Hiring the right talent is only part of the recruitment process—delivering a compelling and professional job offer email is just as important. A well-crafted job offer email not only communicates essential details but also reinforces your company’s professionalism and enthusiasm about welcoming a new hire.
Whether you’re an HR manager, recruiter, or small business owner, this guide will teach you how to write a job offer email that gets accepted.
Why the Job Offer Email Matters
The job offer email is often the first official communication after the interview process. It sets the tone for the employment relationship and can influence whether the candidate accepts or declines.
A great job offer email should:
- Confirm the job title and details
- Reflect your company’s brand and tone
- Be legally clear and professional
- Prompt a response or discussion
What to Include in a Job Offer Email
Here’s a breakdown of what a job offer email should contain:
- Subject Line
- Greeting and Congratulations
- Job Title and Role Summary
- Salary and Compensation Package
- Start Date
- Reporting Structure
- Working Hours and Location
- Employment Type (full-time, part-time, contract)
- Contingencies (e.g., background check, references)
- Deadline for Response
- Attachments (e.g., official offer letter, benefits guide)
- Contact for Questions
- Warm Closing and Signature
How to Write a Job Offer Email – Step-by-Step
Step 1: Use a Clear, Positive Subject Line
Examples:
- “Exciting Job Offer from [Company Name]”
- “Your Offer of Employment – [Job Title] at [Company Name]”
Step 2: Greet and Congratulate
Use a friendly and personal tone:
Dear [Candidate’s First Name],
Congratulations! We are thrilled to offer you the position of [Job Title] at [Company Name].
Step 3: Outline the Role and Compensation
This is a [full-time/part-time] role based in [Location], reporting to [Manager Name].
Your starting salary will be $[Amount] per [hour/month/year], along with [bonus, stock options, or commission if applicable].
Step 4: Include Key Details
Mention:
- Proposed start date
- Work schedule
- Benefits (health, retirement, paid time off, etc.)
- Employment terms
Step 5: Attach the Official Offer Letter
Please find your official offer letter attached. This document includes detailed information about your compensation and responsibilities.
Step 6: Set Expectations
Kindly review the attached offer and let us know your decision by [insert date].
Step 7: Provide Contact Information
If you have any questions, feel free to reach out to me directly at [Phone Number] or [Email].
Step 8: End on a Warm, Professional Note
We’re excited about the possibility of you joining our team and look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Info]
Job Offer Email Template (Editable)
Subject: Offer of Employment at [Company Name]
Dear [Candidate’s Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. After reviewing your qualifications and speaking with you during the interview process, we believe you’ll be a valuable asset to our team.
Position: [Job Title]
Start Date: [Proposed Start Date]
Location: [Work Location / Remote]
Reporting to: [Manager’s Name]
Compensation: $[Amount] per [hour/month/year], plus [bonuses/stock/benefits]
This role is classified as [full-time/part-time/contract] and includes [mention key benefits such as health insurance, PTO, 401(k), etc.].
Please review the attached offer letter for full details. To accept the offer, sign and return the letter by [Deadline Date].
If you have any questions, don’t hesitate to reach out to me at [Phone] or [Email].
We look forward to welcoming you aboard!
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
[Phone / Email]
Common Job Offer Email Mistakes to Avoid
- Using vague or unclear subject lines
- Leaving out critical details (salary, start date)
- Sounding robotic or impersonal
- Forgetting attachments
- Not giving a response deadline
Best Practices for Writing a Job Offer Email
- Keep it concise: Be professional but avoid unnecessary jargon.
- Use your brand’s tone: Whether formal or friendly, keep it consistent.
- Proofread: Typos in an offer email can reduce credibility.
- Follow up: If there’s no response within the given timeframe, send a polite reminder.
Conclusion
Writing a job offer email is more than just delivering employment details—it’s about creating a positive first impression that reinforces your company’s values and makes top talent excited to join your team.
By following this step-by-step guide and using the provided template, you can ensure your job offer emails are clear, professional, and conversion-friendly—turning top candidates into successful hires.
FAQs
1. Should a job offer email include the salary?
Yes, it’s best practice to include salary and benefits in the email to avoid confusion.
2. How soon should I send a job offer email after interviews?
Ideally, within 24–72 hours of the final interview, while the candidate’s interest is still high.
3. Can I make a verbal offer before the email?
Yes, many companies make verbal offers first, followed by a written confirmation email.
4. Should I attach the full offer letter?
Absolutely. The email gives a summary, but the official offer letter should be attached for signature.
5. What if the candidate wants to negotiate the offer?
Be open. Your email should invite questions and clearly state that negotiation is welcome if policy allows.
Also read: Tesco Flowers Valentines Day: 10 Stunning Picks to Brighten Your Loved One’s Day
