Employment Offer Letter Instructions
On the top of the Letterhead enter the Employer’s name and address and any other contact information that you may want, including phone number and email address.
Next enter the date of the Offer Letter.
Then enter the name and address of the potential employee who is being offered the position.
Next, after Dear enter the name of the potential employee.
In the opening paragraph of the letter enter the job position that is being offered, then enter the name of the company that is the Employer. Then enter the date that the position will start. Enter the date as day, month, year. For example, 8th day of July, 2021.
Paragraph 1 – Employment: Enter whether the position is full-time, part-time and if the position is on a temporary or permanent basis. For example, This is a full-time, permanent position starting as of….
Next enter the scheduled hours of work. For example you may fill out the blank as follows: Your scheduled hours of work are from 9 am to 5 pm, Monday through Friday, however you may be expected to work more hours as will be required. Employees are expected to work a minimum of 40 hours per week.
If this is not applicable, enter not applicable here.
Next subsection, if the position is based on a probationary period enter that period of time here. For example, you may enter 3 months or 30 days. If there is no probationary period enter zero (0) or not appliable in the provided line.
Paragraph 2 – Duties: First enter the title of the position being offered. In the next blank enter the name of the supervisor to whom the employee will be reporting.
Paragraph 3 – Compensation: Enter the appropriate information in each subsection of this paragraph.
Compensation Subsection: Enter the salary amount being offered to the employee. The salary may be entered as an annual, monthly or hourly basis. After the word per enter the option you want. For example, The position will have a starting salary of $56,500.00 per year.
Next enter how the salary will be paid. Will the employee receive a paycheck weekly, bi-weekly, twice per month, etc.…. If you wish to not specify enter not applicable.
Benefits Subsection: Enter any benefits that the employee will be entitled to. If there is a benefits program that the Company has established you may write in that the employee will participate in the benefits program or if there are specific benefits you are providing list them here, such benefits may include but are not limited to: relocation allowances, stock options, pension plans, benefits, etc.…
If no benefits are being provided state so here, as well.
Paragraph 4 – Vacation Time: Enter the amount of vacation time the employee will be provided with. For example, two weeks of paid vacation time.
Please note that Two weeks’ vacation is the most popular choice in the majority of jurisdictions. You should still check your state’s labor laws to ensure you meet the minimum vacation period. We include a severability clause in your contract. This severability clause will keep the rest of the employment contract intact if you accidentally choose a vacation period shorter than required by your jurisdiction.
Paragraph 5 – Conditions of Employment and Representations: If employment is contingent upon any of the listed conditions or representations, place an “X” next to it to indicate as such. If there are additional conditions or representations that you want to include, place an ‘X’ next to other and fill that in.
Paragraph 6 – Additional Clauses: Enter any additional information that you would like to include here. Remember to use concise sentences and refer to the parties as the Company (the employer) and the employee or you.
Paragraph 7 – Miscellaneous Terms: Under the subsection of governing law, enter the state that the laws of that state will apply, typically this is where the Company is located.
Signature Section: Enter the date by which the potential employee must sign and return this letter to the company. In the next paragraph enter a phone number and/or email where the potential employee can ask any questions regarding this offer letter, should they have any.
Next the Employer should sign the letter and print their name, then enter their title below the signature line.
Acceptance of Employment: Once the potential employee accepts the offer they should enter their name, date and sign to indicate their acceptance of the position and return the letter to the Employer. The date should be entered as day, month, year. For example, 7th day of March, 2023.