how to write job offer letter

Navigating HR Challenges? Find Solutions in Our HR Hub.

How to Write a Job Offer Letter (Template & Examples)

By Priya Jain

Published: January 30, 2024

In this article, we guide professionals in writing an effective job offer letter and provide information about key elements to include, along with templates and examples to draft these letters.

What Is an Offer Letter?

An offer letter is a formal document sent to a potential employee after a verbal job offer, confirming details like the company name, position title, employment status, duties, work schedule, and compensation. It’s a key tool in the hiring process, which provides clear and comprehensive information to the prospective employee.

Job Offer Letter Example

Here are some job offer letter examples when hiring entry-level, executive, and remote workers:

Entry-Level Offer Letter

2023-12-20 Smith Brookes 98 W 8th St New York, NY 10031

Dear Mr. Brookes,

We are pleased to offer you the position of Junior Financial Analyst at RockFinance Corporation. Your skills and enthusiasm will be a great addition to our team.

Position Details: Job Title: Junior Financial Analyst Start Date: 2024-01-05 Work Schedule: Full-time, Monday to Friday, 40 hours per week Reporting To: Harry James, Finance Manager

Compensation and Benefits:  Salary: $65,000 per year Benefits: Eligibility for health insurance, 401(k) retirement plan, and two weeks of paid vacation, effective March 1, 2024.

Terms of Employment:

• This position is at-will and full-time.
• A probationary period of 90 days will apply.

Company Policies:

You must comply with all RockFinance Corporation policies and procedures outlined in the employee handbook.

Next Steps:

• Please indicate your acceptance of this offer by signing and returning a copy of this letter by January 22, 2024.
• Your employment is contingent upon a successful background check and verification of your eligibility to work in the United States.
• We are excited about the prospect of you joining our RockFinance Corporation team and are confident that you will contribute significantly to our marketing efforts.

Should you have any questions or need further information, please do not hesitate to contact me at [email protected] or (555) 123-4567.

Congratulations on this offer, and we look forward to welcoming you to RockFinance Corporation.

Harry James Finance Manager RockFinance Corporation [email protected] (555) 123-4567

Executive Offer Letter

When hiring executives, you can use this letter as a reference:

Date: 2023-12-20

Ms. Emily Johnson 123 Business Ave Innovate City, IN, 46000

Dear Ms. Johnson,

It is with great pleasure that we extend the offer for the position of Chief Technology Officer at Zenith Global Enterprises. Your extensive experience and innovative approach to technology solutions make you an ideal fit for our executive team.

Position and Role Expectations: Job Title: Chief Technology Officer Reporting To: Johnathan Black, CEO Role Overview: As the CTO, you will lead our technology team, oversee the development and implementation of our technology strategy, and play a key role in shaping the company’s future in the tech industry.

Compensation and Benefits: Base Salary: $250,000 per year Equity: Stock options representing 2% of company shares Bonus Structure: Up to 20% of base salary based on company performance Benefits: Comprehensive health and dental plan, 401(k) matching, four weeks paid vacation

Start Date and Work Schedule: Start Date: February 1, 2024 (flexible) Work Schedule: Monday to Friday, with options for remote work two days per week. Termination Clause: Employment at will, with a mutual review after the first six months. Acceptance Deadline: Please confirm your acceptance of this offer by January 5, 2024.

This offer is contingent upon the successful completion of a background check.

We are thrilled at the prospect of you joining Zenith Global Enterprises. Your vision and leadership in technology will be critical as we expand our digital footprint globally. We look forward to your response and hope to welcome you aboard.

Should you have any questions or require further clarification, please don’t hesitate to contact me at [555-123-4567] or [ [email protected] ].

Johnathan Black CEO Zenith Global Enterprises [555-123-4567] [email protected]

Remote Work Offer Letter

Here’s an example of an offer letter for a remote worker:

Date: March 15, 2024

Jane Smith 789 Remote Lane Digital City, TX, 75001

Dear Ms. Smith,

We are thrilled to extend the offer for the position of Senior Software Developer at Bright Future Tech Solutions. Your expertise in software development and your innovative approach to remote collaboration make you an ideal fit for our team.

Position Details: Job Title: Senior Software Developer Department: Software Development Responsibilities: Lead software development projects, collaborate with cross-functional teams, and contribute to product innovation. Work Schedule: Flexible, with core hours from 10 AM to 3 PM Central Time. Location: Fully remote, open to any location within the United States.

Compensation and Benefits: Salary: $95,000 annually, payable bi-weekly. Equity/Bonuses: Eligible for annual performance bonuses. Benefits: Health, dental, and vision insurance; 401(k) with company match; 3 weeks paid vacation. Additional Perks: $1,000 home office setup allowance, annual professional development budget. Equipment Provision: We will provide a company laptop, dual monitors, an ergonomic chair, and necessary software licenses. In-Person Attendance: Occasional travel to our headquarters in Austin, TX, for team retreats and strategy sessions, typically once per quarter.

Start Date and Onboarding Information: Start Date: April 10, 2024 Conditions of Employment: Subject to successful completion of a background check. Employment Type: Full-time Acceptance Deadline: Please confirm your acceptance of this offer by March 25, 2024.

We are excited about the possibility of having you as a part of our team at Bright Future Tech Solutions and are confident in the contributions you will bring to our software development projects.

Should you have any questions or require further clarification, please don’t hesitate to contact our HR manager, Emily Johnson, at [email protected] or (555) 123-4567.

We look forward to your positive response and hope to welcome you aboard soon.

John Doe Head of Software Development Bright Future Tech Solutions [email protected] (555) 987-6543

What You Need to Include In A Job Offer Letter

When writing a job offer letter, you should include these key components:

Personalized Introduction

The introduction should be warm and welcoming. It’s crucial to personalize this section by using the candidate’s name and expressing genuine excitement about joining the team. This sets a positive tone and shows that the company values the individual.

Next, clearly state the job title, reinforcing the role for which the candidate has been selected.

Job Details and Responsibilities

Listing the job responsibilities in the offer letter should give the candidate a good understanding of their day-to-day activities and overall role within the company.

If the role has specific requirements like travel, flexible hours, or unique skills, these should be clearly outlined. This ensures the candidate knows all aspects of the job before accepting the offer.

Compensation and Benefits

Specify the salary amount, whether it’s an annual salary or an hourly wage, and the frequency of payments (e.g., monthly, bi-weekly). This transparency is crucial in setting clear expectations.

Use this section to give details about the benefits package, including health insurance, retirement plans, paid time off, etc. Highlight any unique benefits that may be attractive to the candidate.

If the role includes performance-based bonuses or other incentives, these should be clearly described, including how they are calculated and when they are paid.

Terms and Conditions

Define whether the position is full-time, part-time, or contract. This affects various aspects of employment, including benefits and job security.

If applicable, state the fixed term or project duration. This is especially important for contract or temporary roles. You can outline conditions that must be fulfilled before starting employment, like background or reference checks .

Remember to mention any probation period and clearly outline the terms for termination. This sets clear guidelines and expectations from the start.

Start Date and Onboarding Information

Specify the exact start date, providing clarity and allowing the candidate to make necessary arrangements.

Additionally, provide information about the onboarding process, including any orientation sessions, training, and whom to report to on the first day. This helps in easing the candidate’s transition into their new role.

Standard Offer Letter Template

Here’s a standard job offer letter template that you can customize according to your organization’s specifics:

[Your Company’s Letterhead]

[Candidate’s Full Name] [Candidate’s Address] [City, State, Zip Code]

Dear [Candidate’s Full Name],

We are delighted to extend an offer of employment for the position of [Job Title] at [Your Company Name]. Your skills and background make you an ideal fit for our team.

Position Details: Job Title: [Job Title] Responsibilities: [Mention the main responsibilities] Start Date: [Start Date] Work Schedule: [Full-Time/Part-Time/Other], approximately [X hours] per week Reporting To: [Supervisor’s Name], [Supervisor’s Title]

Compensation and Benefits: Salary: [Salary Amount], payable [Payment Frequency] Benefits: Eligibility for [list of benefits, e.g., health insurance, retirement plan, paid time off]

Terms of Employment: Employment Type: [Full-Time/Part-Time/Contract] At-Will Employment Clause: Your employment will be at-will, meaning either party can terminate the employment at any time for any lawful reason. Contingencies: This offer is contingent upon [any contingencies such as background checks, drug tests, etc.].

Company Policies: You must adhere to [Your Company Name]’s policies and procedures as outlined in the employee handbook. Acceptance Deadline: Please indicate your acceptance of this offer by signing and returning this letter by [Acceptance Deadline].

Should you have any questions or need further clarification, please do not hesitate to contact [Contact Person’s Name] at [Contact Person’s Email/Phone Number].

We are excited about the possibility of you joining our team and look forward to your positive response.

[Your Name] [Your Title] [Your Company Name] [Your Email] [Your Phone Number]

Note: Remember to adapt the template to align with your organization’s specific offer details, culture, and legal requirements. 

Best Practices for Writing Offer Letters

When writing job offer letters, there are several best practices that HR professionals should follow to ensure clarity, compliance, and a positive start to the employer-employee relationship:

Clarity and Simplicity

Offer letters should be clear and straightforward, concisely presenting all legally required details of the job offer. Avoid overcomplicating the language and keep the letter as short and simple as possible, ideally no more than two pages. 

Highlight Company Culture

The offer letter is an opportunity to reinforce your company’s culture , values, and the opportunities offered to the candidate. This can include a broad statement of how the job contributes to the business unit and the company’s strategic goals and how it supports the company’s values, vision, or mission.

This approach makes the offer letter more personal and inviting, especially important for attracting top talent.

Training and Awareness

Including information about the onboarding process and any initial training programs in the offer letter is beneficial. This gives candidates an idea of how they will be integrated into the team and the company and sets the stage for their professional growth and development within the organization.

Legal Review

It’s advisable to have legal counsel review the letter, especially to clarify terms like the at-will employment clause and to ensure that no statements could be interpreted as creating a contract. This helps protect both the company and the employee. 

Furthermore, if hiring an employee on a contractual basis, it’s recommended to have shorter contracts with the possibility of extension to avoid potential legal issues if termination occurs before the end of the contract period.

About the Author

Read more articles by Priya Jain

Continue Reading

How to Write an Employee Write-Up Form (With Template)

How to write a job rejection email (template & examples), how to create an employee schedule (with templates), how to write a reference letter (template & examples), what is holiday pay everything you need to know, how to conduct a reference check (with questions), what is staff augmentation everything you need to know.

How to Write a Better Offer Letter (With Samples)

After interviewing dozens of candidates, maybe even more, you’ve finally figured it out. You know who you want to hire. Now, all you have to do is draft up an offer and send it over for them to sign. Easy, right?

Actually, writing an offer letter that candidates agree to might involve more than you may think. Even if you’ve already discussed the ins and outs of the role before reaching the decision phase, your offer letter is your one last chance to make the case for why a candidate should work for you.

What Is an Offer Letter?

An offer letter is a written document given to job candidates that acts as a formal job offer and outline for the terms of employment. 

Around one in six  job seekers turn down jobs once they’re offered, according to a 2020 survey from Glassdoor. This means just sending an offer letter out doesn’t necessarily mean you’ll get a yes back. If you want a candidate to join your company, you have to give them an offer they can’t refuse.

“Throughout the entire process, every single touch point, we are selling the role to our candidates,” said Hailey Hastings, head of talent acquisition at Toronto-based automated brand interaction company Ada . “You want to make your offer exciting for the candidate, so that they know what their impact will be.”

Sending and signing an offer letter is the final step to recruiting a new teammate. Here’s how to write one they simply can’t turn down.

More on Recruiting What Is Recruitment Marketing? 15 Examples.

Offer Letter Basics 

Run it past legal.

Offer letters aren’t necessarily legal documents, but if an employee agrees to the terms set out by an employer in an offer letter, it can be argued that the employer is legally bound to deliver on the conditions listed in that letter. If you fail to meet the obligations you promised in your offer letter, it may come back to bite you. 

“Something that was legal a month ago, might not be anymore, and might be ruled against you in the future if you don’t change it,” said Joanna Woo, head of people at Calgary-based industrial process automation company CruxOCM .

Since both you and your future employee will be putting signatures on the offer, Woo said it’s crucial that HR leaders run their offer letters by a legal professional before sending them out to candidates.

“A lot of HR professionals don’t have that legal training or background. It’s always best to talk to an employment lawyer,” she said.

Be Transparent

While your offer letter outlines all the terms and conditions of the role, it shouldn’t be the first time candidates learn of them. Remember, your offer letter should be a confirmation of what you’ve already discussed and nothing listed in it should come as a surprise. 

“At CruxOCM, our offer acceptance rate is high because we are very transparent,” Woo said. “We talk about salary right from the beginning, as well as timelines, approximate start date, and the role’s responsibilities. None of that comes as a surprise; the offer letter is more of a formality for us at that point.”

Throughout the interviewing and candidate screening process, make an effort to be as transparent as possible about what they’ll be getting if they join your team, and what the role’s expectations will be. If you wait until writing your offer letter to share info about equity or benefits, you run the risk of not getting a candidate’s signature. 

“If we can’t give the candidate what they want, we need to tell them up front,” Hastings said. “It’s not fair to sell them something they won’t actually get.”

Get Candidates Excited

Reaching the offer letter stage means you’re in the recruiting home stretch, but sending one out doesn’t mean you’ve crossed the finish line. Competition for talent is high, and your offer letter may not be the only one in a candidate’s mailbox.

“It’s a very hot market,” Hastings said. “Candidates are getting five or six offers, whereas before they were getting maybe one or two.”

Because of the tough hiring market , employers need to look at their offer letters as a tool to lock down top talent. Think beyond the traditional PDF or document, and use your offer letter to get an enthusiastic yes from candidates. Scott Ginsberg, senior content marketing manager at San Francisco-based compensation software company Pave , said that compelling visuals are one thing employers can include in their offer letters to get candidates excited about their potential role.

“You can win more candidates by helping them visualize the upside of their offer, most notably with a visual offer letter,” he said. “This can help you eliminate confusion around equity by visually communicating total rewards to employees, and deliver a transparent and compelling narrative around your organization.”

What to Include in an Offer Letter

• Job Title and Role Expectations
• Compensation
• Office Location

Termination Clause

Acceptance deadline, role expectations.

After you’ve congratulated the candidate on being chosen for the role, you’ll need to outline exactly what that role entails. It should clearly state their position, their manager and their team. Beyond that, highlighting some details about their daily tasks and how they’ll contribute to company initiatives overall will help them better see how they’ll fit into your team.

“It’s important to remind them of the impact that they will have at the company and how they’ll be able to grow,” Hastings said.

Next, you’ll need to give the candidate information about their start date, which can be determined by the amount of notice they’ll need to give their current employer as well as any recruiting timeline goals on your end. While working an exact start date into the letter is important and gives your candidate an idea of when they will begin onboarding, Woo said it doesn’t need to be set in stone.

“We never really have a hard start date of any kind,” she said. “We are a little bit more flexible about working out some of those details.”

Compensation 

By the time your offer letter is sent out, salary should be nailed down. That means negotiating a number you both agree on — it shouldn’t come as a surprise.Include their starting salary or hourly rate, but also take the opportunity to share insight into how that number could grow in the future. This will help the candidate see how they can progress in their career or meet their financial goals at your company.

“Don’t just tell them their potential salary — show the candidates their position in the salary band,” Ginsberg said. “If your company has a salary range, tell the employee that they are at the mid-point or maximum end of the band.”

If your company offers equity as a part of its compensation package, it’s a good idea to include some details about what can be expected in your offer letter. Equity is a powerful way to tie employees’ personal goals to the goals of your company overall, and might make them more eager to accept your offer.

“We go through our equity and give a bit of the company’s background to get them excited about how the company has grown financially, and what that will do for them financially in the future,” Hastings said. “That way, they’re invested in us as much as we are in them.”

More than just a salary, job candidates want to know that their future employer will be able to take care of their needs. In 2021, around 24 percent of job seekers listed vacation time as a top factor in choosing a role, while 22 percent said healthcare was most important, according to the Statista Research Department . Sharing information about the benefits you offer is another important way to draw candidates in, so try to be specific.

“We go through our benefits — our work from home budget, the gear they’ll be able to have, our in-house social workers, wellness fund, co-working space, and unlimited vacation time,” Hastings said.

Location Info

In the last two years, in-person work has drastically changed along with remote or hybrid work models. These trends have reverberations in the talent pool, where office location and workplace models have become even important to job seekers. Around 95 percent of workers want flexible work schedules, while 78 percent said they want flexible choices when it comes to work location, according to research from Future Forum. If employers aren’t already including office location and workplace flexibility in their offer letters, they should start doing so right away, Woo said.

“With the pandemic and remote work, you should have some type of location piece in the offer letter as well, so they know what the expectation is when it comes to working in the office or from home,” she said.

After outlining all the details of the role, salary, benefits and office location, one of the most important closing items to include is information about your company’s termination policy. Employment laws vary from state to state, but in general most offers will involve at-will employment, which means that management can terminate an employee at any time. This is as long as they’re not under a valid contract or the termination isn’t discriminatory or illegal. Including a termination clause that outlines these expectations in detail are important so that there’s no confusion.

“Your termination clause needs to be spelled out very clearly,” Woo said. “That just protects everyone. The employee knows exactly what’s going to happen if that situation comes up, and the employer protects themselves as well.”

If you’re hiring an employee on a contractual basis, you’ll need to include the timeline of that contract, as well as what will happen to their employment status once the contract period has ended. In such cases, Woo said it’s smart to play it safe.  

“If you set the contract period too long, and you terminate them before the contract end date, you potentially might need to pay them out for the rest of the contract,” Woo said. “Your best bet is actually to have shorter contracts, and then extend them before the contract ends.”

The last element and possibly most important element of your offer letter is the acceptance deadline. Once you’ve nailed down a start date, you need to make sure that your potential employee agrees to the offer and provides their signature before their employment begins.

“Offer letters need to be signed before the start date for them to be legally binding,” Woo said. “Sometimes companies have a verbal agreement and have somebody start and then show them the offer letter. I try to avoid that because then it’s hard to prove the start date.”

Accepting a job offer is a big decision, and while you need to know their choice before their start date, you also need to give your candidate enough time to consider their options and discuss it with their family, attorney, or current employer. 

“I always make the expiration date at least one day before the position starts,” Woo said. “You need to give them enough time to seek legal advice.”

More on Recruitment 12 Recruitment Strategies and Examples to Hire Top Talent

Offer Letter Examples

The basic letter.

For companies with bigger wallets, there are software tools specifically for designing and sending compelling offer letters. But if you’re on a tighter budget, a no-frills traditional letter works just fine. Here is an example of a basic offer letter template Woo drafted up, complete with The Office references.

The Informal Offer Deck

Your offer letter should include some way for employees to provide a signature, but the offer itself doesn’t necessarily have to look like a legal document. At Ada, Hastings’ team sends out a more informal slideshow deck that candidates can scroll through to learn about the role.

“We put the person’s name, their photo, and a big congratulatory message welcoming them to the team and saying we’re excited to have them,” she said. “Then we go through their job title, their salary, stock options, and start dates.”

The Interactive Offer

Nowadays, there are tech tools designed to help HR leaders complete all kinds of tasks, and that include drafting and sending job offers. Rather than typing up a document with salary and equity data, Ginsberg’s team uses Pave’s own internal offer letter platform to let candidates explore their potential stock options and see how they may change over time in an interactive way. Take a look below.

At Ada, Hastings’s HR team is also testing out offer letter technology and launching their own interactive letters soon. They’re planning to use the platform Welcome to provide candidates with an immersive job offer experience, within which they can explore company culture as well as benefits and compensation offerings.

“We can add videos to this of our employees talking about what it’s like to work at Ada, whether they’re in product or engineering or elsewhere,” she said. “It gets them really excited.”

Offer letters may seem like dry documents, but if done the right way, they can set an exciting tone for a future employees’ experience with you. After getting the nitty gritty details out of the way, remember to celebrate the offer.

“As a candidate, getting an offer is so exciting,” she said. “Beyond giving them a salary and title, remind them of the impact that they will have at the company and how important they will be.”

Download this remote onboarding toolkit to access actionable resources you can implement and see the impact of immediately.

Frequently Asked Questions

Is an offer letter legally binding.

No — by default, an offer letter is not considered a legally binding document, but the legal consequences of one can still vary depending on the specific terms it outlines.

This means an employer may rescind a job offer until a job candidate signs and accepts an offer letter. It also means that if an employee agrees to the terms outlined in the offer letter, they may be legally bound to deliver on those terms.

What is included in a job offer letter?

An offer letter for a job will often include the following information:

• Job title and role expectations 
• Start date of the job 
• Compensation, benefits and equity 
• Office or working location
• Termination clause
• Acceptance and signature deadline

Great Companies Need Great People. That's Where We Come In.

• Human Resources
• Tools and Samples

Job Offer Letter

A job offer letter is used to formally offer a position to a candidate and provide important information, including start date, compensation, work hours, and job title. It is also known as an employment offer letter.

Try Betterteam

Post your jobs to 100+ job boards

• Reach over 250 million candidates.
• Get candidates in hours, not days.

Top 3 Job Offer Templates:

Job offer letter download:.

Download this free job offer letter template in Word format.

1. Standard job offer letter template.

Dear [Applicant Name],

[Company Name] is excited to bring you on board as [job title].

We’re just a few formalities away from getting down to work. Please take the time to review our formal offer. It includes important details about your compensation, benefits, and the terms and conditions of your anticipated employment with [Company Name].

[Company Name] is offering a [full time, part-time, etc.] position for you as [job title], reporting to [immediate manager/supervisor] starting on [proposed start date] at [workplace location]. Expected hours of work are [days of week and hours of work].

In this position, [Company Name] is offering to start you at a pay rate of [dollar amount or annual base salary] per [year, hour, annual salary, etc.]. You will be paid on a [weekly, monthly, etc.] basis, starting [date of next pay period].

As part of your compensation, we're also offering [if applicable, you’ll describe your bonus, profit sharing, commission structure, stock options, and compensation committee rules here].

As an employee of [Company Name] you will be eligible for [briefly name benefits, such as health insurance, stock plan, dental insurance, etc.].

Please indicate your agreement with these terms and accept this offer by signing and dating this agreement on or before [offer expiration date].

Sincerely, [Sender Name]

Looking for something less formal than the example above? We've got a great informal job offer letter template below that's perfect for sending out a less formal offer email. This simple job offer letter sample is perfect for roles where you want to add some personality into a fairly dry offer letter.

Informal Job Offer Email Template Download:

Download this free, simple job offer letter template in MS Word format.

2. Informal job offer email template.

[Company Name] is excited to bring you on board as [Job Title].

You were our top candidate out of [# of candidates]. We were really sold on your [details about the candidate that made them your choice].

Below you can read details about compensation, benefits, and the terms and conditions of your anticipated job with [Company Name].

[Company Name] is offering a [full time, part-time, etc.] position for you as [Job Title], reporting to [immediate manager/supervisor] starting on [proposed start date] at [workplace location]. Expected hours of work are [days of week and hours of work].

We'll start you at a pay rate of [dollar amount or annual base salary] per [year, hour, etc.]. You will be paid on a [weekly, monthly, etc.] basis, starting [date of next pay period].

As part of your compensation, we're also offering [if applicable, you’ll describe your bonus, profit-sharing, stock options, commission structure, compensation committee here].

As an employee of [Company Name], you will be eligible for [briefly name benefits, such as health insurance, dental insurance, etc.].

Got questions? Feel free to email us or call.

Getting ready to make an offer, but want to bring the candidate in one last time beforehand to discuss details and reassure yourself? We've got a warm-up email below to take care of just that for you.

Job Offer Warm-Up Email Template Download:

Download this free job offer warm-up email template in MS Word format.

3. Job offer warm-up email template.

That last interview went really well. We had [# of applicants] apply for this position, but you're our top choice because [reasons this was the successful candidate]. We also think you'd be a great fit with our team because [reason you think they'd be a great cultural fit].

Do you have time [date and time you'd like to meet] to review the details of this job and talk about an offer?

Additional Information for Job Offer Letters:

1. at-will employment..

In every state, with the exception of Montana, employees are presumed to be at-will, meaning they or the employer may terminate the employment relationship at any time, for any reason. This does not apply to certain employment situations and under some collective bargaining agreements.

Read our complete guide to at-will employment .

2. Exempt or non-exempt.

Some employers choose to include a statement in the offer letter about exemption status. Exempt employees are not eligible for overtime (typically salaried employees). Non-exempt employees are eligible for overtime. Read more about the difference between exempt and non-exempt employees .

3. Conditions and agreements.

You may want to include any conditions that potential employees must meet after being hired or agreements they're expected to sign. These often include:

• I-9 (U.S. employment eligibility verification).
• Employee background checks .
• Drug screening.
• Noncompete agreements .
• Non-disclosure agreements .
• Intellectual property agreements.

What needs to be in a job offer letter?

• Position title.
• Employment type - part-time, full time, etc.
• Compensation - annual salary, hourly rate, bonuses, etc.
• ​Benefits - health, dental, paid time off, etc.
• ​Start date, schedule, and work location.
• Pay dates - monthly, weekly, etc.
• Who the candidate will report to.
• Offer expiration date.

Is a job offer letter legally binding?

A job offer letter becomes legally binding once the employee accepts the position and signs the document.

How do I write a job offer letter?

• Indicate the company name and job title at the top of the page.
• Follow this with "Dear [Applicant Name]," and congratulate him/her.
• Insert information about the job title, start date, main duties, compensation, benefits, and who the person will be reporting to.
• Provide a space for the candidate to sign and date the offer letter. Include an expiration date.
• End with your name and position at your company.

Can an employer take back a job offer?

Yes. An employer may rescind a job offer after you have accepted it and is not liable to provide a reason for that decision.

What is the difference between an offer letter and a contract?

Many people consider an offer letter and contract to be interchangeable, but that is not the case. A job offer letter is a formal offer that describes what the job entails and what the employee can expect from the job. A contract outlines the full role and responsibilities of a position and provides a timeline of employment. Both documents must be signed by the prospective employee.

Where can I find more letters for HR?

• Layoff letter .
• Rejection letter .
• Employment verification letter .
• Letter of recommendation .
• Employee termination letter .
• New employee welcome letter .
• Thank you letter to employees .
• Letters of appreciation to employees .

Related Articles:

Job application form, new hire checklist, how to make a job offer, how to get a job, the hiring process.

How to Write an Effective Job Offer Letter (+ Examples)

Need help onboarding international talent?

Key takeaways.

• Drafting an employment offer letter is an important part of the hiring process; you’re officially inviting the perfect candidate to join the team.
• The job offer letter is a formal offer of employment including key information such as the job responsibilities, annual salary, working hours, commission structure, manager/supervisor name, and other details.
• There are a few tips and tricks for the human resources team to make the employment offer more engaging and improve the chance of the candidate accepting the new employee position.

An offer letter is a formal document drafted by an employer to a prospective employee, offering them a position within the company. It typically includes details such as the job title, start date, compensation package , and other relevant terms and conditions of employment. 

But how important is the job offer letter?

Explore the importance of a job offer, key elements to include, and tips for writing an engaging and informative offer letter. We’ve also included a job offer letter template with examples.

What is an offer letter, and why is it important?

An offer letter is an official written communication that an employer gives to a potential employee, outlining the terms and conditions of a job offer, containing information about the job title, commencement date, remuneration package, benefits, and other pertinent terms and conditions of employment.

As a formal letter, the job offer details the terms and conditions of employment, including job details that may be surprising (or off-putting) to employees. The letter is responsible for painting a realistic picture of what to expect. In fact, 75% of recruiters admit they’ve seen a candidate change their mind after signing an offer letter. 

Job offers also have the power to entice top talent, with one survey revealing that 81% of employees would consider leaving their jobs for the right offer. 

The offer letter is usually sent after the employer has made a verbal offer to the candidate and before the employee signs the official legally-binding contract and is invited for the onboarding process. The letter serves as a written record of the offer and ensures that both the employer and the employee are clear on the terms of employment, helping to prevent misunderstandings or disputes in the future.

It’s important to streamline the format of an offer letter and write an effective proposal to achieve the following. 

• Improve employer’s brand image by offering a positive candidate experience
• Attract top talent by including necessary information to increase the likelihood of successful hires
• Reduce the likelihood of job offer rejections by helping candidates to make informed decisions
• Establish clear expectations and reduce the risk of misunderstandings or disputes in the future
• Provide legal protection for both parties by documenting the terms and conditions of employment

An engaging offer letter is especially important for remote workers as it sets out the terms and conditions of employment, serves as a written agreement, protects both parties, and is used as proof of employment.

Key elements of an offer letter

Offer letters can vary depending on the company and the position, so it's a good idea to consult with HR or legal professionals to ensure all necessary information is included. As a guideline, it’s important to include the below details in an offer letter. 

For added context, we’ve provided an example of how the section will appear for two offer letters — one for a developer’s position and one for a sales position — that you can customize for the specific position. Consider the offer letter template when preparing your own.

Introduction text

The lead text involves the letter's subject line and includes a formal address. Make sure to be concise in your text while still offering encouragement and excitement about the candidate (possibly) joining your team. It’s a nice touch to mention the candidate’s strengths and why they were chosen for the position.

Sample for a developer position:

Sample for a sales position:

Job title and description

The job title should accurately reflect the position being offered, and the job description should outline the key responsibilities and requirements of the role. 

By communicating clearly and efficiently, the candidate will better understand the nature of the job and what is expected of them, helping them decide whether the position is a good fit for their skills and interest. 

The job title and description also sets clear expectations by outlining key responsibilities, helping avoid disputes or misunderstandings further down the line. This section also provides a framework for performance evaluations and career development. 

Create your job descriptions in a flash with our   Job Descriptions Templates . Find the role that best suits your needs and use the template as is, or edit it to fit your needs.

Sample for a junior developer position:

Ready to master global HR?

Deel’s in-house experts have put together a collection of free digital goods to help you effectively manage your remote workforce.

Starting date and work schedule

It’s important to include a clear starting date, which is the date on which the employee is expected to start employment, as well as their work schedule, which outlines the days and hours the employee will be required to work. In this section, the job offer will confirm whether the offer is for full-time or part-time work .

These details help to manage expectations between employer and employee and help the new hire plan their personal and professional commitments accordingly. 

Salary and benefits

The highly-anticipated salary section of an offer letter typically includes the employee's base salary, any bonuses or incentives they may be eligible for, and the pay period, such as weekly, bi-weekly, or monthly. 

The benefits section typically includes details on the employee's health insurance coverage , retirement plan, vacation time, sick leave, and other perks the company may offer. 

The salary and benefits section of an offer letter plays an important role in establishing the employee’s expectations regarding compensation and provides a basis for future negotiations. By listing benefits and fair compensation , the job offer letter plays a role in attracting top talent and reducing turnover. 

Reporting structure

The reporting structure section of the job offer letter outlines the employee’s position within the organization and their reporting relationship. Typically, the department and the name and title of their supervisor or manager are included for reference. 

The reporting structure helps employees understand their role within the organization, clarifies communication details, establishes trust and confidence, and provides a path to track career growth. 

Request for response

The request for a response section ends the offer letter, formally inviting the candidate to accept the job offer by a stipulated expiration date and providing instructions on how to do so. 

The request for response ensures that the hiring manager receives a timely response from the candidate, establishes a positive candidate experience, clarifies the next steps, and serves as a concise summary of the offer letter.

Tips for writing an engaging and informative offer letter

An engaging and informative offer letter helps to attract top talent and establish a positive employment relationship between the employer and the employee.

• Start with a clear, engaging subject line that captures the candidate's attention
• Use a professional tone and easy-to-understand language
• Draft short paragraphs and bullet points where necessary to make the letter easy to read
• Include a personalized introduction that highlights the candidate's strengths and accomplishments
• Clearly outline the job title and description, as well as the key responsibilities and requirements of the role
• Provide a competitive salary and employee benefits package , and be transparent about determining compensation
• Proofread the letter carefully to ensure that there are no errors or typos
• Be transparent about the company culture
• Consider adding a disclaimer at the end of the letter, clarifying that the response to the letter isn’t legally binding, but used for informational purposes
• Make sure to cover all additional details in the employment contract

Improve acceptance rates with a well-drafted employment letter

An effective offer letter is important as it can improve brand image, attract top talent, reduce the likelihood of job offer rejections, establish clear expectations, and provide legal protection. Following a job offer template helps to tick all of these boxes.

A well-written offer letter follows a clear letter format. By following these tips for writing an engaging and informative offer letter, employers can attract and retain top talent and establish a positive employment relationship with their employees.

Download editable job offer letter templates from our resources library.

Join our monthly newsletter

The latest insights on today's world of work straight to your inbox.

Thank you for joining!

Deel makes growing remote and international teams effortless. ready to get started.

Legal experts

• Hire Employees
• Hire Contractors
• Run Global Payroll
• Integrations
• For Finance Teams
• For Legal Teams
• For Hiring Managers
• Deel Solutions - Spain
• Deel Solutions - France
• Support hub
• Global Hiring Guide
• Partner Program
• Case Studies
• Service Status
• Worker Community
• Privacy Policy
• Terms of Service
• Whistleblower Policy
• Cookie policy
• Cookie Settings

Our Recommendations

• Best Small Business Loans for 2024
• Businessloans.com Review
• Biz2Credit Review
• SBG Funding Review
• Rapid Finance Review
• 26 Great Business Ideas for Entrepreneurs
• Startup Costs: How Much Cash Will You Need?
• How to Get a Bank Loan for Your Small Business
• Articles of Incorporation: What New Business Owners Should Know
• How to Choose the Best Legal Structure for Your Business

Small Business Resources

• Business Ideas
• Business Plans
• Startup Basics
• Startup Funding
• Franchising
• Success Stories
• Entrepreneurs
• The Best Credit Card Processors of 2024
• Clover Credit Card Processing Review
• Merchant One Review
• Stax Review
• How to Conduct a Market Analysis for Your Business
• Local Marketing Strategies for Success
• Tips for Hiring a Marketing Company
• Benefits of CRM Systems
• 10 Employee Recruitment Strategies for Success
• Sales & Marketing
• Social Media
• Best Business Phone Systems of 2024
• The Best PEOs of 2024
• RingCentral Review
• Nextiva Review
• Ooma Review
• Guide to Developing a Training Program for New Employees
• How Does 401(k) Matching Work for Employers?
• Why You Need to Create a Fantastic Workplace Culture
• 16 Cool Job Perks That Keep Employees Happy
• 7 Project Management Styles
• Women in Business
• Personal Growth
• Best Accounting Software and Invoice Generators of 2024
• Best Payroll Services for 2024
• Best POS Systems for 2024
• Best CRM Software of 2024
• Best Call Centers and Answering Services for Busineses for 2024
• Salesforce vs. HubSpot: Which CRM Is Right for Your Business?
• Rippling vs Gusto: An In-Depth Comparison
• RingCentral vs. Ooma Comparison
• Choosing a Business Phone System: A Buyer’s Guide
• Equipment Leasing: A Guide for Business Owners
• HR Solutions
• Financial Solutions
• Marketing Solutions
• Security Solutions
• Retail Solutions
• SMB Solutions

How to Write a Job Offer Letter

Learn why a job offer letter is important and what to include in it – and what to omit.

Table of Contents

After interviewing candidates for an open position at your company, you’ve finally found a prospect who’s the right fit for the job. Now it’s time to extend a job offer. You may be tempted to make an offer in person at the end of the final interview or by telephone. That’s fine, but it’s essential to follow up with a written job offer letter.

What a job offer letter is, and why you should send one

A job offer letter is an official offer of employment – an invitation for someone to work for your company. It lays out critical information, such as what the prospective employee’s title, salary and available benefits will be if they take the position.

Sending a job offer letter to your preferred candidate is valuable because seeing the details in writing may help the individual weigh their options and decide whether to accept the position. The faster you get their decision, the sooner you can start the onboarding process or move on to the next candidate if the individual declines your offer.

A job offer letter also makes sure your company and the potential new hire are on the same page about the job’s details. Less confusion means less back and forth between you and the candidate while the offer is on the table and fewer problems in the future.

Should a job offer letter be an email or a traditional letter?

You can convert a paper job offer letter to an electronic (PDF) file and email it to the candidate as an attachment. However, many human resources professionals and business owners believe it’s better to print out a paper copy of the letter and send it to the prospective employee via an overnight delivery service, such as USPS Express Mail, FedEx or UPS.

A traditional printed letter looks more professional. Some candidates may respond to such a letter faster than an emailed one they must sign and return, especially if they can’t open and print out PDF documents. Whichever of these formats you choose, use your company’s letterhead. It will look more official and formal than an email, and the recipient will take it more seriously.

How to write a job offer letter

Approach writing a job offer letter like you would any formal letter for your business. In this case, the introduction is your chance to state the obvious – that you are offering the candidate a job. It also gives you the opportunity to address the recipient in a personal yet professional way that makes the offer and the idea of working for your company sound appealing.

Begin by noting that you’re “pleased to” – rather than that you’d “love to” or “like to” – and inform the candidate that they’ve been selected for the position of whatever the role is at your business. This introduction should be friendly enough to show your enthusiasm about hiring the person, yet professional enough that the recipient knows it’s authentic.

Make the person feel welcome and valued by including a sentence or two about why you chose them. You may even want to note how many other applicants were vying for the job. Joy Poli, president and CEO of Strategic Talent Resources, suggests this language: “We are impressed with your skills and accomplishments and feel your background and experience in (area) are a good match for our present needs.”

Matthew Dailly, managing director at Tiger Financial, uses a similar message – with a twist. “I like to add things like, ‘Your relevant skills would suit this position in particular because …’ or something like, ‘It was your enthusiasm that made this decision much easier.'”

Once you have the opening down, you can move on to writing the rest of the letter with the components outlined below.

What to include in the body of a job offer letter

While the order of these items may vary, all job offer letters should include the following information.

Job details

Include a sentence or two about the position’s job duties, responsibilities and work hours, and if it requires travel. Indicate whether the position is full time or part time and exempt or nonexempt from overtime in keeping with the Fair Labor Standards Act. List the name of the position’s immediate supervisor.

Unless your company is headquartered in Montana, state clearly that your offer is for at-will employment . Briefly explain what this means – that the employee can be terminated at any time and for any legal reason or no reason at all, with or without notice, and that they can quit the company whenever they wish, with neither an explanation nor advance notice.

Salary and commissions

When detailing the salary offer, it’s best to explain the pay schedule , said Michael Timmes, HR consultant at Insperity. “For instance, if the employee will be paid bimonthly, the salary should be presented as such.”

If the employee will also earn commissions, explain the commission structure and what conditions must be met for them to collect commission payments. [Read related article: How to Create a Desirable Compensation Plan ]

Benefits package

Provide an overview of the benefits package and perks the employee will have access to, such as a 401(k) retirement plan , paid time off, and medical, dental, vision and life insurance. Briefly explain when insurance coverage starts (for example, after three months) and how vacation time accrues.

Contingencies and conditions

Clarify any conditions that apply to the offer of employment, such as the candidate passing a background check or drug screening, signing a confidentiality or noncompete agreement , or having a certain certification to perform the job. [Find out more about best background check types. ]

Note also that employment is contingent on the candidate’s ability to provide I-9 documentation of authorization to work in the U.S., as required under the Immigration Reform and Control Act of 1986. Listing contingencies and conditions in a couple of sentences can protect your business if you have to rescind the job offer down the road, Timmes said.

Statement that the letter takes precedence

Include a statement clarifying that the contents of the job offer letter supersede any oral discussions about all matters addressed in it. This protects your business from potential later claims by the employee that they were promised something during an interview that wasn’t delivered.

Contact information

Tell the prospect whom to call if they have questions about the offer or want to discuss it. By welcoming questions from the applicant, you encourage an open dialogue and limit misunderstandings that could lead an otherwise interested and qualified candidate to decline the job offer.

Instructions for accepting the offer

Request that the candidate sign and return the letter to signify their acceptance of the offer and position. Specify a deadline for their response. It’s good form to set the deadline as one week from the date the letter was received. That provides time for the candidate to consider your offer and make an informed decision.

What not to include in a job offer letter

Just as important as what you say in your job offer letter is what you don’t. Do not include these things in your letter.

• Implications about termination: Don’t write that termination will happen only for cause or with prior notice. This is a conflict with the at-will nature of employment.
• Promises of promotions, pay raises or bonuses: Don’t make any promises in the job offer letter that aren’t set in stone, said Jon Hill, chairman and CEO of The Energists, a recruiting firm for the energy industry. “If the [prospective] employee accepts the job under false pretenses, they have legal grounds to seek what they were promised or else look for employment elsewhere.”
• Statements that allude to job permanency or duration: For example, don’t say, “We’re confident you’ll be with our company for a long time.” All statements like this “can, and have been, construed to create a contract,” leading to expensive legal battles for companies, said Michael Trust, vice president of human resources at Michael Trust Consulting.

Job offer letters and the hiring process

A job offer letter is a critical part of the employee hiring process . It’s a make-or-break moment when your preferred candidate finds out you want to hire them and decides whether to accept. If they decline your offer, you’ll have to go back to your pool of candidates or even possibly begin your search again. You should avoid common hiring mistakes , like being unclear about what the job entails, and make it a point to stay on top of recruiting trends . A well-crafted offer letter from a company with modern hiring processes can make all the difference.

Ross Mudrick contributed to this article. Source interviews were conducted for a previous version of this article. 

Building Better Businesses

Insights on business strategy and culture, right to your inbox. Part of the business.com network.

How to Write a Retirement Letter in 2024

A retirement letter serves as an official declaration of your departure from a job, giving your employer ample time to find a replacement or allocate your duties elsewhere. This strategy ensures a smooth transition and minimum disruptions in the workflow. But what are the key components of a retirement letter? Let’s explore together how to craft an effective retirement letter that not only paves the way for a smooth transition but may also help create potential opportunities for post-retirement consulting.

If you need help planning for retirement, consider working with a financial advisor .

Finding a financial advisor doesn’t have to be hard. SmartAsset’s free tool matches you with up to three vetted financial advisors who serve your area, and you can have a free introductory call with your advisor matches to decide which one you feel is right for you. If you’re ready to find an advisor who can help you achieve your financial goals, get started now .

What Is a Retirement Letter?

A retirement resignation letter is a vital piece of the retirement process, establishing formal communication between the retiring employee and the employer. Essentially, it’s an official notice from an employee, communicating their decision to retire from their current role within the organization.

The letter is a professional and respectful way of notifying the employer about the employee’s impending departure, enabling them to plan appropriately. As with any form of professional communication, it’s critical to ensure that the retirement letter is clear, concise, and adheres to the standard business letter format.

A retirement letter performs numerous functions. Primarily, it acts as a vital instrument for companies to plan and strategize for the future. With prior knowledge of an employee’s retirement, the company can commence the process of recruiting a new employee or reallocating tasks among its existing workforce.

The retirement letter also serves as a sign of respect toward the employer. Sending a formal retirement notice exhibits professionalism and courtesy, allowing the employer adequate time to transition.

A retirement letter can also present an opportunity for future consulting opportunities. The retiring employee can express their interest in contributing their expertise on a part-time or consulting basis post-retirement. It’s crucial to phrase such an offer tactfully, for instance, “I would be open to providing my expertise in a consulting role, should the need arise.” This may provide an avenue for continued professional engagement with the company even after retirement.

However, while drafting a retirement letter, it’s important to avoid certain common pitfalls. Ensure your letter is free from negative sentiments or criticisms about the company or colleagues. Also, avoid being overly casual or informal in your tone. Remember, even though it’s a letter of retirement, it’s still a formal piece of communication.

Why You Need a Retirement Letter

From both the employee’s and the employer’s perspectives, retirement letters play a significant role in workplace transitions, as they provide a tangible timeline for both parties to make necessary adjustments and plans. It’s a professional courtesy that benefits both the employee and the organization.

Here’s why you should submit a retirement letter to your employer when the time comes to call it a career:

• It’s your formal notice. A retirement letter serves as the official communication that you’ll be leaving your position due to retirement. Submitting a retirement letter well in advance also allows your company to manage this transition smoothly, ensuring that your responsibilities will be adequately covered and that the remaining staff are prepared for any changes.
• Gives your company enough time to plan. Without sufficient notice, a company may struggle to fill a sudden vacancy, which can lead to missed deadlines, increased workload for remaining staff and potential loss of business knowledge. A timely retirement letter helps the company plan for these changes, ensuring that the transition does not negatively impact the company’s operations or employee morale.
• Shows respect and professional courtesy. A well-written retirement letter can serve as a testament to your professional respect toward your employer. It is an expression of appreciation for the opportunities provided by the employer and a recognition of the positive impact the company has had on your career. Maintaining professionalism in your retirement letter can help keep doors open for future opportunities, such as consulting or part-time work.

How to Write a Retirement Letter

Before beginning your letter, take a moment to reflect on your career. What key experiences stand out? What have you learned? How have you grown professionally? Use this reflection to shape the content of your retirement letter.

Your letter should be seen as a valuable tool to communicate your intentions and set the stage for your departure. Therefore, it should include several key elements:

Provide the Date of Retirement

In the opening paragraph, make it clear that you are retiring. Use straightforward language to avoid any ambiguity and provide your intended retirement date. While you’ll typically want to give at least two weeks’ notice before leaving a job, the more time you can give your employer to prepare for your eventual retirement, the better.

Express Your Appreciation for Your Time at the Company

Before diving into the how-to, it’s important to note why expressing appreciation in your retirement letter is crucial. It not only shows your gratitude for the opportunities the company provided but also leaves a positive impression. To effectively articulate this, consider mentioning specific experiences that contributed to your professional growth. For example, you might say, “I am deeply grateful for the opportunities I have been given and for the professional growth I have experienced during my tenure.”

Recap Your History on the Job

Providing a recap of your job history can serve as a reminder of your contributions to the company, thereby leaving a lasting legacy. Consider mentioning key projects you’ve worked on, roles you’ve held, or milestones you’ve achieved. This will not only highlight your achievements but also provide a sense of closure as you recap your journey at the company.

Offer to Assist in the Transition

Following the recap of your job history, it’s also important to help during the transition period. This respectful and professional gesture reflects positively on you. It shows your commitment to the company’s continuity and your willingness to ensure a smooth transition. You may offer to train your successor or to remain available for questions even after your official retirement date. This can go a long way towards maintaining good relationships with your employer and colleagues.

Explore Consulting Opportunities if You’re Interested

To maintain a connection with the company post-retirement, expressing your interest in possible consulting roles within your retirement letter can be beneficial. This could involve mentioning your openness to consulting opportunities or other ways you can continue to contribute to the team. For example, you could write, “I would be open to discussing potential consulting opportunities or other ways I can continue to contribute to the team after my retirement.”

Communicate Your Needs Before Retiring

Lastly, it’s crucial to communicate any pre-retirement needs in your retirement letter. This may include discussions about pension or retirement benefits, final paycheck or the return of company property. Providing examples of these needs and detailing how to communicate them professionally in your retirement letter ensures that there are no unresolved issues or misunderstandings, paving the way for a smooth transition into retirement.

Provide Your Contact Information

It’s important to ensure that your employer has your current contact information, as well as a way to get in touch with you if you plan to move in retirement.

Example of a Retirement Letter

Let’s put this into practice with a real-world example. Here’s a well-written example of a retirement letter that includes all the necessary elements discussed in the previous sections. The following retirement letter is professionally formatted, cordial, direct and expresses gratitude toward the employer:

123 Main Street

Los Angeles, CA 90001

[email protected]

123-456-7890

XYZ Marketing

456 Main Street

After careful consideration and reflection on my career, I have decided that it is time for me to retire from my position at XYZ Marketing. With this letter, I am providing my formal notice of retirement, with my last day of work proposed to be March 1, 2024.

This decision has not been an easy one, as my time at XYZ Marketing has been an incredibly rewarding and fulfilling chapter in my life. I want to take this opportunity to express my deep appreciation for the support, mentorship and guidance I have received throughout my tenure here. Over the years, I have had the privilege of working alongside dedicated colleagues, and I am grateful for the invaluable experiences and opportunities this organization has provided me.

As I prepare for retirement, I want to assure you that I am committed to ensuring a smooth transition. I am more than willing to assist in any way possible during this period to ensure the continuity of projects and responsibilities. Whether it involves training a successor or providing insights from my experience, I am here to help make this transition as seamless as possible. I am also open to potentially consulting for the company in retirement.

For any matters that may require my attention after my retirement date, please feel free to contact me via email at [email protected] or by phone at 123-456-7890.

I want to thank you once again for the incredible journey I’ve had at XYZ Marketing and for the unwavering support of the entire team. I am proud of the accomplishments we’ve achieved together, and I have every confidence that this organization will continue to thrive in the future.

I look forward to staying in touch and witnessing the continued success of XYZ Marketing from the sidelines.

Bottom Line

A retirement letter is a crucial part of a smooth and professional career transition. It not only serves as an official notice of departure, giving the company time to find a suitable replacement, but also lays the foundation for maintaining a positive relationship with your former employer.

Retirement Planning Tips

• Retiring with confidence requires knowing that you’ll be able to generate enough income to cover your living expenses and support your lifestyle. SmartAsset’s retirement calculator can help you determine how much you’ll need to save before you’re able to retire and whether you’re on track to hit that savings target.  
• A financial advisor can help you save and plan for retirement. Finding a financial advisor doesn’t have to be hard. SmartAsset’s free tool matches you with up to three vetted financial advisors who serve your area, and you can have a free introductory call with your advisor matches to decide which one you feel is right for you. If you’re ready to find an advisor who can help you achieve your financial goals, get started now .

Photo credit: ©iStock.com/CocoSan, ©iStock.com/FG Trade Latin, ©iStock.com/filadendron

The post How to Write a Retirement Letter appeared first on SmartReads by SmartAsset .

• Search Search Please fill out this field.
• Career Planning
• Leaving a Job

Farewell Letter Examples to Say Goodbye to Colleagues

Tips for Writing a Farewell Letter

When to send your farewell email, what to include in your letter, review sample farewell messages, how to send an email farewell letter, farewell message subject lines, sample farewell email message, frequently asked questions (faqs).

When you're leaving your job, take the time to send a farewell email or letter to the colleagues you have worked with. This is a good idea for several reasons. It's a way to keep in touch with your soon-to-be former co-workers and a way to move on from a job gracefully and professionally.

It's always important to leave a job on good terms. The people you work with are a valuable part of your network and may be helpful contacts to have in the future. For example, your colleagues may be able to provide you with a reference , offer you some job leads if you are searching, or introduce you to someone else you might want to network with.

Along with all these reasons, saying goodbye is simply the polite thing to do.

Key Takeaways

• Regardless of the reason you're moving on, take the time to say goodbye to all the people who have supported you at work.
• Include your personal contact information in all the correspondence you send to make it easy for the recipients to stay in touch.
• Keep it concise: A couple of paragraphs is sufficient.

Review tips for how to write a farewell letter, what to include in it, what not to say, and when to send it. Also, review examples you can use as starting points for your own letters and email messages.

Melissa Ling / The Balance 

Timing is everything when it comes to quitting the right way . That includes letting your colleagues know you're leaving at the right time.

Be Sure Management Knows First

Before you let your colleagues know you're moving on, tell your boss and check to make sure everyone who needs to know is aware you have resigned. You don't want your manager to find out through the grapevine that you're leaving.

Send It Before You Leave

Send your email or letter a day or two before you leave. You want to give yourself and your colleagues enough time to say goodbye. However, do not send your letter until you’ve finished most of your work tasks. This will allow you to focus on saying goodbye during the final day or hours.

When writing your letter, be sure to: 

Personalize your message. Consider tailoring each letter to the individual person rather than sending out a group email to everyone. Address each person by name and, if possible, include an anecdote or other personal message reflecting on your time together. It will be more meaningful than sending a mass message.

Only send letters to people you have worked with. Especially if you work at a large company, you do not want to send a message to everyone (unless you worked with all of them).

Say thank you. This letter is your chance to express gratitude for any help or mentorship provided. You might also express how much you’ve enjoyed working with your colleagues.

Include your personal contact information. Provide information on how your colleagues can reach you once you leave. Include an email address (a non-work email) or your phone number. You might also include your LinkedIn profile address. Remember, you won't have access to your work email system once you've moved on.

Keep it positive. Again, the goal of the letter is to stay connected with your former co-workers; you do not want to leave a bad impression. Even if you're leaving on bad terms, you don't need to mention it to the people you worked with.

Keep it short. Write no more than a couple of paragraphs. Along with saying thank you and including your contact information, you might want to mention your plans for the future. However, beyond this, keep it short and to the point.

Start with a sample letter. You can use a sample farewell letter or email message to help you write your own goodbye note to co-workers. However, be sure to change the details of the message to fit your particular situation.

If you haven't already, connect with your co-workers on LinkedIn. This will help you stay connected after you leave.

Review sample farewell letters, email messages, and subject lines to let your colleagues know you're moving on.

I wanted to take a moment to let you know that I am leaving my position at ABC Corporation. I will be starting a new position at XYZ Company next month.

I have enjoyed my tenure here, and I appreciate having had the opportunity to work with you.

Thank you for the support, guidance, and encouragement you have provided to me during my time at ABC Corporation.

Even though I will miss my colleagues and the company, I am looking forward to this new challenge and to starting a new phase of my career.

Please keep in touch: I can be reached at my personal email address (samantha83@gmail2.com), on LinkedIn (linkedin.com/samanthasterling), or my cell phone (555-555-2222).

Thanks again for everything. I wish you all the best.

Yours truly,

It is often a good idea to send your letter via email. That way, your colleagues will receive the message quickly. This will also help you to easily tailor each message to fit the individual recipient.

When you send your farewell message by email, include your name and the reason you're writing in the subject line of the message to help ensure your email gets opened.

Here are examples of what you might write:

• Subject: FirstName LastName – Staying in Touch
• Subject: FirstName LastName Update
• Subject: FirstName – Moving On
• Subject: FirstName Update
• Subject: News From FirstName LastName
• Subject: Update From FirstName
• Subject: FirstName LastName — Farewell

If you know the person well, it's fine to include just your first name. Use your first and last name for recipients with whom you only have a professional relationship. If you're sending it out to a group, it's okay to use a subject line like "Farewell."

Subject: Tyrone Garrett – Update

Dear Linda,

I am writing to let you know that I am retiring at the end of the month.

I have so enjoyed working here these past 10 years. I am grateful for having had the chance to work alongside you. I will never forget your kindness and professionalism whenever we worked on team projects together.

My wife and I will be moving to Seattle in three months; however, I hope to keep in touch. You can reach me at my email address (tgarrett@email.com) or 555-555-5555.

Thank you again for a terrific 10 years. I wish you all the best and hope to stay in touch.

How do I politely quit my job?

When quitting your job, be sure to give appropriate notice, write a resignation letter containing the date of your departure and your thanks for the opportunity. Lastly, stay positive. Don’t badmouth your boss, co-workers, or clients on the way out the door.

Do I have to give two weeks’ notice?

Whenever possible, it’s best to give at least two weeks’ notice . However, if you can’t provide the standard notice, inform your manager as soon as possible. Write a resignation letter, just as you would if you gave two weeks’ notice, and include the date of your last day of work.