How to write an effective offer letter
What is an offer letter? It is an effective way which communicates to an employee about the various terms of employment and if not communicated properly it can result into argument or even loosing employee on whom you have spent so much of energy and the precious time spent on recruitment. So, it very essential to put in your extra efforts on writing an offer letter. So, the below guidelines explains you where to start, what to include and making the written job offer personalized.
Where to start in writing an offer letter:
- Making a verbal offer: It is a suggestion to make a verbal offer either on the phone or during interview process, and then making a formal letter and sending it across. This thing would give an impression the HR cares about their employees and the new person who would join their team.
- Do a thorough research about various laws: Every country or state has their own rules and regulations. For e.g. some organizations need a complete detail about the employee background. This clause could be included in the offer letter sample. Also, more information can be gathered from the concerned department of labor or department of workforce development.
Where to include in an offer letter:
- Start with a template: One of the easiest ways to write the letter is to start with an offer letter sample. Every organization’s HR department has a baselined offer letter template which has been reviewed by a lawyer; it can be used for job offerings.
- Short and Long: Mainly there are 2 approaches to write an offer letter. One can just write the basics and send the letter and afterwards send a follow up letter wherein providing the details and orientation process if the candidate accepts. Another method could be giving the complete details in just one email. However; both the approaches have disadvantages and advantages. It is totally an organization choice to follow the strategy.
- Contractual Implications: Avoid using some phrases which shows some kind of indefinite future of employment like related to ‘job security’, or ‘in the future’, or ‘we are a family company’. Also, try to avoid statements regarding annual salary amounts. It is better to give salary amount based on hourly, weekly or monthly salary terms.