Sending a job offer email is one of the quickest ways to communicate essential job details, (think salary, days and hours of work, entitlements, etc). It sets the tone for a positive relationship with your candidate and makes sure they don’t accept another offer before yours.
Here are some straightforward tips to create an email offer letter that stands out, along with a customisable sample email to help improve your acceptance rates.
Make a Verbal Offer
As soon as you know that you'll be offering the job to the applicant: call them.
Firstly, it's always nice to offer a piece of good news over the phone.
Secondly, it'll save you time.
Thirdly, the personal touch goes a long way to creating a meaningful relationship with your new hire.
Let them know that you'll send a detailed offer to their inbox shortly.
Craft a Clear Offer Email
A Clear Subject Line
A descriptive subject line grabs attention and encourages the candidate to open the email. Keep it simple, under 50 characters, and clearly state the job offer.
For example: "Your Offer from Company Name"
Attach Helpful Documents
Provide all the information in the email, but keep it concise.
Attach documents such as company policies, benefits information, and other relevant details that can help the candidate decide.
Make sure the attachments are clear and informative but not overwhelming.
If you're attaching a PDF of the offer letter, write a brief and positive message in the body of the email.
Here’s an example of a template you could create:
Subject: Your Offer from Company Name
Email Body:
Dear Candidate's Name,
Congratulations on your offer from Company Name!
We’re thrilled to offer you the position of Job Title with a start date of Start Date.
As discussed, please find your detailed offer letter attached.
If you accept, please sign it and return it to me via email by Deadline.
If you have any questions, feel free to reach out by email or call me at Phone Number.
We look forward to welcoming you to our team!
Kind Regards,
Your Name
Your Job Title
Your Email
Your Phone Number
A well-crafted job offer email can make a big difference in a candidate's decision. It shows that you’re professional and looking forward to bringing them on board.
By following these tips, you can make your offer more appealing and increase your chances of acceptance.
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