How to create an outstanding job offer letter email [+ templates]

After creating a job post, advertising your open role, reviewing job applications and conducting interviews, it’s time to officially tell your future new teammate they’ve got the job. 🎉 That means it’s time to put together your job offer letter.

But first, what is a job offer letter email? A job offer letter is a formal message that you send to a future new hire letting them know they’ve been chosen for a specific role within your company. It’s an exciting step in a candidate’s journey with your business and a fulfilling finale to your recruiting work.

Use these job offer templates when you need to share the good news with your superstar candidate and follow the best practices to make sure you make an excellent impression.

Check out our other job offer letter templates for a variety of tones (standard, formal, casual) and situations (hiring for a part-time position, an internal job offer, paid internship, and more).

Job offer letter email: As an email attachment

You can choose to send your job offer letter email to your soon-to-be teammate as an email attachment in the form of a PDF. This is also a great way to inject some of your employer branding into the offer (think: employee benefits details and other useful documents a potential new hire would like to see). To send this letter, write a brief message in the email body introducing the document attached.

Here’s an example of what you could write in the email body as you attach the job offer:

Template for job offer letter as an email attachment

Subject line: Offer of Employment - [Position] at [Company]

Hi [Candidate’s First Name],

As discussed earlier, I’m so excited to present you with the following offer for the [Job title] position at [Company Name]! We’re really looking forward to having you on our team.

Attached to this email you’ll find your offer letter. Please take some time to review the document and ask me any questions you may have.

Here’s a little reminder of why you should join us at [Company Name]:

• [A brief list of the top benefits you offer team members ranging from health benefits package to a learning and development budget]

Again, if you have any questions, please let me know.

So excited to have you on board!

All the best,
[Your Name and Job Title]

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The email job offer letter attachment itself should include the following:

  • Job details
  • Compensation
  • Employee benefits
  • Deadline for accepting/declining the offer
  • Contingencies (only if applicable — we believe contingencies should be done before the job offer phase)
  • Your contact details

Here’s a template you can use and customize for your job offer letter PDF:

Template for job offer letter as an email attachment

Subject line: Job Offer: Join [Company Name]!

Dear [Candidate’s First Name],

We're thrilled to offer you the position of [Job Title] at [Company Name]. Your qualifications and experience really impressed us, and we're confident you'll be an incredible addition to our team.

Here's what you need to know about this job offer from us:

Here’s a little reminder of why you should join us at [Company Name]:

• Start Date: [Date]

• Salary: [Amount]

• Hours: [Hours/Week]

• Employee Benefits: [Healthcare, retirement contribution, learning and development budget, etc.]

To accept this offer, simply send me an email before [Acceptance Deadline Date] to this email address. Once we have your acceptance, we'll provide you with all the info and paperwork you need. If you have any questions, please reach out to me at [Contact Email/Phone].

We can't wait to have you on board!

[Your Name and Job Title]

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Job offer letter email: In the email body

If you’d like to forgo the job offer as an email attachment, you’ll paste this job offer letter in the body of your email instead. Your new hire will be able to see the offer details as soon as they open up your email.

Template for job offer letter in the email

Subject line: Job Offer from [Company Name] - Congratulations!

Hi [Candidate’s First Name],

As discussed on the call, we're thrilled to offer you the position of [Job Title] at [Company Name]. We’re confident that you’ll be a great addition to the team and that together we’ll work towards our company goals.

As the [Job Title], you'll be in charge of [brief mention of job responsibilities]. You'll report to [Supervisor/Manager Name and Title], and we're aiming for you to start on [Start Date].

Here's the breakdown of your compensation and benefits:

• Salary: [Amount]

• Bonuses: [If applicable]

• Employee Benefits: [Healthcare, retirement plans, home office stipend, etc.]

• Vacation/Leave Policy: [Details]

To accept, just send me an email by [Acceptance Deadline Date]. Once I receive your acceptance, we'll get you all set up with onboarding info and the necessary paperwork (e.g. your contract [if necessary, mention confidentiality, nondisclosure, and/or non-compete agreements]).

We're excited to have you join our team and can't wait to work together. If you have any questions or concerns, reach out to me at any time at [Contact Email/Phone].

Congratulations once again, and welcome to the team!

Best regards,
[Your Name and Job Title]

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☝️ Before you hit send on your job offer letter email and begin to wrap up the hiring process, there are a few things you should be sure to do:

  • Extend the job offer verbally: You can schedule a call or extend the offer in the final interview round to share the good news. This helps to get your candidate excited about the opportunity and it also creates a more personal connection, improving the overall hiring experience. Let them know that you’ll follow up in an email with the official offer, including all the key job details.
  • Be crystal clear in your subject line: A clear and descriptive subject line will help get your prospective hire’s eyes on the email and it will be easier for them to search for the job offer letter in the inbox at a later date. Write something like “Job Offer from [Your Company Name]”.
  • Attach other helpful documents: This could be a more extensive outline of your employee benefits, your compensation plan, or details of your company policies. As this is just the initial stage of the job offer process, be sure not to send too many documents. Limit yourself to the most important documents — you can always send the rest of your company information on their first day!

About the author
Alessia Musso
Alessia is Homerun's resident Canuck and Content Writer based in London. She's been writing B2B content for small and medium-sized businesses for eight years and is passionate about helping people feel more confident (and happy!) in their jobs. When she’s not researching the ways growing teams can improve their hiring, she’s probably thinking about pasta, books, craft beer, and the importance of the Oxford comma.
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