An offer letter isn’t just a document - it’s your last chance to sell the opportunity and your first impression of what it’s like to work there. Make it count.” - Unknown

Why Offer Letters Matter

The reality: Offer letters are often the last thing candidates see before deciding. A great offer letter can seal the deal. A bad one can lose it.

The numbers:

  • 40% of candidates say the offer letter influences their decision
  • Clear, compelling offers increase acceptance by 35%
  • Confusing offers lead to questions and delays
  • Great offers start relationships on the right foot

Real example: You make a great offer, but the offer letter is confusing and missing details. The candidate has questions, takes time to think, and eventually declines. A better offer letter would have closed the deal.

What to Include in Offer Letters

Essential Information

1. Job details:

  • Job title
  • Department/team
  • Start date
  • Location (office, remote, hybrid)
  • Reporting manager

2. Compensation:

  • Base salary (annual or hourly)
  • Payment frequency (bi-weekly, monthly, etc.)
  • Bonus structure (if applicable)
  • Commission structure (if applicable)
  • Equity/stock options (if applicable)

3. Benefits:

  • Health insurance
  • Dental and vision
  • Retirement plans (401k, etc.)
  • PTO/vacation time
  • Sick leave
  • Other benefits (gym, etc.)

4. Conditions:

  • Background check requirement
  • Reference check requirement
  • Drug test (if applicable)
  • Non-compete clause (if applicable)
  • Confidentiality agreement
  • At-will employment statement

5. Next steps:

  • How to accept the offer
  • Deadline for response
  • Who to contact with questions
  • What happens after acceptance

Real example: Your offer letter includes:

  • Job title: Senior Software Engineer
  • Salary: $120,000/year, paid bi-weekly
  • Start date: March 1, 2025
  • Location: Remote (US-based)
  • Benefits: Health, dental, 401k, 20 days PTO
  • Conditions: Background check required
  • Next steps: Accept by February 15, contact recruiter@company.com

Clear, complete, and easy to understand.

How to Write Compelling Offer Letters

Make It Personal

What to do:

  • Use their name
  • Reference specific conversations
  • Show you remember details
  • Make it feel personal, not generic

Example:

  • “Hi Sarah, I’m excited to extend this offer to you. I remember you mentioned you’re passionate about [specific thing], and I think you’ll love working on [related project].”

Real example: Instead of “Dear Candidate,” you write: “Hi John, I’m thrilled to extend this offer. I remember you mentioned you’re excited about our AI projects, and I think you’ll love working with our team on [specific project].” Personal and engaging.

Sell the Opportunity

What to include:

  • Why this role is exciting
  • What they’ll be working on
  • Growth opportunities
  • Company culture highlights
  • Why you’re excited to have them

Example:

  • “We’re excited to have you join our team. You’ll be working on [exciting project], and we think your experience with [specific skill] will be invaluable. We’re building something special, and we’d love for you to be part of it.”

Real example: You write: “We’re building the future of [industry], and we think you’re the perfect person to help us do it. Your experience with [specific skill] and passion for [specific thing] align perfectly with what we’re looking for. We’re excited to have you join us.” You’re selling the opportunity, not just listing details.

Be Clear and Complete

What to do:

  • Include all important information
  • Use clear, simple language
  • Organize information logically
  • Answer questions before they’re asked

What NOT to do:

  • Leave out important details
  • Use legal jargon unnecessarily
  • Make it confusing
  • Create more questions than answers

Real example: Your offer letter clearly states salary, benefits, start date, location, and next steps. The candidate doesn’t have questions - they have everything they need to make a decision.

How to Present Offer Letters

Delivery Method

Options:

  • Email - Most common, easy to track
  • Phone call + email - Personal touch, then written confirmation
  • Video call - Most personal, then send written version
  • In-person - Rare, but most personal

Best practice: Phone or video call to deliver the news, then send written offer letter via email.

Real example: You call the candidate: “I have great news - we’d like to extend an offer! I’m sending you the written offer letter now. Let’s talk through it, and I’m here to answer any questions.” Personal and clear.

Timing

When to send:

  • As soon as the decision is made
  • During business hours
  • When you can be available for questions
  • Before the weekend (so they have time to review)

What NOT to do:

  • Send on Friday afternoon (they’ll stress all weekend)
  • Send when you’re unavailable
  • Delay unnecessarily
  • Send without warning

Real example: You make the decision on Tuesday. You call the candidate Tuesday afternoon, send the offer letter, and you’re available to answer questions. They have time to review and decide by Friday.

Follow-Up

What to do:

  • Check in after they receive it
  • Answer questions promptly
  • Be available for discussion
  • Set clear expectations for response time

What to say:

  • “Did you receive the offer letter? Any questions?”
  • “I’m here to answer any questions you have”
  • “We’d love to have you join us, and I’m excited to discuss”

Real example: You send the offer letter. The next day, you check in: “Hi, just wanted to make sure you received the offer letter and see if you have any questions. I’m here to discuss anything you’d like to know more about.” Helpful and available.

Common Offer Letter Mistakes

Mistake 1: Being too generic

  • Problem: “Dear Candidate, we’re pleased to offer you…”
  • Solution: Make it personal, reference specific conversations

Mistake 2: Missing important information

  • Problem: Doesn’t include benefits, start date, or next steps
  • Solution: Include everything they need to know

Mistake 3: Using too much legal jargon

  • Problem: “Pursuant to the terms and conditions herein…”
  • Solution: Use clear, simple language

Mistake 4: Not selling the opportunity

  • Problem: Just lists facts, doesn’t excite
  • Solution: Sell why this is a great opportunity

Mistake 5: Being unclear about next steps

  • Problem: “Let us know if you’re interested”
  • Solution: Clear instructions: “Please respond by [date] to [email]”

Mistake 6: Not following up

  • Problem: Send offer, never check in
  • Solution: Follow up, answer questions, be available

Real example: Your offer letter is generic, missing benefits information, uses legal jargon, doesn’t sell the opportunity, and has unclear next steps. The candidate is confused and has questions. They take time to decide and eventually decline. A better offer letter would have closed the deal.

Offer Letter Templates

Template 1: Standard Offer Letter

Subject: Offer of Employment - [Company Name]

Hi [Candidate Name],

I’m excited to extend an offer for the [Job Title] position at [Company Name]. We were impressed with your experience and think you’d be a great addition to our team.

Position Details:

  • Title: [Job Title]
  • Department: [Department]
  • Start Date: [Date]
  • Location: [Location]
  • Reporting to: [Manager Name]

Compensation:

  • Base Salary: $[Amount]/year
  • Payment: [Frequency]
  • [Bonus/Commission/Equity details if applicable]

Benefits:

  • Health, dental, and vision insurance
  • 401(k) with [match details]
  • [X] days PTO
  • [Other benefits]

Next Steps: Please let us know if you’d like to accept this offer by [Date]. You can respond to this email or call me at [Phone Number].

I’m here to answer any questions you have. We’re excited about the possibility of you joining our team!

Best regards, [Your Name]

Template 2: Compelling Offer Letter

Subject: We’d Love to Have You Join [Company Name]!

Hi [Candidate Name],

I have great news - we’d like to extend an offer for the [Job Title] position!

I remember you mentioned you’re passionate about [specific thing], and I think you’ll love working on [related project]. We’re building something special, and we’d love for you to be part of it.

Here’s what we’re offering:

The Role:

  • [Job Title] on the [Team Name] team
  • Start date: [Date]
  • Location: [Location]
  • You’ll be working on [exciting project/initiative]

Compensation & Benefits:

  • $[Salary]/year
  • [Benefits details]
  • [Growth opportunities]

Why We’re Excited: [Specific reasons why you want them - their skills, experience, personality, etc.]

Next Steps: We’d love to have you join us! Please let us know by [Date] if you’d like to accept. I’m here to answer any questions - just reply to this email or call me at [Phone Number].

Looking forward to working with you!

Best, [Your Name]

Resources and Tools

Offer letter templates:

  • Legal templates - Ensure compliance
  • Industry-specific - Tailored to different roles
  • Best practice examples - See what works

Legal resources:

  • Employment law guides - Ensure compliance
  • Legal review - Have lawyers review
  • State-specific requirements - Know your state’s laws

Tools:

  • Document management - Track offer letters
  • E-signature tools - Easy acceptance
  • Templates - Standardize your process

Next Steps

For recruiters:

  1. Create templates - Standardize your offer letters
  2. Make them compelling - Sell the opportunity
  3. Include everything - Don’t leave out important details
  4. Present them well - Personal delivery, then written
  5. Follow up - Answer questions, be available

For hiring managers:

  1. Review offer letters - Make sure they’re compelling
  2. Provide input - What makes this role exciting?
  3. Be available - Help answer candidate questions
  4. Approve quickly - Don’t delay the process

For candidates:

  1. Review carefully - Make sure you understand everything
  2. Ask questions - Don’t hesitate to clarify
  3. Respond promptly - Respect the deadline
  4. Negotiate if needed - But do it professionally

Conclusion

Offer letters are your last chance to sell the opportunity and your first impression of what it’s like to work there. Make them compelling, complete, and clear. You’ll close more offers and start relationships on the right foot.

Remember:

  • Make it personal - not generic
  • Sell the opportunity - not just list facts
  • Include everything - don’t leave out important details
  • Present it well - personal delivery, then written
  • Follow up - answer questions, be available

Do this right, and you’ll close more offers and build better relationships with candidates.

Jeff Hammitt

Jeff Hammitt

Recruiting Expert

Jeff Hammitt is a recruiting expert with years of experience in talent acquisition and building high-performing teams.

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