The offer letter for employment is a letter from the company/business organization to the selected candidate confirming that he/she has been selected for the relevant post and the job is being offered subject to the certain specified terms and conditions.
It is worth noting that just as the employer has a choice of selecting the candidates for the job, the candidates too would have the choice of accepting the job offer or rejecting it. For this reason, it is equally essential that the offer letter is made appealing.
This letter is the first opportunity to the hiring organization to create a favourable impression about them. In the world of business, first impressions do matter. Like an individual, any business organization too has a body language.
Organizational body language gets manifested in its logo, letterhead, quality of stationary, website, quality of communication, etc. To create the right first impression, the company or organization sending the offer letter should take care to make the letterhead, typing elegance, content quality and the cover or envelope of the letter of a high standard.
A good letter of employment would generally take into account the following:
i. Mention the candidate’s name correctly
ii. Make sure the address mentioned is right
iii. Welcome the candidate
iv. Mention the position and grade
v. Mention the gross annual salary/cost to the company (CTC)
vi. Give the details of break-up of salary in terms of various allowances, provident fund (PF) and any other components like gratuity, pension scheme, etc.
vii. Present location and transferability
viii. Starting date and time
ix. Validity period of the offer
x. Annexure giving the other terms and conditions of the job offer which include, among others, the following:
1. Probation period
2 Office timings
3. Confidentiality clause
4. Notice period
5. Joining bonus, if any
6. Relieving letter from the previous employer
The letter should be duly signed by the HR manager mentioning the date and place. It would also be appropriate to end the letter on a positive note such as ‘Looking forward to having you on board’ and ‘Looking forward to the pleasure of having you with us.’ The employer should also ensure that the offer letter is despatched promptly, for any delay would give a poor impression about the organization.