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Job offer email template

A job offer email is a formal communication sent by an employer to a candidate who has been selected for a position. It outlines the terms of employment, including salary, benefits, job responsibilities, and start date, and seeks the candidate's acceptance or decline of the offer.

job offer email template

This is a sample job offer email template you can use when you have landed your perfect candidate and want to officially offer them a position. You can customize your email to include as many details as you think your candidate will want to know before making up their mind. You can also use our tutorial to get an idea of how to write a standout job offer email.

Your email’s subject line cannot leave your candidate guessing. It should clearly communicate that you’re offering them a job. Make sure your message includes all the most important information: position details (job title, working hours, department and manager), contract length (if applicable) and salary details (including benefits.)

You may consider attaching useful documents, like company policies and compensation plan or a copy with the employment terms that your candidate needs to sign, should they accept your offer. Don’t forget to set a specific timeframe for when you would like to get your candidate’s final response.

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Email template for job offer

Email subject line

[Company_name] Job Offer / Job Offer from [Company_name]

Email body

Dear [Candidate_name],

We were all very excited to meet and get to know you over the past few days. We have been impressed with your background and would like to formally offer you the position of [Job_title]. This is a [full/part] time position [mention working days and hours.] You will be reporting to the head of the [Department_name] department. [If applicable: Please note that [Company_name] is an at-will employer. That means that either you or [Company_name] are free to end the employment relationship at any time, with or without notice or cause.]

We will be offering you an annual gross salary of [$X] and [mention bonus programs, if applicable.] You will also have [mention benefits as per company policy, like health and insurance plan, corporate mobile or travel expenses] and [X] days of paid vacation per year.
[optional: I am attaching a letter with more details about your compensation plan.]

Your expected starting date is [date.] You will be asked to sign a contract of [contract_duration, if applicable] and [mention agreements, like confidentiality, nondisclosure and noncompete] at the beginning of your employment.

We would like to have your response by [date.] In the meantime, please feel free to contact me or [Manager_name] via email or phone on [provide contact details], should you have any questions.

Email sign off

We are all looking forward to having you on our team.

Best regards,

[your name]

What should be included in a job offer email?

A job offer email should begin with a warm salutation, addressing the candidate by their name. Following this, the email should clearly state the job title being offered. One of the most crucial details to mention next is the compensation package, which includes the salary and any potential bonuses or incentives.

Alongside this, it’s essential to specify the proposed commencement date and detail the expected working hours and days.

Benefits play a significant role in a candidate’s decision-making process, so it’s vital to outline any additional perks the company offers, such as health insurance, retirement plans, or other bonuses. To give the candidate a clear understanding of their role, a brief overview of the job responsibilities should be provided.

If the position is contract-based, the duration or length of the contract should be mentioned.

It’s also helpful to identify to whom the candidate will be reporting, as this gives them an idea of the company’s structure. To ensure a timely response, the email should state a deadline by which the candidate should either accept or decline the offer.

Following this, instructions on the next steps, such as the process for accepting the offer, completing any necessary paperwork, or attending orientation, should be detailed.

Lastly, the email should provide contact information, ensuring the candidate has a point of reference for any questions or clarifications. Concluding the email, a polite closing remark can be added, expressing gratitude to the candidate for considering the offer.

The email should be signed off with the name and title of the person making the offer, accompanied by the company’s contact details.

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