Communicating a job offer verbally is a significant step in the recruitment process. It sets the stage for a positive candidate experience and ensures clarity in the hiring process. Crafting a professional verbal job offer email is essential for maintaining a strong employer brand.
In this post, we provide various templates for different scenarios, including basic confirmations, detailed offers with benefits, and remote position offers. These templates aim to help recruiters deliver offers clearly and effectively, ensuring candidates have all the information they need to make informed decisions.
Table of contents
Crafting a Professional Verbal Job Offer Email
Basic Verbal Job Offer Confirmation Email
Detailed Job Offer Email with Benefits Information
Job Offer Email with a Deadline for Acceptance
Job Offer Email for a Remote Position
Contingent Job Offer Email
Job Offer Email with Onboarding Information
Download Verbal Job Offer Email Template to Candidates in multiple formats
Wrapping Up
Crafting a Professional Verbal Job Offer Email
When offering a job verbally through email, maintaining a professional tone is key. A well-structured email not only conveys the offer but also sets the stage for a positive relationship with the candidate. This section will guide you through crafting a professional verbal job offer email, ensuring clarity and respect in every component.
Start with a clear subject line that indicates the purpose of the email. This helps the candidate immediately recognize the importance of the message. A subject like 'Exciting Job Offer from [Company Name]' is direct and engaging.
Begin the email with a warm greeting and express enthusiasm about extending the offer. Acknowledge the candidate's skills and the value they bring to the team. This sets a positive tone and shows appreciation for their potential contribution.
Clearly outline the job title, department, and key responsibilities. This ensures that the candidate understands their role and expectations. Providing this information upfront prevents any confusion later on.
Include details about the compensation package, including salary, benefits, and any other perks. Transparency in this area is crucial for building trust and allowing the candidate to make an informed decision.
Conclude with a call-to-action, inviting the candidate to discuss the offer further or to confirm their acceptance. Provide your contact information and express your willingness to address any questions they might have. This encourages open communication and reinforces your commitment to a smooth hiring process.
Basic Verbal Job Offer Confirmation Email
It's always a great feeling to extend a job offer to a candidate! This template is a simple confirmation of the verbal offer, outlining the job title, start date, and salary.
Subject: Exciting News: Your Job Offer Confirmation
Hi [Candidate's Name],
I hope this message finds you well. I am thrilled to confirm our verbal offer for the [Job Title] position at [Company Name]. We are excited about the possibility of you joining our team!
Here are the key details of the offer:
- Position: [Job Title]
- Start Date: [Proposed Start Date]
- Salary: [Offered Salary]
Please let us know if you have any questions or need further clarification. We are looking forward to your positive response and are eager to welcome you to our team.
Warm regards,
[Your Full Name] [Your Position] [Company Name] [Contact Information]
Detailed Job Offer Email with Benefits Information
Candidates are always interested in learning about the benefits package. Use this template to provide a comprehensive overview of the compensation, healthcare, paid time off, and other perks, which is a key part of your employer value proposition.
Subject: Exciting Job Offer from [Company Name]
Dear [Candidate's Name],
We are thrilled to extend you a job offer for the position of [Job Title] at [Company Name]. We believe your skills and experience will be a great fit for our team.
Position: [Job Title]
Start Date: [Proposed Start Date]
Salary: [Salary Details]
In addition to your salary, we offer a range of benefits:
- Healthcare: Comprehensive medical, dental, and vision plans.
- Paid Time Off: [Number] days of vacation annually, plus [Number] public holidays.
- Retirement Plan: [401(k) or other retirement plan details].
- Professional Development: Opportunities for training and career growth.
- Work-Life Balance: Flexible working hours and remote work options.
- Wellness Programs: Access to gym memberships and wellness initiatives.
Please let us know if you have any questions or need further information. We are excited about the possibility of you joining our team and look forward to your response.
Warm regards,
[Your Full Name]
[Your Job Title]
[Company Name]
[Contact Information]
Job Offer Email with a Deadline for Acceptance
To keep your hiring process moving, it's important to set a clear deadline for the candidate to accept the offer. This template includes a timeframe for the candidate's decision, creating a sense of urgency and helping to manage your time to fill.
Subject: Exciting Opportunity: Your Job Offer at [Company Name]
Hi [Candidate's Name],
We are thrilled to offer you the position of [Job Title] at [Company Name]. We were impressed with your skills and believe you will be a great addition to our team.
Offer Details:
- Position: [Job Title]
- Start Date: [Proposed Start Date]
- Salary: [Salary Details]
- Benefits: [Brief Description of Benefits]
To ensure a smooth onboarding process, we kindly ask you to confirm your acceptance by [Acceptance Deadline]. This will help us coordinate the next steps and prepare for your arrival.
If you have any questions or need further information, please feel free to reach out. We’re here to help!
Looking forward to having you join us.
Best regards,
[Your Full Name]
[Your Job Title]
[Company Name]
[Contact Information]
Job Offer Email for a Remote Position
When offering a remote position, it's important to address specific details relevant to remote work. This template highlights the remote nature of the role, expectations for communication, and any equipment or support provided.
Subject: Exciting Job Offer for [Job Title] at [Company Name] - Remote Position
Dear [Candidate's Name],
We are thrilled to offer you the position of [Job Title] at [Company Name]. Congratulations!
Position Details:
- Job Title: [Job Title]
- Department: [Department Name]
- Location: Remote
Key Responsibilities:
- [Responsibility 1]
- [Responsibility 2]
- [Responsibility 3]
Start Date: We are looking forward to your joining on [Start Date].
Compensation and Benefits:
- Salary: [Salary Details]
- Benefits: [List Benefits]
Remote Work Setup:
- We will provide [Equipment/Software] to help you set up your home office.
- Regular team meetings will be held via [Platform Name] to ensure smooth communication.
Next Steps: Please review the attached offer letter and let us know if you have any questions. We would appreciate your confirmation by [Response Deadline].
We are excited to have you join our team and look forward to working together!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Contingent Job Offer Email
Sometimes, a job offer is contingent upon certain conditions, like a background check or reference check. This template clearly states the conditions that must be met before the offer is finalized, ensuring transparency.
Subject: Contingent Job Offer for [Job Title] at [Company Name]
Hi [Candidate's Name],
Congratulations! We are pleased to offer you the position of [Job Title] at [Company Name]. We believe your skills and experience will be a great addition to our team.
This offer is contingent upon the successful completion of the following requirements:
- Background check
- Reference check
- [Any other specific condition]
Please let us know if you have any questions about these conditions. We are here to help you through this process.
Once these conditions are met, we will proceed with the final steps to officially welcome you to [Company Name]. In the meantime, please review the attached offer letter, which includes details about your role, salary, and benefits.
We look forward to having you on our team!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Job Offer Email with Onboarding Information
Get your new hire excited about joining the team by providing some details on the onboarding process. This template includes information about what to expect during their first few days or weeks, setting them up for success.
Subject: Welcome to the Team, [Candidate Name]! (And Onboarding Info)
Hi [Candidate Name],
We're thrilled to officially welcome you to [Company Name]! Following our conversation on [Date], we're excited for you to join us as a [Job Title].
This email confirms the verbal offer we discussed. Your start date is [Start Date], and you'll be reporting to [Manager's Name].
To help you prepare for your first few days, here’s a quick overview of what you can expect during onboarding:
- First Day: You’ll meet with [Manager’s Name] to discuss your initial goals and priorities. We'll also help you set up your workstation and introduce you to the team.
- First Week: You'll participate in [mention specific onboarding activities like company overview sessions, team introductions, training sessions, etc.].
- Ongoing: We'll schedule regular check-ins to ensure you have the support and resources you need to succeed.
In the coming days, you will receive a separate email from our HR department with instructions on completing your onboarding paperwork electronically. Please complete these documents before your start date.
In the meantime, if you have any questions, please don't hesitate to reach out to me or [HR Contact Person] at [HR Contact Email Address] or [HR Contact Phone Number].
We’re all looking forward to having you on board!
Best regards,
[Your Name] [Your Title] [Company Name]
Download Verbal Job Offer Email Template to Candidates in multiple formats
Wrapping Up
Crafting the perfect verbal job offer email is a critical step in securing top talent. By using these templates and tailoring them to your company's voice, you'll create a professional and engaging first impression.
Remember to keep your emails clear, concise, and enthusiastic. Always include essential details and be prepared to answer any follow-up questions promptly to ensure a smooth hiring process.
Verbal Job Offer Email Template to Candidate FAQs
Why does every rejection email look the same?
Many rejection emails follow a standard format to ensure consistency and clarity. This helps in maintaining a professional tone and reduces the risk of miscommunication.
Should you use AI to write your rejection emails?
AI can be a useful tool for drafting rejection emails quickly. However, it's important to personalize the content to reflect your company's tone and values.
How can you make a verbal job offer more appealing?
Highlight the unique benefits and growth opportunities your company offers. Ensure the candidate feels valued and excited about the prospect of joining your team.
When should you send a verbal job offer email?
Send a verbal job offer email promptly after the verbal offer to reinforce the details discussed and provide a written confirmation for the candidate.
What should be included in a contingent job offer email?
A contingent job offer email should clearly state the conditions that must be met before the offer is finalized, such as background checks or reference verifications.
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