What to Write in a Job Offer letter?

Author : Steven De Nazareth

Updated : June 12th, 2019

job offer letter

When the interviews are done and the candidate is selected, you need to write out a job letter. But, what do you include in a job offer letter? In a job offer letter, you have to write a formal written document which is an agreement between the hiring manager and the candidate. Before you go ahead with preparing a job offer letter, you should ensure that you inform the candidate that they have received the position. Based on the company policy, the job offers would be made via email or in writing.

Written and Email Job Offers

Let’s distinguish between Written Job Offers and Email Job Offers and how you should work out the Job offer letter:

Written Job Offers

Whether the job offers are made phone or email, it has to be followed up by a formal job offer letter. This contains the details of the offer of employment which include the description of the job, benefits, salary, paid time-off, reporting structure and work schedule. Here, the job offer should be conditional and this means that it depends on additional step like a background check and a pre-employment drug test.

Those candidates that choose to accept the job offer should return the letter signed as a formal acceptance of the position offered. In case the offer isn’t as expected by the candidate, there is a chance that they might provide a counter offer or decline the offer altogether.

Structure of the Job Offer Letter

The following is the structure of the job offer letter:

structure of the job offer

Usually, a job offer letter would be sent by email or delivered in-person after the completion of the final interview. These job offers can also be extended over the phone but it’s important that the candidate receives the job offer an the terms of employment in writing.

Email Offer Letter

When writing an email offer letter, you need to ensure that it contains the right subject line, a few lines about the job and the email attachment of the offer letter. When it comes to the subject line, it should be under 50 characters and state what you are offering to the candidate and name of the company. Example: Your Offer from (Company Name).

Attach the important document to help the candidate decide if they should accept or decline the offer. The main advantage of sending an email offer letter is that you can attach several additional supplementary documents to help a candidate make their decision. You can add things like company policies, information on benefits and other supporting information. Also, you should avoid overwhelming candidates with documents and provide the right amount of documentation to help them determine whether they make a good fit for the company.

Offer Letter as an Email Attachment

Ensure that you send a PDF of the employment offer letter and write a brief message as the email body. You should add a celebratory tone to explain to the candidate that they can find the offer letter attached. The email attachment should be as follows:

Offer Letter as an Email Attachment

Share a Job Offer Letter in the Email Body  

You can choose to send the job offer in the body of the email. Instead of sending it as an attachment, you can simply copy and paste your full offer letter into the email. After which you can copy and paste the entire offer letter into the email. Here, the candidate will see the entire offer letter and would not have to download the attachment. It should include the job details, compensation, benefits, at-will employment, deadlines for accepting or declining the offer and your contact details.

Important Elements of a Job Offer Letter
important elements of job offer letter

Dates and Times

It’s important to ensure that you pay close attention to your start date. This would come across as a big no if this is not mentioned and the candidate does not show up at the right time and date. Also, things like important dates like setting up medical insurance, time off should specify so that you ensure that these formalities are met at the right time and date. Also, you need to specify the appointment, vacation, and retirement in your offer letter.

Job Description

Here, you ensure that the candidate knows about what they are responsible for and the deliverables at the time that they are signing the job offer letter. If they do not agree with the position then its probably because the responsibilities have been misinterpreted. This is why it’s critical that you record these in case the candidate’s job evolves in the future.


Though you might have discussed salary via email or on the phone, you need to ensure that it’s on paper too. Things like whether your compensation package meets your candidates’ expectations. Also, if your candidates’ salary is a bi-weekly paycheck and then you should calculate if it matches the yearly negotiated salary.


When it comes to salary, another figure that comes to mind is the bonus system. This needs to be described well and ensure that it meets your salary and the guaranteed bonuses. Also, you need to review the type of language used to describe bonuses before its sent out to ensure that candidates do not feel cheated.


Another key factor that needs to be reviewed and discussed is the benefits that candidates can avail. This includes things like parental leave, free lunches, pet insurance and several other company perks.

Non-Disclosure Agreements

One of the most important items that a candidate would sign is the non-disclosure and confidentiality agreements. This is usually the standard practice in offer letters. Usually, this should be kept as sensitive information otherwise this would lead to firing and lawsuits. This could include product design, communications, financial reports and product design. In this way, the candidate will learn his boundaries and know how to keep his work private and ensuring that work is kept on the down-low.

Non-Compete Clause

The most overlooked yet critical components of an offer letter are the Non-Compete Clause. This contract is between two parties where parties agree not to compete with one another for a given period of time.

Non-Solicit Agreements

A non-solicit agreement is a contract in which an employee agrees not to solicit their employer’s customers for a certain period after leaving the company. This comes into force with those that are tempted to quit their job and start their own business using the customers that they have built.

At-Will Employment

An At-Will Employment suggests that an employee can be dismissed by their employer at any time and for reason at all. Though this may sound alarming, this does not mean that the company is known for firing people, this is the law of the land in the United States of America.

Arbitration Clauses

The last provision is the arbitration clauses which states that if there are any disputes between an employee and an employer then it should be settled by a neutral third party.

Almost There? File For Unemployment


If you feel that you are between jobs then you should apply for unemployment benefits based on your state. Here you can select your state and learn about how you can claim for benefits. There is a host of resources which helps you with the application, office location, phone numbers, and job training. Among other resources, you can opt for them to use your state unemployment calculator and here you can figure out the eligibility benefits that you can receive based on the number of weeks that you would receive benefits. In the best case scenario, you would be able to start a job and employee several individuals that are like minded in ensuring that they meet your needs. You should look forward to receiving a steady pay.

What’s the worst that could happen? You could still receive your unemployment benefits and your severance pay. Also, you can connect with the state through the state pages and browse through the many articles that will help you get another job.

Do you still have questions? Connect with the Community Forums to get the quick and accurate answers to all your questions. They are sure to help you on your way and get all your queries answered.

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  1. I applied for unemployment on 8-1 and was approved. I received my letter of eligibility and debit card about a week ago. I did not file my intitial bi weekly claim because I missed the deadline by 1 day (didn’t realize they would be closed on Saturday). When I logged on it said I would have to reopen a claim because mine had been closed. I filled out the online form to deactivate the claim. My question is this: will I have another waiting week? And will unemployment have to contact my employer all over again to verify my wages and go through the entire process all over again or will they just reopen the claim with a new date window to file?

  2. Lost my job in 10/2018 due to plant closure, collected vacation and severance pay. Opened a claim in 1/2019. Got an on the job training job through career link in 5/2019 worked one week and became very sick and was off for two weeks VA could not find anything wrong but gave me medication for the symptoms and an excuse to return to work, prior to returning got a call from my recruiter at career link telling me the position was filled so i did not return. Reopened my claim, a few weeks later got a letter informing me the employer had appealed and said i did not return, had a hearing and the employer did not show but i lost and got a 2500.00 over payment. Got a temp job through an agency but have only worked 4 days in two weeks. Reopened my claim and was told i need to earn 2604.00 from current employer before it can be opened, did i do something wrong? Still applying for work but am days away from losing everything, need income to pay bills. PLEASE HELP

    1. Rodney,

      Your eligibility to claim UI benefits depends on multiple factors including monetary eligibility. If you’ve been officially told about the shortage of earnings, there’s nothing much one can do. If you’re still confident of winning the appeal, please make a strong case.

      1. I live in KY but my base wages were from earnings in GA when I lived there. I’ve exhausted my benefits in KY. Am I able to now file through GA since my earnings through 10/18 came from there?

        1. Dee,

          As much as I am aware, Unemployment Insurance is a one time cycle. Please call the Unemployment Office in GA for more.

  3. The hours at work have been cut due to lack of business for every department.
    So all full-time positions are now part-time.
    How do I file for partial unemployment?
    The only options I see (in Texas) are for full unemployment.

    1. Eric,

      You should be able to claim partial UI benefits. Please consider applying online until full hours are restored.

    1. William,

      If everything goes well, it should not take more than 7-10 business days (waiting week). Please call the Claims Center for more.

  4. I was employed by a VA company for 5 years, my contract ended yesterday (07/31/19), however, I worked remotely for those 5 years and live in FL, which state do I apply to for my unemployment benefits?

    1. Oscar,

      Please check with your employer if they remitted UI taxes into the system. Contract workers are generally not eligible.

        1. Oscar,

          In that case, please go ahead and apply if your employer remitted UI taxes into the system.

    2. You apply in Virginia…however, I worked seasonally and they used a ‘quarter’ that was empty, so even though my employer paid in, I only got a 1/3 of what I should have received. Figured that out later :/ They will also question WHY you aren’t able and available to work IN Virginia. They froze my account for about a month.

  5. I worked 37 years with the same company in Texas. On July 2nd of 2018, I was let go due to workforce reduction. I signed up for benefits several months later and now have drawn my 26 weeks of benefit. Is there any program currently open in Texas or federally that will extend additional money while job seeking?

    1. Lonnie,

      The E.U.C(Emergency Unemployment Compensation) remains expired. There is no extension available. Please inquire further with the labor authorities in your state by calling them.

  6. I have been an employee of my company for 34 yrs. My position is being eliminated but I have been offered another position for less money. It is a much more physical job that I am not sure I can perform well. I am 75. If I try to fulfill the position and cannot do it, will I still be able to get benefits if I quit? They want me to try it for a couple of weeks to see if I am strong enough and if I can afford the cut in pay.

    1. Lynda,

      I suggest you call the Unemployment Office to find out about eligibility before making a decision on continuation.

      1. I recently lost my job..i was late for work and they took me off the schedule..never told me i was fired..didnt ask for uniforms back. Another cook was andd has been late for work and he didnt get taken off the schedule.can i still get unemployment?

        1. Kandie,

          Please note UI benefits are only offered to claimants who lose employment due to no fault of their own. You can call the Unemployment Office for clarification.

  7. Are there any training benefits or programs that will pay for an advanced degree, such as a PhD which is needed to become more employable?

    1. There are multiple training programs administered by the Labor Department in each state. For more info, please call visit the official website of the Unemployment Office.

  8. I’m about to exhaust my Unemployment benefits. I was laid off from my first job and
    found employment then I lost my job and became unemployed again. I applied for benefits and have have almost exhausted my benefits but have not found employment. Can I file for an extension?

    1. Deanna,

      The E.U.C(Emergency Unemployment Compensation) remains expired. There is no extension available. Please inquire further with the labor authorities in your state by calling them.

  9. After reading your article it’s still not clear to me about requirements surrounding moving to another state and completing/continuing to collect. I have 8 weeks eligibility left, I am moving from MA to FL. The end of your article says: “Since it’s all virtual (online), you may still consider the option of continuing your claims from the base state even if you move to a different one until completion. As a responsible claimant, it’s your duty to inform the base state about your movement to ensure there are no hassles in the near future.”

    So it sounds like even once I am in new state I am eligible to continue to collect from my base state. I can just continue to do my required weekly job search and reporting to and filing in my base state (I do it via phone call-in). No need to complicate things by doing some crazy state transfer of benefits. Benefits also done via direct bank deposit and no need to change anything. Do I even need to tell my base state I am now living in a new state? Why? Thank you.

    1. Paul,

      For the ease of understanding, each state has its specific rules and laws with regard to administering Unemployment Benefits. It might be an obligation for a claimant to inform about the movement. For clarification, please call the Unemployment Office and speak to a representative.

  10. I was recently fired from my work 25-June-2019/due to me not meeting their “standards/ expectations” i submitted my UE claim on 28-June and have not received any pay as of today, 19-July. The status is currently “adjudication in progress,” my question is, should i be worried this will be denied? I read the FAQ on the UE webpage and it said only a couple applications require the adjudication process. How long does this process usually take to get the final answer of whether I’m denied or approved? The website stated it susuallt takes ~25 days for the adjudication process, does this mean once that’s done then i still have to wait another 2-6 weeks for final processing after? THANK YOU SOO MUCH to whomever is able to provide me with some answers/ input.

    ** this is my first time ever being fired or having to file for unemployment so i really have nooooo idea what is standard or normal or whatever. I feel like an idiot with my simple questions but it would bring me so much relief having them answered, truly

    1. Talia,

      I can understand your reason for the anxiety. Adjudication is a fact-finding process where both the claimant and the employer will get an opportunity to present their case. During this process, make sure to produce supporting documents that amplify your stance. For all you know, the adjudication can be a lengthy process.

      Best Wishes!

  11. I was permanently severanced from my job due to a Co. Reorg & received my last severance pay last week. I called UE & was told that I should now do my application online since I will no longer be getting funds & still without a job & that this coming Sunday regardless of knowing if I will or will not get benefits yet that I should still file a weekly claim in case of UE back pay.
    So my question is, do I still have to report 4 jobs applied to within this week, even if I do not know if I will be approved/denied for benefits until possibly next week anyway?

    1. Lynda,

      You should continue to report the job applications as long as you’ve been asked to do so. There will be a “Waiting Period” and the first payment will take about 7-10 days after which they’ll flow much quicker. Please call the Claims Center for clarification.

  12. I tried to transfer from one state to another. When I left Montana I was told there would be no problem transferring. When I arrived in North Carolina I had trouble reaching the area manager by phone. When he finally called me back he said to meet him for lunch to discuss when and where I would be working. He did not show up for lunch. Then he never returned any of my calls. I went PA to visit a friend a few weeks later and tried there. I met with the hiring manager and was told there should not be a problem doing the transfer since I was still in the system. I called the store a few times and they said it was still pending. Then I was terminated without even a phone call. Am I eligible for unemployment and if so do I file in Montana or North Carolina. I still have a Montana drivers license but I am living in NC.

    1. Stacey,

      As long as you were unemployed involuntarily, you should be able to claim UI benefits. Please consider applying.

  13. I have worked for 32+ years and recently have become unable to work due to health reasons, so I have had to resign from my job. I have contacted SS and will be able to apply for disability but it will take awhile to process. Can I apply for unemployment benefits? I live in WV.

    1. Sandra,

      UI benefits are only extended to claimants who lose their employment due to involuntary reasons. Please reach out to the Unemployment Office for more.

  14. I had to quit my job at Walmart in Fairmont West Virginia and moved back to my home state ky, I’ve got a son with drug problems and 3 older sisters that are not doing so well in health cause of their age. I didn’t understand about the transfer part they had at Walmart that I could put a date when I could start back because of my car problems I thought when I left I had to go in like in s few days, I’ve applied here at Walmart in Winchester ky 40391 two times already plus dollar store, speedway, truck stop, bp, a few other places it’s been going on 7 months without a job I live with my son and its getting harder on him paying rent and utilities and food, not to mention our personal hygiene stuff I really need help I have no income coming in to help him and his wife out I get foodstamps and Medicaid I was praying I could qualify for unemployment PLEASE HELP!!!

    1. Vicky,

      I can understand your situation. Unfortunately, UI benefits are only extended to claimants who lose employment due to involuntary reasons. Please call the Unemployment Office for further clarification.

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