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Full Recruitment Job offer pack

Offer of employment letter

£7
Word count
Template words
326
Reading time
Reading time
5 mins

Our offer of employment letter template ensures clear communication of job offers, outlining terms and expectations for new hires, streamlining the hiring process.

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What is an Offer of employment letter?

An offer of employment letter is a formal document that outlines the key terms of an employment offer, including job title, salary, benefits, start date, and other relevant conditions. It serves as a written record of the agreement and ensures clarity between the employer and the candidate, helping to prevent misunderstandings.

Typically sent after a successful interview, the letter may be emailed or mailed. It may include a deadline for accepting or declining the offer.

Once accepted, both parties can proceed with finalising the employment contract and necessary paperwork.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as possible after the decision has been made
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Candidate
Applicable legal jurisdiction
In which jurisdiction can this letter be used?
Great Britain & NI (United Kingdom)

Sequence

Previous step
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Our Candidate Shortlist Record Form template documents the shortlisting process, ensuring consistency and transparency in candidate selection during recruitment.

This step
Offer of employment letter template
Next step
Agreements
Contract of employment (enhanced) template

Our Contract of Employment or Statement of Terms and Conditions Template ensures legal compliance, providing employees with essential details about their employment.

Timings

Step Description Responsibility Timing
1 Confirm successful candidate following interviews and agree employment details (job title, start date, salary, hours, etc.). Hiring Manager / HR Immediately after decision to hire
2 Prepare the Offer of Employment Letter including all agreed terms and any conditions (e.g. references, right to work). HR Within 1–2 working days of confirmation
3 Send the letter to the candidate, along with any supporting documents (e.g. contract, policies). HR As soon as letter is prepared
4 Receive signed acceptance from the candidate and confirm onboarding steps (pre-employment checks, induction, etc.). HR / Candidate Within 5–7 working days of sending letter
5 Follow up on outstanding conditions (e.g. references, right to work) and formally confirm start date and arrangements. HR Before confirmed start date (at least 1 week prior)

Compliance

  • Employment Rights Act 1996: Specifies the legal framework for employment contracts and terms, including the offer of employment.

  • Equality Act 2010: Ensures that the offer letter does not discriminate against individuals based on protected characteristics.

  • Data Protection Act 2018 (incorporating GDPR): Mandates the handling of personal data within the offer letter in compliance with data protection principles.

  • Acas Code of Practice on Recruitment and Selection: Provides guidance on fair and transparent recruitment processes, including the content of offer letters.

  • Best Practice: Clear Communication: Ensure that the offer letter clearly outlines terms and conditions of employment to avoid misunderstandings and disputes.

Offer of employment [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Offer of Employment

We are delighted to offer you the position of [Job Title] at [Company Name], subject to the terms and conditions outlined below. We were impressed by your skills, experience, and qualifications, and believe that you will make a valuable contribution to our team.

The key terms of your employment are as follows:

  1. Position: You will be employed as a [Job Title], reporting to [Supervisor Name and Title].

  2. Start Date: Your employment will commence on [Start Date].

  3. Salary: Your starting salary will be [Salary], payable monthly, and subject to tax and national insurance deductions.

  4. Probationary Period: You will be subject to a probationary period of [Probationary Period], during which time your performance will be monitored and assessed.

  5. Hours of Work: You will be required to work [Hours of Work] per week, with [Days of Work] being your regular working days.[ Your working hours may be subject to change from time to time, depending on the needs of the business.]

  6. Holidays: You will be entitled to [Holiday Entitlement] days' paid annual leave per year, in addition to [Bank Holidays] bank holidays.

  7. Benefits: You will receive [List of Benefits].

  8. Termination: Your employment can be terminated by either party on [Notice Period] weeks' notice.

  9. Employment Agreement: Your employment is subject to the terms and conditions outlined in the Employment Agreement, which will be issued to you on or before your first day of employment.

We are confident that you will be an excellent addition to our team and look forward to your contributions. If you accept this offer of employment, please sign and return one copy of this letter by [Acceptance Deadline].

Please do not hesitate to contact us if you have any questions regarding this offer of employment. We are excited to have you join our team and wish you every success in your new role at [Company Name].

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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offer of employment letter