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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

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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

3 cover letter examples to help you catch a hiring manager’s attention

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60+ Cover Letter Examples in 2024 [For All Professions]

No matter where you are in your career, or what job you’re applying for, submitting a cover letter with your resume is a must . 

Done right, a cover letter will effectively complement your resume and explain to the hiring manager in more detail why you’re the right person for the job.

Writing a cover letter, however, is easier said than done. 

You have to effectively demonstrate that you’ll be able to perform the responsibilities listed in the job description and that you’d be a better fit for the company compared to other candidates. 

And unless you’re a professional writer, this can be a very hard task.

Fortunately, we created these cover letter examples to inspire you and help you get started with your own cover letter!

Let’s dive in!

21 Cover Letter Examples 

#1. career change cover letter example .

Here’s what this cover letter does right:

• Has an ideal length. This cover letter includes all the relevant information for the hiring manager without getting into too much detail.
• Relevant introduction. The candidate explains that they’re changing careers and why they want to work in this new field from the get-go.
• Explains their related experience. The candidate explains how their previous experience in retail sales can help them succeed in PR.

Check out our guide video guide to learn how to write a Cover Letter that gets you HIRED!

#2. Recent Graduate Cover Letter Example 

• Personally greets the hiring manager. The candidate has taken the time to find the hiring manager’s name and address them by it, which makes the opening of the cover letter much more personal.
• Wraps up with a call to action. The candidate wraps up the cover letter by suggesting a meeting with the hiring manager, which makes them more memorable.
• Explains why the candidate is the right person for the internship. In this cover letter for an internship , the candidate explains how they’ve previously interned in a different firm, which gives them the experience to succeed in this role.

Have you just graduated from college? Make sure to check out our guide on writing an entry-level cover letter from start to finish! 

#3. Middle Management Cover Letter Example

• Use of bullet points. The candidate presents the information in a concise and reader-friendly way, making it easy for the hiring manager to find their key achievements. 
• Formal closing. The candidate has used a formal and polite tone to conclude their cover letter, which combined with a call to action makes them look professional and passionate about getting the job. 
• Explains how the company would benefit from hiring them. The candidate outlines exactly what they could do for the company, which not only highlights their skills but also shows they’ve done their research on the company’s needs. 

#4. Business Manager Cover Letter Example

• Detailed header. In addition to the must-have contact details, this candidate has also included their professional Twitter and LinkedIn profiles, making it easy for the hiring manager to look more closely into their career. 
• Concise and to the point. This candidate has used short paragraphs and bullet points to make the cover letter easy to skim through. 
• Wraps up with a call to action. By letting the hiring manager know they’ll be contacting them soon, they’re more likely to make an impression.

Check out this article for a complete writing guide and an inspiring business manager resume sample. 

#5. Ph.D. Cover Letter Example

Here’s what this cover letter does right: 

• Attention-grabbing introduction. In the opening paragraph, this candidate explains why they’re passionate about pursuing a Ph.D. in great detail. 
• Explains the candidate’s qualifications in detail. The candidate builds on their passion by explaining how they’re also qualified for the degree because of their education history and academic achievements. 

#6. Senior Executive Cover Letter Example

• Professional and minimalistic template. This senior executive has used a professional but minimalistic template that lets their work experience do the talking. 
• Achievement-oriented opening paragraph. Right from the get-go, this candidate explains what makes them so good at their job, effectively grabbing the hiring manager’s attention.  
• Wraps up with a call to action. By suggesting to have a meeting and discussing how they can help the company meet its goals, the candidate stands more chance to make a positive lasting impression. 

#7. Architect Cover Letter Example 

• Modern resume template. This architect has picked a template that perfectly matches his industry, as it is professional and modern at the same time. 
• A personal greeting to the HR. They address the hiring manager by their first name, which helps make a better first impression. 
• Measurable achievements. By quantifying their achievements, the candidate proves their achievements instead of just claiming them.

Struggling with your architect resume ? Check out our full guide!

#8. Business Analyst Cover Letter Example 

• Detailed contact information. The candidate has listed both their LinkedIn and Twitter profiles, providing the HR manager an opportunity to learn more about the candidate.  
• Mentions what the candidate can do for the company. This cover letter doesn’t just explain why the job would be great for the candidate, but also how the candidate would benefit the company. Win-win, right? 
• Error-free and reader-friendly. It’s super important for the cover letter to have no spelling or grammatical errors and be reader-friendly. This candidate made sure they did both.

Need a resume alongside your cover letter? Check out our guide on how to write a business analyst resume . 

#9. Consultant Cover Letter Example 

• Professional cover letter template. Being an experienced consultant, this candidate has picked a professional template that doesn’t steal the spotlight from their achievements. 
• Experience and achievement-oriented. The candidate has effectively elaborated on their top achievements relevant to the job. 
• Highlights the candidate’s passion. To show they want the job, this candidate has also explained how passionate they are about their profession.

For more advice on landing a job as a consultant, check out our guide to writing a consultant resume .

#10. Digital Marketing Cover Letter Example

• Creative cover letter template. This digital marketer highlights their originality by picking a creative cover letter template. 
• Lists the candidate’s awards. The candidate has taken advantage of the cover letter to list their most noteworthy awards in the industry. 
• Concludes with a call to action. As they used a call to action to conclude their cover letter, the HR manager will be more likely to remember them.

Want to take your digital marketing resume to the next level? Check out our guide!

#11. Graphic Designer Cover Letter Example 

• Detailed contact information. The candidate has included additional contact information such as their website link, as well as their LinkedIn and Twitter profiles.  
• Ideal length. This cover letter is concise, which means that the HR manager is more likely to read it from start to finish.  
• Draws attention to the candidate’s strong points. Although this candidate is a recent college graduate, they’ve managed to effectively show that they have enough knowledge and experience to do the job right.

Read this guide to write a graphic designer resume that’s just as good as your cover letter!

#12. Administrative Assistant Cover Letter Example

• Minimalistic cover letter template. The candidate picked a well-designed but minimalistic template for their cover letter. 
• Focused on skills and achievements. This cover letter is packed with the candidate’s skills and achievements, proving he can be an excellent employee. 
• Formal closing. Politeness can go a long way and the candidate has used this to their advantage to make an impression. 

Our article on how to write an administrative assistant resume can help you take your job application to the next level.

#13. Front Desk Cover Letter Example

• Modern cover letter template. This template incorporates memorable colors and clear lines, which make the cover letter very visually appealing. 
• Attention-grabbing introduction. Using an attention-grabbing intro, the candidate is more likely to make an impression. 
• Calls the HR to action. By including a call to action, the candidate is reminding the HR of their immediate availability. 

#14. Human Resources Cover Letter Example

• It is concise and to the point. The candidate doesn’t dwell on unimportant details the HR won’t be interested in. 
• Uses a traditional cover letter template. The cover letter design is more on the conventional side, which fits the industry better. 
• Highlights the candidate’s strong points. The candidate has rich work experience and they use the cover letter to elaborate on it. 

This HR resume guide can help you get your resume just right.

#15. Sales Agent Cover Letter Example 

• Attention-grabbing cover letter template. As a salesperson, this candidate knows how important first impressions are, so they’ve picked a catchy cover letter template. 
• Has an ideal length. At the same time, they’ve also made sure to keep their cover letter at just the right length. 
• Lists the candidate’s career highlights. The candidate has made perfect use of the space by mentioning their most impressive professional achievements. 

Check out this sales agent resume guide to create an attention-grabbing sales resume .

#16. Receptionist Cover Letter Example

• Modern but minimalistic cover letter template. The template’s design hints the candidate is creative but professional at the same time. 
• Uses a catchy introduction. The candidate has used an attention-grabbing opening paragraph to catch HR’s attention. 
• Concludes the cover letter formally. The candidate proves that they’re polite and well-spoken, a quality very much important for the role they’re applying for. 

Take your receptionist resume to the next level with this receptionist resume guide .

#17. Information Technology Cover Letter Example

• Mentions measurable achievements. Numbers make an impact, which is why this candidate has included measurable achievements. 
• Lists both soft and hard skills. The candidate has mentioned a great mix of soft and hard skills, showing how well-rounded they are. 
• Contains relevant contact information. The candidate’s GitHub, website name, LinkedIn, and Twitter profiles are all great additions to the resume. 

Looking for tips to help you write a great IT resume ? Check out our guide!

#18. Real Estate Cover Letter Example

• Ideal length. Short and to the point, this cover letter is bound to get noticed by the HR manager. 
• Wraps up with a call to action. This candidate reinforces the HR to call them back through a final call to action. 
• Mentions the right skills. On top of their sales accomplishments, the candidate touch upon important soft skills such as customer service and communication . 

This real estate resume guide will help you take your resume from good to great.

#19. Teacher Cover Letter Example

• Mentions relevant contact information details. This candidate has included optional (but relevant) contact information details, such as their LinkedIn, Quora, and Medium profiles. 
• Achievement-oriented. The candidate has elaborated on their achievements in more detail throughout their cover letter. 
• Highlights the candidate’s passion. For some jobs, being passionate is much more important than for others. Teaching is one of these jobs, which is why this candidate explains their passion for the job. 

Our guide on how to write a teacher resume has all the tips you need to land the job.

#20. Project Manager Cover Letter Example

• Leverages a catchy introduction. Through a catchy introductory paragraph, this candidate is sure to grab the HR’s attention and get them to read the rest of their cover letter.
• Lists measurable accomplishments. This candidate explains exactly what they’ve achieved using numbers and hard data. 
• Personally greets the HR. A personal greeting sounds much better than “Dear Sir/Madam,” and the candidate knows this. 

This guide on how to write a project manager resume can help you perfect your appication.

#21. Paralegal Cover Letter Example

• Minimalistic cover letter template. This cover letter design looks good but doesn’t steal the show from the candidate’s abilities.
• Mentions the candidate’s academic achievements and extracurricular activities. Although the candidate is a recent graduate, they’ve used the cover letter to explain they have enough skills and achievements to do the job.
• Lists measurable achievements. The candidate proves they did well in their internship by mentioning quantifiable achievements.

Check out this paralegal resume guide to perfect yours.

40+ More Cover Letter Examples and Guides 

Couldn’t find a cover letter example for your field? Do not worry.

Below you can find a number of other cover letter examples for different fields and industries:

• Acting Cover Letter Examples
• Accounting Cover Letter Examples
• Administrative Assistant Cover Letter Examples
• Architecture Cover Letter Examples
• Attorney Cover Letter Examples
• Barista Cover Letter Examples
• Bartender Cover Letter Examples
• Business Cover Letter Examples
• Business Analyst Cover Letter Examples
• College Student Cover Letter Examples
• Computer Science Cover Letter Examples
• Construction Cover Letter Examples
• Consultant Cover Letter Examples
• Customer Service Cover Letter Examples
• Data Analyst Cover Letter Examples
• Data Entry Cover Letter Examples
• Dental Assistant Cover Letter Examples
• Digital Marketing Cover Letter Examples
• Elementary Teacher Cover Letter Examples
• Engineering Cover Letter Examples
• Executive Assistant Cover Letter Examples
• Finance Cover Letter Examples
• Graphic Design Cover Letter Examples
• Healthcare Cover Letter Examples
• Human Resources Cover Letter Examples
• IT Cover Letter Examples
• Law Cover Letter Examples
• Management Cover Letter Examples
• Marketing Cover Letter Examples
• Mechanical Engineering Cover Letter Examples
• Medical Assistant Cover Letter Examples
• Nurse Practitioner Cover Letter Examples
• Physician Cover Letter Examples
• Project Manager Cover Letter Examples
• Receptionist Cover Letter Examples
• Retail Cover Letter Examples
• Sales Cover Letter Examples
• Social Work Cover Letter Examples
• Software Engineer Cover Letter Examples
• Substitute Teacher Cover Letter Examples
• Teacher Assistant Cover Letter Examples
• Team Leader Cover Letter Example

What is a Cover Letter? 

A cover letter is a one-page document that you submit as part of your job application, alongside your resume . 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can give the hiring manager more insight into what makes you a good candidate and help them make up their mind about whether they should invite you for an interview. A bad cover letter, though, will get ignored (at best) and lose you the job (at worst).

So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

The first thing to remember is that a cover letter is a supplement to your resume, not a replacement. Meaning, you shouldn’t just repeat whatever is mentioned in your resume and call it a day. 

Optimally, you should use your cover letter to shed more light on your skills and qualifications, as well as explain anything you didn’t have space for in your resume (e.g. a career gap or why you’re changing careers).

If you’re writing a cover letter for the first time, though, putting all this together might seem pretty tough. 

Fortunately, you can follow our tried-and-tested format to make the experience much easier:

• Header - Input your contact information.
• Greeting the hiring manager - Open the cover letter with a “Dear Sir or Madam,” or use the hiring manager’s name if you know what that is.
• Opening paragraph - Grab the hiring manager’s attention by getting straight to the point. Mention what your professional experiences are, and what role you’re applying for.
• The second paragraph - Explain why you’re the perfect candidate for the job. Mention your top 2-3 achievements, your top skills, why you want to work in that specific industry, and whatever else is relevant.
• The third paragraph - End your cover letter with a call to action. E.g. “I would love to meet personally and discuss how I can help Company X.”
• Formal closing - Something like this: “Thank you for your consideration. Best, John Doe.”

Here’s what this looks like in practice:

9 Tips to Write a Cover Letter (the Right Way)

Now that we've covered the basics, let's talk about cover letter tips . Below, we'll give you all the knowledge you need to take your cover letter from "OK" to "great."

#1. Pick the right template

A good cover letter is all about leaving the right first impression.

And what’s a better way to leave a good impression than through a professional, well-formatted, and visual template?

You can simply pick one of our tried-and-tested cover letter templates and you’ll be all set!

#2. Add your contact details on the header

The best way to start your cover letter is through a header. 

Here’s what you want to include there:

• Phone Number
• Name of the hiring manager / their professional title
• Name of the company you’re applying to

Optionally, you can also include the following:

• Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
• Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your content portfolio site or blog.

#3. Greet the hiring manager the right way

Once you’ve listed all your relevant contact information, it’s time to address the hiring manager reading your cover letter. 

A good practice here is to find the hiring manager’s name and address them directly instead of using the traditional “dear sir or madam.” This shows that you’re really invested in the company and that you took your time to do some research about the job.

So, how can you find out the hiring manager’s name?

One way to do this is by looking up the head of the company’s relevant department on LinkedIn. Let’s say you’re applying for the position of Communication Specialist at Novoresume. The hiring manager is probably the Head of Communications or the Chief Communications Office.

Or let’s say you’re applying for the position of server at a restaurant. In that case, you’d be looking to find out who the restaurant manager is.

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

If you still can’t find out the hiring manager’s name, here are several other greetings you can use:

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• To whom it may concern
• Dear [Department] Team

#4. Create an attention-grabbing introduction

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The problem with most cover letter opening paragraphs, though, is that they’re usually extremely generic, often looking something like this: 

Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

As you can probably tell, this opening paragraph doesn’t tell the hiring manager anything other than that you’ve worked the job before - and that’s not really helpful in setting you apart from other candidates. 

What you want to do, instead, is start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position. 

For example:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as my excellence in sales, makes me the right candidate for the role of X at Company Y.

The second example shows how the candidate is a top performer. The first just shows that they’ve worked a sales job before.

Which one are YOU more likely to invite for an interview?

#5. Show you’re the perfect person for the job

One great thing about cover letters is that they allow you to expand more on the top achievements from your resume and really show the hiring manager that you’re the right person for the job. 

A good way to do that is to first read the job ad and really understand what skills/experiences are required, and then to ensure that your cover letter touches upon the said skills or experiences.

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+. As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. This means I created the ad copy and images, as well as picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

#6. Explain why you’re a great company fit

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

To convince the hiring manager that you’re a great company fit, do some research on the company and find out what it is you like about them, or about working there. You want to know things like:

• What’s the company’s business model?
• What’s the company's product or service? Have you used it?
• What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

Then, turn your top reasons for liking to work there into text and add them to your cover letter! 

#7. Wrap up with a call to action

To make the end of your cover letter as memorable as possible, you want to:

• Wrap up any points you couldn't in the previous paragraphs. Mention anything you’ve left out that you think could help the hiring manager make up your mind.
• Thank the hiring manager for their time. After all, it never hurts to be polite. 
• Finish the cover letter with a call to action. A call to action is a great way to make your cover letter ending as memorable as possible. 

#8. Write a formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions in a cover letter:

• Best Regards,
• Kind Regards,

#9. Proofread your cover letter

Last but not least, make sure to always proofread each and every document that you’ll be including in your job application - cover letter included. 

The last thing you want is to be claiming you’re a great candidate for the job with a cover letter full of typos! 

For an even more comprehensive guide on how to write an impactful cover letter , check out our article ! 

Cover Letter Writing Checklist 

Frequently Asked Questions

Do you still have some questions about cover letters? Check out the answers below:

1. How do I write a simple cover letter? 

To write a cover letter that’s simple but also professional, make sure to include a header with your personal information, a formal greeting to the hiring manager, an attention-grabbing opening paragraph, a second paragraph explaining why you’re a good candidate for the job, and a formal closing (preferably with a call to action). 

2. What are the 3 parts of a cover letter? 

The three parts of a cover letter are: 

• The introduction , namely the header, the greeting to the hiring manager, and the opening paragraph. 
• The sales pitch is usually the body of the cover letter. 
• The conclusion involves a formal closing and a signature line.

3. What makes a great cover letter?

A great cover letter should be personalized for each job you’re applying for, instead of being overly generic. It’s also preferable to address the hiring manager by their name and not use the overly-used “Dear Sir/Madam.”

To make a great first impression, you should mention 1-2 of your top achievements in your opening paragraph - the more job-specific they are, the better. Also, don’t stop at showing the hiring manager why you’re a great candidate for the job. Make sure to also talk about how you’re a good culture fit for the company.

Last but not least, wrap up your closing paragraph with a call to action to give the hiring manager a little extra something to remember you by. 

4. When is a cover letter necessary?

Unless the job ad specifically states otherwise, you should always include a cover letter with your job application .

Even if the hiring manager doesn’t read it, you will look more professional simply by including one.

And that’s a wrap! We hope our cover letter examples and writing tips will inspire you to write a cover letter that will land you your next job.

If you’re looking for more invaluable career advice and articles, make sure to check out our career blog , or any of these related articles: 

• How to Write a Resume
• Cover Letter Mistakes to Avoid at All Costs
• Cover Letter Format (w/ Examples & Free Templates)

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Job offer letter template: cover letter

A template for a cover letter when offering someone a job. Free to use.

You can copy and paste the template text into an email or document. 

This job offer letter refers to an important attached document called the 'written statement of employment particulars'. For this document, use our templates for written statements .  

If you want to send a job offer letter without the attached document, you can use our job offer letter template that includes the written statement . 

[Successful candidate's full name] [Successful candidate's address]  

[Date of letter]

Dear [successful candidate's first name] ,

Following [the organisation's recent selection / your recent interview] , I am writing to offer you the post of [title of job] at the salary of [amount] per year, starting on [start date] .

The post's main terms and conditions of employment are in your attached written statement of employment particulars.

This is a [permanent / fixed-term / temporary post / temporary post to cover for maternity leave].

On starting, you will report to [manager's name] .

As explained at your [assessment day / interview] , this job offer is made subject to satisfactory results from necessary pre-employment checks. There will also be a probationary period of [length of probationary period – usually 3 or 6 months] which will have to be completed satisfactorily.

If you have any queries on the contents of this letter, the attached written statement or the pre-employment checks, please do not hesitate to contact me on [the letter writer's telephone number] or [the letter writer's email address] .

To accept this offer, please sign this letter and the attached written statement, and send it back to [insert details] .

We are delighted to offer you this opportunity, and look forward to you joining the organisation and working with you.

Yours sincerely,

[The letter writer's name and job title]

[Business or organisation name] [Business or organisation address]

For the candidate to sign and return

I accept the job offer in this letter.

Signed: [successful candidate to write their signature]

Name: [successful candidate to print their full name in capital letters]

Date:  [insert date]

Download this template

• Download this template in Microsoft Word format (DOCX, 27KB)
• Download this template in Open Document format (ODT, 8KB)

If you need this template in a different format, or you cannot download it, email  [email protected]

If you like, you can tell us more about what was useful on this page. We cannot reply – so do not include any personal details, for example your email address or phone number. If you have any questions about your individual circumstances, you can contact the Acas helpline .

How to Write a Job Offer Letter that Attracts Top Talent (2024)

A well-crafted job offer letter is crucial for securing top talent. It sets the tone for the candidate's employment experience and showcases your company culture and values. To create an effective offer letter:

• Personalize the letter by acknowledging the candidate's qualifications and how they align with the role.
• Clearly outline job details , including responsibilities, reporting structure, and performance expectations.
• Highlight competitive benefits like compensation, flexible work arrangements, professional development opportunities, and unique perks.

Related video from YouTube

Key Parts of a Job Offer Letter

Making your offer letter stand out.

• Personalize and recognize the candidate's achievements and fit for the role
• Offer competitive pay and comprehensive benefits
• Highlight company culture, career growth opportunities, and work-life balance initiatives

Writing Style and Language

• Use clear, concise language and avoid complex jargon
• Reflect company culture and values in your tone
• Consult legal/HR team to ensure precise and unambiguous wording

Delivering the Offer Letter

• Choose a professional delivery method (email or postal mail)
• Follow up respectfully without exerting undue pressure
• Be open to addressing questions or negotiating terms

By crafting a compelling job offer letter, you increase your chances of securing top talent and driving your organization's success.

Company Info and Contact Details

A job offer letter should start with your company's logo or letterhead, followed by the current date and the candidate's full name and address. This attention to detail sets a professional tone.

Clear Job Details

Job Overview

Pay and Benefits Summary

Compensation Package

• Health insurance plans
• Retirement contributions
• Paid time off
• [Insert unique perks or benefits]

Employment Terms and Legal Statements

At-Will Employment

Please note that this is an at-will employment relationship. You will be required to sign a non-disclosure agreement and/or non-compete clause as part of your employment.

Background Checks

Your employment is contingent on successful completion of background checks or other prerequisites.

Response Deadline and Offer Expiry

Response Deadline

Please respond to this offer by [Insert Response Deadline]. If we do not hear from you by this date, we will assume you are declining the offer.

Offer Expiry

This offer will expire on [Insert Offer Expiry Date] if we do not receive your response by the deadline.

By including these essential elements, your job offer letter provides transparency, demonstrates professionalism, and increases the likelihood of securing top talent for your organization.

To attract top accounting talent , your offer letter needs to stand out and highlight the unique advantages of your company. Here are some strategies to make your offer compelling:

Personalize and Recognize the Candidate

Address the candidate by name and acknowledge their specific achievements, skills, and qualifications that make them an ideal fit for the role. This personal touch helps establish a connection and makes the candidate feel valued.

"We were impressed by your expertise in financial reporting and your proven ability to streamline accounting processes. Your experience aligns perfectly with our needs."

Competitive Pay and Benefits

Offer a competitive salary and benefits package that meets or exceeds industry standards for the candidate's level of experience and expertise. Clearly outline the base salary, performance bonuses, health insurance, retirement plans, paid time off, and any unique perks your company provides.

Company Culture and Career Growth

Highlight your company's values, teamwork, and cultural fit to attract growth-minded candidates. Outline clear career advancement pathways and professional development opportunities that demonstrate your commitment to their long-term success.

"At [Company], we foster a collaborative environment that values continuous learning and growth. You'll have the opportunity to work on challenging projects and advance your career within our dynamic accounting team."

Flexible Work Arrangements

Showcase your company's understanding of work-life balance by offering flexible working arrangements, such as remote work options, flexible schedules, or support initiatives like wellness programs or family leave.

"We understand the importance of work-life balance. Our flexible work policies allow for remote work options and flexible schedules to support your professional and personal needs."

By tailoring your offer letter to highlight these key areas, you'll create a compelling proposition that resonates with top accounting professionals and increases your chances of securing their commitment to your organization.

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Clear and professional tone.

When writing a job offer letter, aim for a tone that is both professional and approachable. Avoid using overly complex language or jargon that may confuse the candidate. Instead, use clear and concise language that effectively communicates the key details.

Reflecting Company Culture

Your job offer letter should give the candidate an insight into your company's culture and values. Choose language that accurately represents your organization's ethos, mission, and core beliefs. This helps the candidate envision their potential fit within the company.

Avoiding Misleading Legal Terms

While it's essential to include necessary legal statements and disclaimers, be cautious about using language that could be misinterpreted or imply unintended legal obligations. Consult with your legal or HR team to ensure the wording is precise and unambiguous.

Here are some tips to keep in mind:

• Use simple language : Avoid using complex vocabulary or jargon that may confuse the candidate.
• Be concise : Keep your sentences short and to the point.
• Reflect company culture : Choose language that accurately represents your organization's ethos, mission, and core beliefs.
• Avoid misleading legal terms : Consult with your legal or HR team to ensure the wording is precise and unambiguous.

By following these tips, you can create a job offer letter that is both professional and approachable, while also accurately representing your company's culture and values.

Choosing the Delivery Method

When sending a job offer letter, you have a few options. Email is a popular choice because it's quick and professional. Make sure the subject line is clear, like "Job Offer: [Position Title] at [Company Name]." Attach the offer letter as a PDF file, and keep the email body brief.

If you prefer a more formal approach, you can send the offer letter by postal mail. This method shows you're committed to the hiring process, but it may take longer for the candidate to receive the offer.

Following Up Without Pressure

After sending the offer letter, follow up with the candidate to show you're still interested. Set a reasonable deadline, usually 5-7 business days, for them to respond. If you haven't heard back, send a polite follow-up email or make a phone call.

| Follow-up Timeline | | --- | --- | | Initial Offer | Send the job offer letter with a clear deadline for response | | 5-7 Business Days | Send a polite follow-up email or make a phone call if no response | | Ongoing | Continue to follow up until the candidate responds or declines |

During the follow-up process, be open to answering questions or negotiating terms. This shows you're flexible and willing to find a mutually beneficial arrangement.

Remember, top talent has options, and your approach during the offer and follow-up stages can influence their decision. By delivering the offer letter professionally and following up respectfully, you increase the chances of securing the candidate's acceptance.

Conclusion: Final Thoughts

Crafting a well-written job offer letter is crucial in attracting top talent to your organization. By following best practices and paying attention to key details, you can create an impactful offer letter that sets your company apart from competitors.

Key Takeaways

To create an effective job offer letter:

• Clearly outline job details, compensation, benefits, and employment terms
• Personalize the letter by recognizing the candidate's qualifications and expressing enthusiasm for having them on board
• Use professional yet approachable language that reflects your company's values and culture

When delivering the offer letter:

• Choose a method that aligns with your company's approach (email or postal mail)
• Be open to addressing any questions or concerns the candidate may have

Remember, the job offer letter is often the final step in securing top talent. By investing time and effort into crafting a compelling offer, you increase your chances of successfully onboarding the ideal candidate and driving your organization's success.

Related posts

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How To Reply To A Job Offer Email: Tips & Samples

By Christina Colclough

Last updated: May 7, 2024

The toughest part (the job interview) is behind you, and now you’ve got a job offer sitting in your email box as solid proof of your excellent skills! All that’s left is to respond to it.

Whether you accept or decline the offer, this reply will help shape your future opportunities with the company. Let me guide you through how to respond to a job offer email in more detail.

In this article:

4 ways to reply to a job offer email.

1. Accepting Job Offer Email

Congratulations on landing the job ! It’s time to solidify your decision with a professional job offer acceptance email. Here’s how to reply:

Subject Line

Clarity is key, so keep it short and informative. Use a format like “Job Offer Acceptance: [Your Name] – [Job Title]. “

Body of the Email

Start your job acceptance email by expressing sincere gratitude to the hiring manager or recruiter for offering you the position. To personalize the message, don’t forget to mention something specific you enjoyed about the hiring process. 

Example: “Thank you so much for offering me the [Job Title] position at [Company Name]. I truly enjoyed learning more about the role and the team during the interview process, especially [mention a key detail you liked about the interview or company].”

Next, state your acceptance clearly and directly with phrases like “I am thrilled to accept your offer for the [Job Title] position at [Company Name].” Briefly reiterate the agreed-upon details for clarity, including:

• Starting salary (if applicable)

If you received a formal offer letter, acknowledge it and state your acceptance of its terms. Only include this if you’ve already reviewed and agree with the terms, of course.

Example: “I have reviewed the offer letter and agree to the terms and conditions outlined.”  

Finally, express your enthusiasm for starting and inquire about the onboarding process. Your future employer will be impressed with your professionalism and proactive approach.

Example: “I’m eager to join the team and contribute to [Company Name]’s success. Please let me know what the onboarding process entails or if the team requires any additional information from me at this time.”

End your offer acceptance email with a professional closing. I suggest using “Sincerely,” “Thank you,” or “Best regards,” followed by your full name.

Declining Job Offer Email

Accepting the offer is obviously ideal, but sometimes, circumstances lead you to decline. In that case, your email should still be courteous and professional while expressing your gratitude. 

Let me tell you how to answer a job offer by email:

Again, be clear and concise. A common format is “Job Offer Regretfully Declined : [Your Name] – [Job Title].”

Body Of The Email

Just like with an acceptance email, you should first express your gratitude to the recruiter for spending their time with you. 

Example : “ Dear [Hiring Manager name], Thank you very much for offering me the [Job Title] position at [Company Name]. I truly appreciate the time and effort you invested in interviewing me and for offering me this opportunity.”

Now comes the hardest part: be direct but polite in your decline. You can use a phrase like: “ After careful consideration, I have decided to decline the offer for the [Job Title] position.”

Frankly, you are not obligated to provide a reason for declining. However, from my own experiences, a brief explanation can help maintain a positive relationship with the company, which would be valuable if you are interested in other future opportunities.

Here are some options:

• You’ve accepted another position that aligns better with your career goals.
• You need more time to consider your options.
• The role’s requirements don’t fully match your current priorities.

Keep the reason professional and avoid negativity about the company or position. If the reason involves sensitive information about another offer, you can simply say, “After careful consideration, I’ve decided to pursue another opportunity.”

Conclude your explanation with well-intended wishes for the company’s future success. 

Example: “I wish you all the best in finding the perfect candidate for the role.”

Just stick to the usual: a professional closing (e.g., “Sincerely” or “Best regards”) preceding your full name.

If You Need More Information

It’s perfectly normal to have questions before making a final decision, so do not hesitate to request more information from the employer. In that case: 

Maintain clarity with a simple format: “Job Offer Inquiry: [Your Name] – [Job Title]. “

Body of The Email

First, thank the hiring manager for the offer and reiterate your interest in the position .

Example: “Dear [Hiring Manager name], Thank you so much for offering me the [Job Title] position at [Company Name]. I’m truly interested in this opportunity and appreciate you considering me for the role.”

Explain that you’d like some additional information before making a final decision.

Example : “To help me fully understand the role and responsibilities, I would be grateful if you could provide some additional information on [mention specific areas you’d like clarification on].”

List your specific questions clearly and concisely to demonstrate how serious you are about your request. The employer can also understand your needs better that way.

Some examples of questions you might ask: 

• Can you elaborate on the structure of the team I would be working with? Could you describe the company culture at [Company Name]?” 
• Could you provide more details on the day-to-day responsibilities of the role? Are there any specific performance metrics or goals I should be aware of?
• If possible, could you share more details about the benefits package and compensation structure for this position? ( note: although it’s generally advisable to wait until after you’ve expressed initial interest in the position to discuss salary)

Briefly restate your enthusiasm for the opportunity if necessary.

Use “Sincerely,” “Regards,” “Best Regards,” and your full name. 

If You Want To Negotiate

Before accepting an offer, you can always discuss compensation and additional benefits to ensure they align with your expectations. According to my survey at UNI Global Union, most seasoned job seekers initiate a negotiation using the following email format:

Use the format “ Job Offer: Negotiation Inquiry – [Your Name] – [Exact Role Title] ” or any other email template with similar clarity. 

Express sincere gratitude (similar to the previous templates), then clearly state your intention to accept the offer, though not without discussing a specific aspect. 

Example: “I’m very interested in accepting this offer and contributing to [Company Name]’s success. However, after careful consideration, I’d like to discuss…”

Some common aspects applicants negotiate on:

• Starting salary
• Benefit package (or one part of it, e.g., health insurance coverage)

Whatever you choose, make sure you only discuss one aspect. Avoid bombarding the recruiter with multiple requests at once! Also, briefly explain your rationale for the request. You can mention relevant experience, market research, or competing offers (if applicable).

Example: “In my previous role at [Previous Company], I successfully [mention achievement related to the job]. Based on my experience and qualifications, I believe [your desired salary] is fair compensation for this position.”

Express your willingness to discuss and find a mutually agreeable solution.

Example: “I’m confident we can reach an agreement that works for both parties. I’m open to discussing alternative solutions that might address my request.”

Finally, restate your excitement about the opportunity in 1-2 sentences.

Use a formal closing and your full name.

4 Email Samples

Offer letter acceptance email reply.

Subject : Job Offer Acceptance: Sarah Jones – Marketing Manager

Dear Ms. Lee,

Thank you so much for offering me the Marketing Manager position at Acme Corporation. I truly enjoyed learning more about the role and the team during the interview process, especially the focus on developing creative social media campaigns to target Gen Z demographics (which I am very passionate about).

I am thrilled to accept your offer. As discussed, the position is for a Marketing Manager with a starting salary of $78,000 and a start date of July 10th. I have reviewed the offer letter and agree to the terms and conditions outlined.

I’m eager to join the team and contribute to Acme Corporation’s success. Please let me know what the onboarding process entails or if you require any additional information from me at this time.

Thank you again for this opportunity. I look forward to starting on July 10th!

Sarah Jones

Offer Decline Email

Subject: Job Offer Regretfully Declined: David Patel – Software Engineer

Dear Mr. Garcia,

Thank you very much for offering me the Software Engineer position at Zenith Technologies. I truly appreciate the time and effort you invested in interviewing me and for providing me with this opportunity.

After careful consideration, I have decided to decline the offer for the Software Engineer position. I have recently accepted another position that aligns more closely with my long-term career goals in cloud computing.

I wish you all the best in finding the perfect candidate for the role.

David Patel

Asking for More Information

Subject: Job Offer Inquiry: Michael Lee – Graphic Designer

Dear Ms. Johnson,

Thank you so much for offering me the Graphic Designer position at Nova Design Studio. I’m truly interested in this opportunity and appreciate you considering me for the role.

To help me fully understand the role and responsibilities, I would be grateful if you could provide some additional information on:

• The specific software programs used by the design team.
• The typical workflow for client projects, from initial concept to final delivery.
• The team structure and the opportunity for collaboration within the design department.

I’m very interested in learning more and believe my skills and experience would be a valuable asset to the team.

Thank you again for your time and consideration. Please let me know if you require any additional information from me.

Michael Lee

Negotiating Salary

Subject: Job Offer: Negotiation Inquiry – Emily Garcia – Sales Manager

Dear Mr. Khan,

Thank you so much for offering me the Sales Manager position at Apex Solutions. I’m truly thrilled about this opportunity and the chance to join your growing team.

I’m very interested in accepting this offer and contributing to Apex Solutions’ success. After careful consideration, I’d like to discuss the possibility of adjusting the starting salary to $90,000 to better reflect my proven track record in exceeding sales targets and my experience managing a large sales team (as demonstrated in my previous role at [Previous Company] where I increased sales by 20%).

I’m confident we can reach an agreement that works for both parties, and I’m open to discussing alternative solutions that might address my request. I’m truly excited about the prospect of joining Apex Solutions and leading the sales team to achieve even greater success.

Thank you again for your time and consideration.

Emily Garcia

Replying to an email job offer should not be a hassle anymore. Select a template that works best for your needs, and feel free to contact me if you need more help with your professional email.

Christina J. Colclough

Dr Christina J. Colclough is an expert on The Future World of Work and the politics of digital technology advocating globally for the importance of the workers’ voice. She has extensive regional and global labour movement experience, is a sought-after keynote speaker, coach, and strategist advising progressive governments and worker organisations.

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