- A job supply letter is a written communication despatched to a potential worker who has been chosen for a particular place.
- A job supply letter ought to present the candidate with info on wage, job standing, job duties, contingencies, supervision and beginning date. It must be written in a skilled but pleasant tone.
- A job supply letter turns into legally binding as soon as the employer and worker have each signed it, so it must be fastidiously worded and as correct as doable to keep away from misunderstandings and authorized points.
- This article is for enterprise homeowners and human sources professionals who’re hiring and wish to know one of the best practices for writing a job supply letter.
After interviewing candidates for an open place at your organization, you have lastly discovered a prospect who’s the precise match for the job. Now it is time to prolong a job supply. You could also be tempted to make a suggestion in individual on the finish of the ultimate interview or by phone. While that is wonderful, it is important to observe up with a written job supply letter.
What is a job supply letter, and why ought to I ship one?
A job supply letter is an official supply of employment – an invite for somebody to work on your firm. It lays out essential info reminiscent of what the possible worker’s title, wage and out there advantages might be in the event that they take the place.
Sending a job supply letter to a potential worker is effective as a result of seeing the small print in writing could assist the candidate weigh their choices and resolve whether or not to settle for. The quicker you get a resolution, the earlier you can begin the onboarding course of or transfer on to the subsequent candidate (if the person declines your supply).
A job supply letter additionally makes positive your organization and the possible new rent are on the identical web page concerning the job’s particulars. Less confusion means much less back-and-forth between you and the candidate whereas the supply is on the desk and fewer issues in the longer term.
Should a job supply letter be an e-mail or a conventional letter?
You can convert a paper job supply letter to an digital (PDF) file and e-mail it to the candidate as an attachment. However, many human sources professionals and enterprise homeowners consider it is higher to print out a paper copy of the letter and ship it to the possible worker through in a single day supply service, reminiscent of USPS Express Mail, FedEx or UPS.
A standard printed letter appears extra skilled. Some candidates could reply to such a letter quicker than they’d an emailed one they have to signal and return, particularly if they can not open and print out PDF paperwork.
Whichever of those codecs you select, use your organization’s letterhead. It will look extra official than an e-mail, so the recipient will take it extra critically.
Key takeaway: A job supply letter formally extends the supply of a job to a candidate and accommodates essential particulars like wage and title. A written job supply provides the candidate the knowledge they want to settle for or decline the job and might stop misunderstandings between the employer and potential worker.
How to write a job supply letter
The introduction to a job supply letter is your probability to state the apparent – that you’re providing the candidate a job. It additionally provides you the prospect to tackle the recipient in a private but skilled manner that makes the supply and the thought of working on your firm sound interesting.
Begin by noting that you simply’re “pleased to” – slightly than that you simply’d “love to” or “like to” – inform the candidate that they have been chosen for the place of (job title) at (what you are promoting’s identify). It must be pleasant sufficient to present your enthusiasm about hiring the individual, but skilled sufficient that the recipient is aware of it is genuine, mentioned Jay Scott, director of HR at Pugsquest.
Make the recipient really feel welcome and valued by together with a sentence or two about why you selected them. You could even need to observe what number of different candidates have been vying for the job. Joy Poli, president and CEO of Strategic Talent Resources, suggests this: “We are impressed with your skills and accomplishments and feel your background and experience in ______ are a good match for our present needs.”
Matthew Dailly, managing director at Tiger Financial, makes use of a related message – with a twist. “I like to add things like, ‘Your relevant skills would suit this position in particular because …’ or something like, ‘It was your enthusiasm that made this decision much easier.'”
What to embrace in the physique of a job supply letter
While the order of these things could fluctuate, all job supply letters ought to embrace the next info:
Include a sentence or two concerning the place’s job duties, tasks, and work hours, and whether or not it requires journey. Indicate whether or not the place is full time or half time and exempt or nonexempt from extra time in retaining with the Fair Labor Standards Act. List the identify of the place’s instant supervisor.
Unless your organization is headquartered in Montana, state clearly that your supply is for at-will employment. Briefly clarify what this implies – that the worker might be terminated at any time and for any authorized motive or no motive in any respect, with or with out discover, and that they’ll give up the place every time they want, with neither a proof nor advance discover.
Salary and commissions
When detailing the wage supply, it is best to clarify the pay cycle, mentioned Michael Timmes, HR marketing consultant at Insperity. “For instance, if the employee will be paid bimonthly, the salary should be presented as such.”
If the worker may also earn commissions, clarify the fee construction and what situations should be met for them to accumulate fee funds.
Benefits package deal
Provide an summary of the advantages the worker could have entry to, reminiscent of a 401(ok) retirement plan, paid break day, and medical, dental, imaginative and prescient and life insurance coverage. Briefly clarify when insurance coverage protection begins (for instance, after three months) and the way trip time accrues.
Contingencies and situations
Clarify any situations that apply to the supply of employment, such because the candidate passing a background verify or drug screening, signing a confidentiality or noncompete settlement, or having a sure certification to carry out the job.
Note additionally that employment is contingent on the candidate’s skill to present I-9 documentation of authorization to work in the U.S., as required below the Immigration Reform and Control Act of 1986.
Listing contingencies and situations in a couple of sentences can shield what you are promoting you probably have to rescind the supply down the street, Timmes mentioned.
Statement that the letter takes priority
Include a assertion clarifying that the contents of the job supply letter supersede any oral discussions about all issues addressed in it. This protects what you are promoting from later claims by the worker that they have been promised one thing throughout an interview that wasn’t delivered.
Tell the prospect whom to name if they’ve questions concerning the supply or need to focus on it. By welcoming questions from the applicant, you encourage an open dialogue and restrict misunderstandings that might lead an in any other case and certified candidate to decline the job supply.
Instructions for accepting the supply
Request that the candidate signal and return the letter to signify their acceptance of the place. Specify a deadline for the acceptance. It’s good kind to set the deadline as one week from the date the letter was obtained.
“This gives enough time for the person to really think about the offer and make a thoughtful decision,” mentioned Jacob Martinez, founding father of SwiftClean.
Key takeaway: Open your job supply letter by saying you are happy to inform the candidate that they’ve been chosen for the open place. Use the physique of the letter to focus on the job tasks, begin date, advantages and contingencies. Explain how to settle for the job supply and whom the candidate ought to contact to focus on the supply.
What not to embrace in a job supply letter
Do not embrace this stuff in a job supply letter:
- Implications about termination: Don’t write that termination will occur just for trigger or with prior discover. This is a battle with the at-will nature of employment.
- Promises of promotions, pay raises or bonuses: Don’t make any guarantees in the job supply letter that are not set in stone, mentioned Jon Hill, chairman and CEO of The Energists. “If the (prospective) employee accepts the job under false pretenses, they have legal grounds to seek what they were promised or else look for employment elsewhere.”
- Statements that allude to job permanency or length: For instance, do not say, “We’re confident you’ll be with our company for a long time.” All statements like this “can, and have been, construed to create a contract,” main to costly authorized battles for firms, mentioned Michael Trust, HR chief and licensed mediator at Michael Trust Consulting.
Key takeaway: No job supply letter ought to embrace guarantees or statements about termination or the length of the job.
Examples and samples of job supply letters
Here is an instance of a job supply letter from iHire:
These are another on-line sources that present pattern job supply letters: