5 Tips for Writing a Solid Offer Letter

So you’ve been through the time consuming and often frustrating search process for the perfect new employee. And, now that you have found your ideal candidate, you want to make sure that you provide a solid offer letter so that you don’t lose them. You might be wondering, what are the best ways to go about offering the job to ensure they accept? What should you do and what is there to avoid? Below we discuss some of our best tips when it comes to writing a strong offer letter.

  • Avoid contractual implications

When you present your new candidate with an offer letter, their signature on it confirms their acceptance of the position and its terms. However, when drafting your offer letter, be careful of the language that you use because it could be construed as an employment contract or agreement. To help prevent this, something you should include is that their employment is at will. “Employment at will” means the employment relationship can be terminated by either you or your employee at any time and for any or no reason.

  • Show them the money!

Within the letter, it’s important to explain pay and benefits as thoroughly and accurately as possible. Describe their base salary and whether or not there are any opportunities for overtime or a bonus. The offer should also provide a thorough overview of health and other benefits, including sick days, paid time off, and any other perks.

If you fail to include a comprehensive overview of these things, then you risk the rise of a misunderstanding between you and your new employee down the road. For example, if you don’t add in overtime eligibility, your employee might mistakenly believe that they are eligible for extra compensation if they do work overtime or come in on a holiday.

  • Clarify the terms of employment

Another paragraph should include the conditions of employment. This encompassses terms like successful completion of a drug test and background checks, the signing of confidentiality agreements, and completion of tax forms. Employment conditions should not include statements about job security, promises of future employment, or contractual agreements.

  • Closing and Signature

At the end of the offer letter, it’s a good idea to include contact information for someone that your candidate can go to for questions or concerns to make them feel more comfortable about accepting. Additionally, including a few words about the company culture will help set the tone for what your employee can expect and whether or not they feel that your company would be a good fit for them. It can also be prudent to have another, final note about how the offer letter is for informational purposes only and is not a binding contract. Finally, make sure there is a line for the employee’s signature and date at the end.

  • Legal Review

Just like any other document that you would present to your employees, it is essential that your offer letter template be reviewed by legal counsel prior to implementation. At Integrated General Counsel P.C., we help clients draft offer letter templates that fit their unique needs.

If you need help drafting internal documents, including offer letters, for your business, don’t hesitate to contact us today!

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Written by Integrated General Counsel

Our focus includes handling a variety of corporate matters and also includes litigation in state and federal courts. Our current practice includes providing transactional services and representing a variety of small and medium-sized companies as their outsourced general counsel.