Job Offer and Appointment Letter

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Hello friends.

Now, that you have completed the negotiation, well, it is time to document it formally and that is in writing the job offer.

Come, let’s have a look at the things that are included in a job offer?

First of all, there must be a “descriptive subject line” so that you can grab the candidate’s attention immediately.

Well, “the job offer followed by your company name is a very effective strategy”.

Then, when you are writing the content, don’t forget to write the “job title and description” so that the employee’s official title is solidified on pen and paper. And also indicate who will the candidate be reporting to? if the position is part-time or full-time, non-exempt or exempt, and what is the expected work schedule? What will be the starting date? What are the candidate’s job responsibilities? Ensure that it is clear and up to date. And if needed, then cross-check this with the hiring manager as well. Okay.

Next, you need to mention the compensation details like what is the base salary? What will be the frequency of payment and what will be the method? Are there any bonuses or stock options?

Generally, it is always good to apply the 10% rule which is to increase their current pay by 10% every year so that people do not leave their job. Clarity is very crucial when you are talking about compensation. Okay.

Then, talk about the “benefits” because perks are what make a job fun and generally people tend to stay longer because of the benefits only.

Basically, before finalizing a job decision, many people tend to consider the benefits first. And the benefits can be anything. For instance, “health care plans, wellness benefits, relocation assistance, insurance plans, educational assistance, paid sick leaves, disability allowances, spending accounts, company vehicles”, and so on and so forth. And when you include vacation time, trust me it becomes an icing on the cake. Okay.

This way, when you include all these things in your job offer and present it formally, the candidates also feel delighted that I am going to an organization that is offering me so much. Right?

Next, you can also talk about your “company culture” because this is your chance to woo the candidate.

Well, as “you want them to accept the job, show them how great working at your company is”. What is included in your company’s culture? How is the working environment? Based on that, candidates also feel that yes, I want to go into this organization. Okay.

Then, you can also highlight a few things about your “company policies”. No need to write the entire employee handbook, instead mention the policies that are more crucial.

Then the next thing is “disclosures”.

It is important that you disclose all the legal documents like “at-will employment, confidentiality agreements, and non-compete clauses from the beginning only. Okay.

Then, the next thing is “contingencies”.

This is the final step to declare that this offer is dependent on factors like “background checks, reference checks, proof of rights to work etcetera. Therefore, make sure to double-check your geographic requirements for these and at this juncture, your employment subject to a background check or reference check is mentioned.

Now, by doing so, you add a contingency that if things do not go well beyond this point, then this offer can also be forfeited which means you are no longer liable to offer this particular job to that candidate. (Clear, so far?)

Well, this was the content. Now, let’s learn how to format a job offer?

So, first of all, write a proper introduction. Greet them, reiterate the good news, congratulate them, and express your excitement to have them join your company.

Then, mention the salary in the email body so that the candidate does not have to hunt for it in the attached PDF.

Then, you should also mention a reminder of your recent phone call and let them know about all the documents that are attached and how will they work etcetera. So, referring to your call, mention all such things. Okay.

Furthermore, provide a clear deadline till when should the candidate revert back to your offer, and don’t forget to mention a call to action that if they have any queries or doubts, then they can directly reach out to you.

And finally, a signoff as this is pretty big news for the candidate. Therefore, congratulate them once again and let them know that you wish to see them very soon in your organization. Lastly, “signoff with your name, credentials, and methods of contact” through which the candidate can approach you easily. (Got it?)

Now, moving on, let’s talk about the “appointment letter”.

Now, once the candidates accept your offer, on the day of joining you give an appointment letter to them.

Come, let’s see what content should be in the appointment letter and how should it be drafted?

So, the basics of how to write an appointment letter is on your screen. Have a look.

Starting with the “date”, then “employee name, address”, mention the “subject”, then you start with the salutation and write an “introductory line” conveying the position that you are offering along with the company name. Then, what will be the “date of joining”, what is the “job title”, what is the “salary”, what is the “job location”, what are the “working hours”, then if there is a “probation period”, mention it here?

Moreover, what are the “leave policies”, any other “terms and conditions” that you need to call out, and lastly you sign off with “name of the concerned person’s signature” and their “designation”.

Well, this is a high-level format of writing an appointment letter.

Now, let’s have a look at an example of how to actually write an appointment letter.

So, “date – 20^th march”.

To, “Ashish Kumar”.

Their address.

“Dear Ashish, this is with reference to your application for the job profile “Software Engineer” and the subsequent discussions you had with us at the interview on so and so date, on the following terms and conditions”.

Then, the “Designation” is mentioned. The “job location” is also mentioned.

Now, here one clause is also added saying that you may be required to work at any place of the business or as per the later requirement.

 It is very important to mention this so that the candidate is able to know from a flexibility point of view that right now our job location is Delhi but, in the future, you might have to relocate as well. Okay.

Then, the “commencement of your employment”. Moreover, all the details related to “salary and compensation” along with the tax deduction and if you want to mention the variable pay, then you can mention it all here. you can also call out all the details regarding the leave policy.

Moving on, you need to mention the working hours. And finally, you close by congratulating the person and hoping that they stay with your organization for a long time. (Clear, so far)

In this way, your job appointment letter is written. It is very basic, but I mentioned some key details that you need to focus on. And I am sure you will be able to create a perfect appointment letter without any errors. You can write any appointment letters effectively and hand them out to your prospective candidates. Okay.

Thank you.

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