Job Offer Letter: What is it & How to Write it? (Template Included)

After evaluating dozens of resumes and holding various rounds of long interviews, you’ve finally hired the perfect candidate! But, how will you seal the deal and secure the best applicant as an employee for your company? Maybe with the help of a Job Offer Letter!?

An offer letter is a final piece of the recruitment puzzle with all the necessary information before an applicant decides whether or not they want to join and work for your company.

According to a study, 64% of applicants reject the job offer if they can’t find information about the company.

This is why providing an offer letter or email is a great way to explain the specifics of the job and provide relevant information about the company. Not just information, an offer letter legally protect both- Company and the applicant!

Hence, we are here to help you create an informative offer letter document that distinctly outlines everything being offered to your ideal candidate and give him/her the assurance to accept the job offer.

Before we begin, let us quickly explore what an Offer Letter actually is, what are some benefits of creating one, and what to include in such documents.

PS: There is a customizable job offer letter template at the bottom to help you get started quickly.

Let’s dig in!

What is an Offer Letter?

An offer letter is created by a company and sent to a potential employee letting them know that they have been offered a position. The potential employee can make a formal decision one way or the other.

Why Offer Letters are Important?

Job offer letters are a significant part of the hiring process. It works as an official document offered to the new hire in regard to making a decision as to whether or not to take the position.

Offer letters render information regarding the hiring package, compensation, and the role. It helps the applicants decide if the job is right for them.

An offer letter serves as the legal foundation for the company and position, making it the grounds for any negotiation. By mentioning clear expectations for the applicants while explaining the benefits, it gives you and the applicant legal protection. This document allows you to terminate the job applicant as per the requirements or let them quit whenever they want.

What You Should Include in Your Offer Letter?

A typical offer letter document should involve the following details:

Company Logo

Company Name

Company Address and contact information

Date

Candidate First and Last Name

Candidate Address

‍Salutation

Include the following:

Mention the job position
Start Date
Manager
Workplace location
Job Responsibilities
Compensation
Benefits Package

Hiring Manager Signature

New Employee Signature for Accepting Offer

Tips to Create an Effective Offer Letter Quickly

Once you know what elements to include, make note of these simple guidelines you should follow before you start creating an offer letter!

Decide if you need to send a softcopy via email or a hardcopy letter: The simplest way to determine the format is to ask the applicant what would they prefer.
Use a joyful tone: Having a happy and positive tone at the beginning of a letter and letting the applicant know that you’re excited to work with them helps them make a better decision.
Make “sending out letters” a fast process: If you decide to write a physical letter, then make sure you send it out quickly, soon after the onboarding phone call because, it’s likely that the new hire applied in other companies as well and may accept an offer that comes up first!
Legal Review: Before you send that email or letter, have your lawyer look it over to ensure it’s worded correctly.

Here’s the Smartest Way to Create a Job offer letter

For creating an offer letter document, you need a proficient tool that can help you create, share, and collaborate with departments and get the hiring process done efficiently. This is why we would like to introduce you to Bit, the smartest document collaboration tool to create various workplace documents.

Bit.ai: Document collaboration tool

Bit.ai is a new-age document management and collaboration tool that helps teams to collaborate, share, track and manage all company knowledge in one place. It’s the perfect tool to create, store and share a job offer letter. Apart from letters, employers can create everyday documents like employment contracts, employee onboarding docs, fact sheets, sales decks, employee handbook, and many more.

Bit has an amazing UI that’s easy to understand by a new user, making onboarding easier. The user experience is phenomenal too as things flow from documents to workspaces swiftly.

Bit helps you create documents of the future that are dynamic and much more than plain-boring text. Thus, apart from allowing multiple users to collaborate on documents, Bit also allows users to share any sort of rich media like YouTube videos, SoundCloud Playlists, Google Docs, One Drive Excel Spreadsheets, GIFs, Tweets, etc. Basically, anything on the internet with a link (i.e. https://…) can be shared and Bit will automatically turn it into visual content.

Why create an Offer Letter document with Bit?

Still not sure how Bit can help you create an impressive offer letter to equip employees with all the necessary information about their jobs? Let’s see some more of Bit’s awesome capabilities!:

Collaborate in real-time

Multiple people can simultaneously collaborate on a Bit smart document in real-time. Suggest edits, work collectively and ask questions with real-time mentions, and comments.

Interlink offer letter documents

Now, you can interlink your offer letter form with other important assets that are supposed to be posted like pay receipts, employment contracts and more, within the platform.

Distraction-free and quick documentation

The best part is Bit’s support for Markdown which allows developers to quickly create and format text without any distractions. Once you are done creating your letter, you can easily export it as PDFs, Word files, Markdown and much more.

Markdown is supported by GitHub and other software development tools, making it easy to share the work you do inside of Bit with other platforms.

Track engagement on shared offer letter documents with HR, partners, etc.

Imagine if you were able to track the time spent by others on your job offer letter, how frequently they were viewed, and if they were viewed at all. Well, Bit allows you to track your documents and gain amazing insights, helping you create an even better version of your documents.

Automated table of contents

Bit also has an automated table of contents based on the headers you add to your document. This makes sure you can scroll to different sections of your offer letter quickly as an employer, employee and for your HR viewing the final published document!

Keep documents safe and secure

Bit allows users to manage permissions and information access that suits your organizational needs. It supports features like document tracking, password protection, file access restrictions, etc. that help keep your important company information safe. This is a must-have feature for all recruitment documents!

Multiple ways to share

Bit documents can be shared in a live state meaning that all changes that you make to the document will update in real-time. If you are sharing your documents with clients, they will always get your most up-to-date changes.

You can even embed Bit documents on any website or blog. Since Bit documents render and are responsive, any changes made to these documents will reflect live on the site! Moreover, features like document tracking, password protection, file access restrictions, etc. help keep your HR documents and other workplace documents safe.

Now, that you have learned everything about an offer letter and how to create one, feel free to check out Bit’s amazing Offer Letter template to make that recruiting a success!

Offer Letter Template by Bit

To make the process of crafting an Offer Letter easier and fun, we have created a ready-made template for you! Check it out below:

How to use Offer Letter Template with Bit

The process of creating an offer letter document on Bit is insanely easy! Just follow these four simple steps to create an offer letter document quickly:

Step 1: Create a Bit Account

Go the home page of Bit.ai and click on Get Started for Free or Sign Up to get started. Enter your email address to sign up. Once in, you can create your personal profile.

Step 2: Create a Workspace

Workspaces are where the work gets done. Click on the ‘Create Workspace’ button on the right. A popup will show up prompting you to add a name for your new workspace.

You can create a workspace around a team, department, large project, client, partner, etc. Inside each workspace, you can create an unlimited amount of Bit documents and access your content library (storage area for all of your digital assets – web links, files, cloud files, rich embeds, etc.).

Step 3: Add Team Members

Bit allows your team members to collaborate in real-time and get work done. Collaboration starts at the workspace level.

You create private workspaces by default. However, you can invite others to join you inside of a workspace and collaborate together with the knowledge, projects, documents and content inside of the workspace.

Step 4: Create Your Desired Document

Once you are in the workspace, click on the ‘Create New’ button. Select ‘From Template’ in the dropdown. A pop up will display allowing you to select a template from the gallery.

In the search box on the top left corner, you can search for “offer letter template”. Once your desired template pops up, click on it and click on the “Use Template” button on the bottom right corner.

That’s it! Your offer letter document is ready for use!

Our team at bit.ai has created a few more awesome templates to make your hr process more efficient. Make sure to check them out before you go, your hr team might need them!

🎥Watch this video to learn more👇

Finally…

An offer letter is meant to serve as evidence of negotiations. Post sending an offer letter, the candidate can accept the employment offer simply by notifying the employer through any mode of contact. It also denotes that parties should execute a separate employment contract prior to the start of employment.

If you need any help with our template or want to know how Bit can help out your business, let us know in the comment section below or tweet us @bit_docs. Cheers!