Once you’ve selected the best person for the job, your final task is to convince candidates to accept the offer. A job offer email can make or break that decision.
When to send a job offer email
A job offer email should be the conclusion to the hiring process, so it should contain a summary of everything you’ve discussed so far. Ensure that all parties involved agree with legally binding details, such as the terms of employment or the company’s expectations.
A golden rule to convince candidates is to always extend the offer verbally before sending the email. This way, you won’t accidentally get stuck in a second wave of negotiations, leaving both you and your candidate exhausted instead of excited.
How to send a job offer email
There’s a couple of considerations to be made when sending a job offer email. First, you should decide between sending the offer letter as either an email attachment or in the body of an email.
Sending a PDF version of your employment offer letter as an email attachment is a professional way of going about it. It’s also convenient for your candidate; a separate document is easier to file away and return to if necessary.
However, make sure that you do include a brief personalized message in the email body. After all, you’ve had multiple conversations with this candidate – distancing yourself might come out of nowhere. Therefore, pick a particular tone of voice that matches your applicant’s personality.
You could also send your offer letter in the body of the email. This way, the candidate will see the complete offer letter immediately after opening the email instead of having to download an attachment.
Though, do remember that legally binding details are still crucial to discuss and include, even if the hiring process was laid-back and somewhat informal.
What should be included in a job offer
As discussed, a job offer email should contain a summary of all the relevant information you and the candidate have discussed. Examples are:
- Job details
- Contingencies, if applicable
- Deadline for accepting/declining the offer
- Your contact details
Extra tips for convincing candidates
As a bonus, you can attach relevant documents and resources to help the candidate make an informed decision. But don’t overdo it: you’re aiming for information, not overkill.
Such attachments can range from the company’s annual report to a personalized message from the candidate’s potential new colleagues using Videotape. Anything goes, as long as you’re confident that these extras fit with your applicant’s personality.