How to Create an Offer Letter That Will Make an Impact

Are you delivering job offer letters that serve more than one purpose, or do your letters stick to the facts and necessary compliance data? Did you know that you can create an offer letter that is both compliant and engaging? These dual-purpose offer letters promote company culture and ensure you appeal to top talent. 

We all know that offer letters provide the details about the job you want to fill, including expectations, job title, salary, and benefits. In addition, however, the offer letter can provide essential compliance information while highlighting how your company creates an excellent experience for your employees. 

Let’s look at how to create a job offer letter that makes a great impression while maintaining elements for compliance. 

How to Create an Offer Letter for Compliance

According to our partner ClearCompany, providing an offer letter is not legally required, but it is part of best practices. Be sure to include the following information about the job to the candidate for clarity and compliance purposes: 

• Job Title/Position
• Name and Position of Supervisor
• Schedule: Specify if the position is full-time or part-time, and include the expected days and times for a work week. 
• Expectations: Include a statement about how the job may require more duties than are listed and that they can change. 
• Salary and Bonus: Provide salary information and explain any information on bonuses (annual, performance, etc.) separate from the salary. 
• Benefits: Provide a list of benefits for which the employee will be eligible. Mention that the company may modify benefits occasionally. 
• Exempt/Non-exempt Classification: Offer letters should state whether or not the employee is eligible for overtime pay. If they are eligible for overtime pay, explain hour tracking and breaks. 
• Employee Handbook: Inform the candidate that employment is subject to adherence to the company’s policies and procedures detailed within the employee handbook. 
• Confidentiality Agreements: Include a confidentiality agreement with the offer letter and ensure they sign the document as a condition of employment. 
• Prior Employer Confidential Information: The new hire must disclose any non-compete or solicitation restrictions with former employers. 
• Contingencies: State that any offer of employment is contingent upon satisfactory proof of the candidate’s right to work in the U.S., as required by law. Also, let them know if a background and/or reference check will be required before employment can begin. 

NOTE: The offer letter needs to state that they are not a contract and that employment can be terminated at any time by the employer or employee. 

How to Create an Engaging Offer Letter

In addition to checking all the boxes for compliance, the offer letter can showcase your company culture and values. Use the offer letter to promote the job as an excellent opportunity for this candidate to grow and develop their career. 

Try these tips for emphasizing your company culture in the offer letter: 

• Include your company’s letterhead that incorporates your logo and clearly states your company's name. 
• Provide your mission statement or a list of company values. 
• Use language that reflects your company’s brand, but be careful not to make any promises for the length of employment, promotions, etc. 
• Welcome the new hire to your organization with a well-thought-out message emphasizing that you are happy to start working together. 
• You might include a highlight of upcoming company events or something your office regularly does to bring teams together. 
• Explain any training or development opportunities available at your company. 

NOTE: Make sure you do not use language that could come off as contractually binding. For example, don’t use language like, “I look forward to working with you for a long time.”

Create Templates and Job Role Processes for Increased Efficiency

ClearCompany suggests that HR departments craft and maintain several offer letter templates for the various positions they may need to fill in the future. Proliant’s applicant tracking system (ATS) allows users to create templates and job role processes to increase efficiency, enabling you to standardize with your company logo and describe your organization’s values and culture. Additionally, making a job role process ensures a candidate is quickly moved from one step to the next in the hiring process, demonstrating your company’s efficiency. 

More Pre-Hire Consulting from Proliant

At Proliant, we offer our expertise and compliance know-how, providing consultation for our clients at every step of the employee journey, including consultation for employee handbooks and other compliance concerns. 

If you would like to learn more about how Proliant can help you with applicant tracking systems, recruitment, pre-hiring compliance, and many other HR or payroll processes, schedule a consultation with us today.