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Offer Letter

Offer Letter

Dear [Insert new employee's first name]:

I am pleased to offer you the position of [Insert new employee's title] with my Business.

This offer is contingent upon my receipt and verification of the following documents:

[Insert list of documents the employer will need]

If you choose to accept this offer, you will start on [Insert date] or another mutually agreed-upon date. 

You will be subject to the following probationary period at the start of your employment: [Insert Date]. The probationary period will be considered as a mutual probationary period. During the probationary period, the Employer may terminate the employment at [Insert Days] notice. You may terminate the employment relationship at [Insert Days] notice. 

The following are the details of your new employment:

Position:

  1. Job title - Your title will be [Insert Job title], and you will report to the Company’s [Manager’s job title].
  1. Working schedule -This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. Your regular weekly schedule will be [e.g. Monday to Friday 09:00-17:00].
  1. Employment Relationship - Employment with the Company is not time-based for a  fixed period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you.)

‍Cash Compensation:

  1. Salary -  The Company will pay you a starting salary at the rate of [$Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first paycheck on [Insert date]. This salary will be subject to adjustment pursuant to the Company’s employee compensation policies.
  1. Tax withholding - All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.
  1. Tax advice - You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

Bonus (or commission) potential:

In addition, you will be eligible to be considered for an incentive bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on objective or subjective criteria established by the Company’s Chief Executive Officer and approved by the Company’s Board of Directors. Your target bonus will be equal to [percent]% of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

Employee benefits:

As a regular Employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits. The Company offers a comprehensive employee benefits program, including:

  1. Vacation policy - You will be eligible for [number] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.
  2. Private health and dental insurance plan - As all Company employees, you will be eligible for the private health and dental insurance plan we provide. Specific terms and conditions may change upon the vendor's decision.

Privacy and Confidentiality Agreements:

  1. Privacy Agreement - You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.
  1. Conflict of Interest policy - While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company. By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Termination Conditions:

The Company reserves the right to terminate employment of any Employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

Interpretation, Amendment and Enforcement:

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company.

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [CompanyName] will provide you with the necessary paperwork and instructions.

What is an Offer Letter?

An Offer Letter is the formal offering of a job to your selected candidate. It usually stands separate from other documents used when appointing a new employee. Still, it could potentially be sent in conjunction with others, depending on the structure of your recruitment process.
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What should be included in an Offer Letter?

While an Offer Letter does not constitute a full agreement, like an Employment Contract, an accepted job offer is legally binding. With this in mind, your Offer Letter should include many details that will eventually make their way into your new hire’s contract. If you use Contractbook’s templates, you can even import the same data from your Offer Letters into your Employment Contracts with the minimum of fuss!

Ensure your Offer Letters include:

  • Employee’s details. What is their job title and proposed start date? You may also include something relating to their probationary period, if applicable, and the date this ends.
  • Required documents and terms. List any conditions related to the job offer, such as “receipt of satisfactory references” or any documentation you need the candidate to provide.
  • Working schedule. Detail the hours of work and whether there will be a specific schedule.
  • Salary. Detail the new employee's salary, payroll pattern, and when they will first be paid in relation to their start date.
  • Bonus details. If your business offers a bonus or another incentive scheme, detail how this can be achieved and any specific conditions around the payment.
  • Employee benefits. Confirm any details of any additional benefits the employee will gain with their new role. For example, holiday/vacation entitlement will be standard, but you may offer various benefits as part of your more comprehensive employment package, such as private healthcare or a company car. You should outline these in detail, including when they will commence.
  • Confidentiality agreements. You can include confidentiality clauses in your Offer Letter. However, you should ideally get the new employee to sign a Non-Disclosure Agreement upon commencing employment.
  • Expiry details and next steps. Outline the date by which you would like to receive a response to the Offer Letter. This should be a formality anyway if the candidate has already verbally accepted the job offer. Finally, detail any next steps, such as documentation you will send upon receipt of an accepted offer or dates when they need to attend for training, for example.
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When should I use an Offer Letter?

Ideally, you should send an Offer Letter after speaking to the successful candidate and verbally offering them the position. If your recruitment process is robust, you will already have provided the candidate with everything they need to know about your company and know what their expectations are around salary and other benefits.

However, depending on the nature and seniority of the role, your Offer Letter might act as a starting point for negotiations around their employment package. If this rings true for your company, you should send your Offer Letter at the earliest opportunity so you can iron out any issues and confirm the appointment.

If you have already agreed on all the terms of employment, then you might send your Offer Letter with accompanying documents like their Employment Contract.
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Why use an Offer Letter?

In most jurisdictions, there is no legal requirement to send an Offer Letter. However, doing so is good practice. It can set the ball rolling in bringing the candidate into your business and give them the confidence to trigger their notice period with their current employer.

From your perspective, receiving a signed Offer Letter means you can close your recruitment process and start other processes relating to the appointment, such as acquiring references.

While a signed Offer Letter is usually not a legally binding agreement for employment on either side, it is a gesture of good faith and confidence that you will proceed with the appointment.
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Where and how to use an Offer Letter

Get into the habit of using Offer Letters as part of your recruitment process. Doing so will continue to build rapport and goodwill with the successful candidate and give them further confidence in the decision they have made to join your company.

Use Contractbook’s Offer Letter template to ensure your Offer Letters include all the necessary details a candidate would expect and need to receive. Remember to include any essential accompanying documents like their Employment Contract, if applicable.
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The Contents of an Offer Letter

Offer letters can vary depending on the nature of the job or industry and the purpose in which it is written. However, there are basic components that you should include in your letter, no matter what type it is or for what purpose it is for. The following are the basic contents of an offer letter:

  1. Job description. The first part of the letter should describe the job being offered. A title is not sufficient enough especially if you have a unique one or the job requires additional tasks. It is always best to indicate all the types of activities required from the position as well as its limits. 
  2. Salary and compensation. There is no offer letter that does not state the amount of compensation for the job as it is the main purpose of a job offer. The letter should also include the frequency of and method of payment to be used, such as by check or direct deposit. If your company offers bonuses or stock options, it should also be stated clearly and in full in the offer letter. 
  3. Benefits. In addition to the salary and compensation, benefits provided and covered by the company such as dental, health, and/or other types of insurance should also be stated in the offer letter. Although these benefits and other information will still be discussed in further detail later on, it will help entice the potential Employee to accept the offer. 
  4. Dates and times. It is necessary for an offer letter to require a response. In case you want the letter signed off and returned immediately, you should state it in your letter. It should also state the start date of employment, the time duration of the daily operation, the length of the probationary period, and expectations concerning hours of work per week explicitly. 
  5. Other relevant documents. Some companies require new employees to sign other documents, such as non-disclosure agreements or non-compete agreements. These documents are usually part of the contract, which is signed after the job is accepted, but you can attach them to the offer.

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