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Job Offer Letters: Important Terms, Documents & Examples

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  • 0:00 Informing the…
  • 1:29 Work Status
  • 1:59 Payment
  • 2:35 Responsibilities
  • 3:20 Signed Documents
  • 4:06 Lesson Summary
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Lesson Transcript
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 after a verbal offer, the employer should notify the applicant 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 the responsibilities. When the offer letter 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 applicant the job, be sure to inform the candidate of their job status. This means that they should know if 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 that they have the opportunity to stay with the company beyond the seasonal time frame. For instance, after a holiday season, an employer might keep some of the employees who have performed particularly well.

Employees who are considered full-time usually work a minimum of 40 hours per week and receive benefits. Employers should be clear about the 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 also 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 the candidate is to work Monday through Friday only or a set number of weekends.

Payment

Along with being clear about the work schedule, everyone usually wants to know about the money. Employers should explain whether or not the employee will be an hourly employee or paid a salary. An hourly employee is paid a set rate per hour worked. An employee who is on a 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 the employee 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 so that the candidate knows what he or she is expected to do during their time on the job.

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