Offer letter is the very first formal document from the company to the candidate who has been selected for a certain profile. It is suppose to contain basic information like the profile for which the candidate has been recruited, his salary, general terms and conditions, payment details, working timings etc. When the candidate receives the offer letter, he is free to accept it or reject it.
If you are HR manager of your company then the onus of writing formal offer letter to campus recruitment’s falls on your shoulders. Here is the sample offer letter format which you can use to create your personalized letter with complete details.
Offer Letter Sample For Campus Recruitment
ABC Corporation Pvt. Ltd.
B 15 6th Block
123 52nd Park Street
Dear Ms. Brown,
With great pleasure, I extend the offer of employment to you on behalf of ABC Corporation Pvt. Ltd. for. Your expected date of joining will be on February 1st, 2016.
You have been appointed for the profile of Marketing Executive and you will report directly to Mr. Sam Gibbs, Marketing Manager. Your monthly remuneration will be $ 3000 (Dollars Three Thousand Only). You will be on a probation period of 6 months. You shall receive your payment on or before 7th of every month.
Your working hours will be from 9:00 hours to 17:00 hours. Sunday will be the weekly off.
Once you have successfully completed the probation period and your performance has been reviewed, you will then be entitled to other allowances and benefits offered by the company.
Offer stands cancelled in case there is deviation in information or you fail to report on the pre-decided date. It will be considered that you have not accepted the offer if there is no response from your end till January 15th, 2016. You are requested to submit all your original certificates for qualification and salary slips 9 if any) of last three months on your joining date.
Looking forward for a great professional relationship.
ABC Corporation Pvt. Ltd.
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Whenever we are joining a new firm, we make sure that we negotiate well to get a good salary. When we get a job offer with a formal letter talking about the terms of employment and details about salary, you can always write a counter offer letter if you find the pay not as per your expectations. It is a formal way of stating what you desire in a decent manner.
Here are some steps which you must keep in mind while drafting a professional counter offer letter negotiating the salary so that you are able to crack the best deal. Have a quick look at these simple yet useful guidelines.
- Focus on Format
The first and the most important thing when you begin writing this letter is the format. It should be like any other regular business letter which has a business header on the top that includes the name of the employer and his address. The next thing to follow should be your contact information and date. Address your letter to the manager who has sent you the job offer. This will keep your letter focused and well addressed.
- First Paragraph
The introductory paragraph of the letter should start with a thanking note for your future employer. Next you must acknowledge the job offer, terms of employment and salary terms. Express your appreciation for the opportunity in brief. Keep this paragraph simple and short. Keep the tone pleasant.
- Second Paragraph
This paragraph is the soul of your letter and you must use the best of your skills to make it look assertive yet simple and easy. Start by addressing the purpose. Propose another salary figure for the position you have been offered. Include the reasons for increase in salary to make your demand sound reasonable and justified. Without stating any reason, your letter will fail to impress the manager.
- Concluding Paragraph
This part of the letter should include your request for response date from the employer. Do mention your contact details. Express your excitement and thrill for joining the company and make sure that you end your letter on a pleasant and happy note. Do remember to thank the employer in anticipation. Make it pleasant and positive.
Some Important Points to Keep in Mind
- Make a clear mention of the salary you desire but make sure that it is not exorbitant and unreasonable.
- Be professional and courteous in every point you mention. Be a smart negotiator.
- Check your letter thoroughly before sending it. Check for mistakes, be sure of offer you have made and ensure the language is polite and pleasant.
All these points are very important while framing a professional counter offer letter for salary. To strike the chords right, you need to be really very smart in writing this tricky letter.
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Learn to write formal offer letter to trainee offering them to join your company. Respond to the candidates about their successful interview, offering them to join as trainees. Make sure this letter includes all the important terms and conditions in an organized manner. Here is a sample format for your reference which can used as a base for designing a customized offer letter on behalf on your organization. Keep the language simple and to the point.
Offer Letter Format for Trainee
Date: 9th August, 2014
52, Richmond Street,
This in response to the interview you had with us. We are pleased to present you with the offer of joining our organization as a trainee.
The terms and conditions concerning training are as follows:
1. Training Period:
You will be entitled to work as a trainee with us for a period of 6 months which will be effective from the date of commencement of this program.
You will be entitled to a stipend of $ 500.00 per month. This will not include any other benefits.
Initially, you will be posted in New Jersey. During the period of 6 months, you can be transferred to any other department or division of the company, anywhere in United States of America and overseas.
4. Notice Period:
The company possesses the right to terminate the trainee from the service on the grounds of breach of terms and conditions or misconduct or violation of rules and regulations by giving 15 days notice.
5. You will be required to sign an agreement on joining.
6. Your performance will be reviewed from time to time during training. In case, your performance is not found in accordance with the standards then your training period will be extended up to a maximum of 6 months with an interim review at the end of third month.
Kindly sign the copy of this letter to accept the above mentioned terms and conditions and return the same to us.
We welcome you to Maxmin Associates and wish you a bright career with us.
Human Resource Manager
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A job offer letter must contain all the necessary terms and conditions to clarify all the aspects related with selection for job. Here is a point wise description of every point which are important and must be included while drafting terms and conditions for the job. Follow these points to draft your own terms and conditions in the best of the manner possible:
It must contain the job title on which the candidate has been selected.
2. Start Date
The next important thing in the letter is the start date of the job.
3. End Date ( In case of fixed contracts)
The offer letter must also contain the end date of the employment of the candidate.
4. Roles and Responsibilities
The job offer letter must contain all the necessary points concerning the roles and responsibility of the job profile. There has to be a point-wise description of the main highlights of the job. This will help the candidate deliver his services with the best of the understanding of what is expected of him.
5. Reporting Relationships
There has to be a mention of the person to whom the new employee must report. Mention the name of that person along with his designation to bring more clarity in the reporting relationship.
6. Probation Period
There has to be well defined probation period, if any. The purpose of this period is to train the new appointment within a definite time to have complete understanding of his job so that he can achieve satisfactory levels of performance. It should also contain the information about extending this period in case the candidate fails to deliver expected performance levels along with the information on interim reviews.
There has to be a mention of appraisal scheme related with the job profile. The purpose is to encourage the candidate for his career development and personal development. It must contain information on implementation of appraisal specific to the department. This will work as the motivation for the employee to deliver better performance.
This is the most important segment of the job offer letter. It must contain the following information:
- Rate of Pay
It must contain the title of the post, the commencing rate of pay along with salary scale which is mentioned in the letter of appointment. It must also be made clear that there will be no other remuneration other than the payment.
- Other Benefits
In case, there are other benefits like insurance, travel allowance, group incentives etc. they must be mentioned too. Put all the benefits with clear detailing about each.
There has to be a mention of superannuation plan of the company which is designed to benefit its employees after retirement. The offer letter must contain the deductions as per the pension plan. A new eligible employee gets enrolled in the appropriate pension scheme automatically when he joins the company.
10. Hours of Work
The next important thing to be mentioned is the hours of work. The letter must contain the daily working hours along with mention of special circumstances like part-time or extra-time working and the remuneration that will be paid for extra working.
11. Travel Requirements
Make a mention of travel requirements, if any. It must also include the frequency of travelling concerning the job profile.
12. Public Holidays, Overtime etc.
Information of public holidays and compensation for overtime on regular days and on public holidays must be mentioned in a simple and easy to understand language.
This head must contain information on the number of paid leaves to which the candidate is entitled. It must also mention the exception holidays like locally agreed department closure holidays etc. along with the payment conditions on all such days. Special mention of conditions regarding holidays during probation etc.
Below are some of the conditions on which the letter must focus to bring more clarity:
- Additional Holidays for Long Service
- Holiday Entitlement for Part-time Workers etc.
14. Termination Clause
There are two conditions under this head which must be kept in mind.
- Termination of Appointments by Notice
Make sure you mention the period of notice which you are obliged to give the candidate before terminating him. It must be given in writing. This period usually varies between weeks to a month depending upon the organization. Do mention all the other conditions concerning the termination.
Do make a mention of the normal date of retirement in your company. Also mention the age of retirement.
15. Restrictive Covenants
This is an important part of the terms and conditions. It is asking the candidate to maintain the confidentiality of the intellectual property of the company. This is a non-disclosure agreement which maintains the confidentiality of important information of the organization.
These are some of the important points which must be kept in mind while designing the terms and conditions in the job offer letter of your company. Customize these points as per the need of your company.
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Summer internship programmes have always been on high stakes especially among students. However, the program is conducted through different procedures with formal approaches. After an intern is finalized, a .pdf offer letter is officially sent to them to welcome them to the family. Such documents outline activities and projects that will be given responsibility of during the period of internship. These documents are very specific only to help create a better working relationship between the intern and the organization.
Below are a few guidelines to help you write better internship offer letters:
- It has to be properly addressed to the student intern.
- The letter should be duly signed by the director/manager/administrator of sponsoring institution/program.
- Mentioning of the internship position title is a must.
- Do not forget to mention the name and address of the sponsoring institution/program.
- Though optional, try to mentioned the required qualifications too.
- Briefly mention about the duties and responsibilities expected of the intern.
- If possible mention the time period and number of hours per week with tentative schedule.
- State clearly about the stipend, i.e. is the internship paid or unpaid.
- Mention the name, title and contact information of the direct supervisor.
Sample Summer Internship Programme Offer Letter
It gives me immense pleasure to offer you a Summer Internship position at (organization name). Please find the following confirmation of the specifics in context to your internship:
Date of starting: __/__/__
Date of ending: __/__/__
Number of Working Hours: 15 hours per week for 150 hours
Compensation: Lunch stipend
Reporting Officer: (Name of supervisor) with whom you will be fixed for a weekly report
Responsibilities: Day-to-day responsibilities with new targets, projects and assignments.
Office Location: You will have to report to (place) at our branch office.
In case of any questions concerning the internship, please feel free to contact me at ____________.
To indicate your acceptance of this offer, do sign and date this letter and return it to the address mentioned below.
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The concept of offer letter and appointment letter sounds quite confusing for some employees. It actually seems the same on a general note. But both the terms have their respective differences. Let us discuss about them in detail today:
Offer letter is normally sent to a candidate by the recruiter to negotiate with the candidate about the salary and other details he/she may agreed upon. However, it is not the final document as it is of no proof of the candidate joining the organization. It contains information in the following section:
- Position offered
- Reporting structure
- Date of joining
- Salary in annual CTC
However, offer letter does not confirm your appointment in the organization. In other words, you are being placed through campus recruitment and offered a job with the offer letter. It is chance to help you decide if you want to accept the offer or not.
If the candidate accepts the offer, he/she will have to produce a copy of acceptance of his resignation letter from the present job or the offer letter will stand null & void.
Appointment letter on the other hand is the main approved confirmation that both the employee and employer are committed to the terms and conditions mentioned in the letter. Such a letter indicates the date of joining and the probation period with other general terms and conditions mentioned in the letter. It is produced at the time of joining or within 15 days from joining.
It also contains the detailed breakup of the CTC offered and other important information such as eligibility of leave, retirement age, condition under which transfer will take place, location of the company, notice period during resignation and so on.
However, in a few organizations, just one of the two, appointment or offer letter is offered to the selected candidate.
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Please find the attachment of employee sample job offer letter template in word format.
Sub: Offer an appointment as , at our Plant, ___________
Ref: Your Application dated Interview held at our Sales Office, Mumbai.
With reference to your application and subsequent interview conducted at our Sales Office,Mumbai Management is pleased to appoint you as ____________, to work in our ______ Plant, ________ on a monthly salary of Rs. ________ + HRA as per Rules.
Kindly return the duplicate copy of this offer (enclosed herewith), duly signed, as a token of acceptance of this offer.
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It totally depends upon the company Rules and Regulations enclosed please find the attachment for your reference.
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Date : ___________
Ms. / Mr. _________________
EMPLOYMENT OFFER LETTER
With reference to your application and subsequent interview with us, we are pleased to offer you the position of ___________________ in our organization at a company of USD. __________________ (Rupees ___________________ only) .
We would expect you to join as early as possible but not later than _________, beyond which the offer would stand withdrawn, unless a new date is mutually agreed upon, by us in writing.
On the date of your joining, you may please bring along the following:
1. Proof of age
2. Copies of Educational Certificates
3. Copies of professional Certificates
4. Relieving certificate from the previous employer
5. Appointment letter of the previous employer and salary revision letters
6. Last pay slip received from the previous employer
7. 3 Passport Size photographs
8. An updated Curriculum Vitae
9. Form 16 (TDS certificate)
This Offer of Employment is subject to receipt of satisfactory references.
This Letter of Offer is being sent in duplicate. Kindly sign the copy as a token of your acceptance of the offer and return us the same.
For, Company Name
Name: Employee Name
Here some good formats of Business as well as HR Letter.
1) Offer Letter Format
2) Increment Letter Format
3) Promotion Letter Format
4) Interview Call Letter Format
5) Salary Certificate Format
6) Relieving Letter Format
7) Experience Letter Format
8 ) Warning Letter Format
9) Appraisal Letter Format