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Job Offer Letters: Important Terms, Documents & Examples

Instructor: Lesley King

Lesley has taught ESOL for many years, holds a master's degree in curriculum and instruction, and a doctorate degree in Instructional Leadership.

In this lesson, you will learn important terms that should be included in a job offer letter. You will also learn why the terms are meaningful, and which documents must be signed by both the employer and the employee.

Informing the Applicant

When an employer is offering a job to an applicant, they should notify them in writing. This is usually done in the form of a letter with additional documents included. These additional documents should be kept on file and signed for accountability and documentation purposes. The job offer letter should also cover key points so that the potential employee will understand the job description, payment schedule, salary, and responsibilities. When the letter of offer is clear, this can speed up the hiring process and allow the training process to begin promptly.

Hiring Status and Benefits

Once you offer the job, be sure to inform the candidate of their job status. This means that they should know is they are seasonal, part-time, or full-time. If a person is to be seasonal this means that they will only be offered employment during the company's highest time of need for extra help. In some cases, employers will inform the candidate if they may have the opportunity to stay with the company beyond the seasonal time frame. Employees who are considered full-time usually work a minimum of 40 hours per week and receive benefits. Employers should be clear about benefits being offered, if there are any. Benefits include options for health insurance, dental care, retirement, and worker's compensation.

Work Schedule

The candidate's job offer letter should explain the work schedule. The work schedule is the daily work time for arriving and leaving the job site. For example, the letter may state that employees are to sign-in each day at 7:00 a.m. and sign-out at 3:30 p.m. This is important because it gives the candidate a chance to determine how to adhere to the time and whether it is a schedule they can keep. Be specific with whether or not they are to work Monday through Friday only or a set number of weekends.

Payment

Along with being clear about the schedule, everyone usually wants to know about the money! Employers should explain whether or not the employee will be an hourly or salary paid employee. An hourly employee is paid a set rate per hour worked. One who is on salary is paid a set amount per year, and it is not based on hours worked. Not only should the candidate know how much they will be paid, they should know how often. For example, the employer should attach a printout of the company's payment schedule, which tells when to expect a check or a deposit to their account.

Responsibilities

Job responsibilities must be a part of the job offer letter. It should be in the form of a brief overview of what is expected. This is important for documentation that the candidate knows what he or she is expected to do during their time on the job.

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