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What Is An Supply Letter And How To Write One

After weeks—and even months—of trying to find the proper candidate to fill a task, you’ve discovered an awesome match. You’re prepared to increase a job provide to your chosen candidate, however need to do it the suitable approach. Right here’s every little thing it is advisable to find out about writing and sending a proposal letter.

What Is An Supply Letter?

A suggestion letter is a proper (however not legally binding) doc given by an employer to a potential new rent that outlines the phrases and circumstances of a job provide. Supply letters embody a mess of various items of knowledge, together with the job title and outline, the job kind, wage, and extra.

Supply letters get everybody within the hiring course of on the identical web page. The hiring supervisor, the group who will settle for a brand new candidate, and the potential new rent ought to analyze the provide letter to make sure communication in regards to the place is evident, expectations are understood, and sufficient data is offered to make an knowledgeable resolution (on each the hiring supervisor’s and the brand new rent’s components).

What Is The Distinction Between An Supply Letter And An Employment Contract?

The straightforward distinction between a proposal letter and an employment contract is that a proposal letter is just not legally binding, whereas an employment contract is. Something included within the provide letter ought to seem in an employment contract as a gesture of excellent religion, however has not been legally promised if the one place it seems is within the provide letter.

Moreover, a proposal letter is shipped earlier than somebody agrees to fill the vacant place, whereas an employment contract is shipped and signed after somebody accepts the place.

How To Write An Supply Letter

A suggestion letter serves as a proper doc that outlines the phrases of the employment contract and which you each can reference at a later date. Right here’s what to incorporate:

Fundamental Data

Embody the corporate title, candidate’s title, job title, and place kind (full-time, part-time, impartial contractor, and/or shift). Fundamental data is useful to incorporate to make sure clear communication and reference later in your skilled relationship.

Begin Date

Embody the beginning date and whether or not it’s been mentioned in earlier conversations. Together with the brand new worker’s begin date of their provide letter, particularly in case you haven’t mentioned a date, permits the candidate a possibility to depart their present job or get affairs so as.

Reporting Construction

The reporting construction is useful to incorporate in a proposal letter to set expectations and educate the brand new worker. Together with the names and hierarchical construction of the worker’s group offers key data and prepares them to start out.

Wage And Advantages

The wage should have no surprises opposite to what’s been mentioned throughout the hiring course of for the candidate—but when for some cause it does, clarify why the adjustments occurred to one of the best of your capability. Be certain to incorporate the wage, bonus data, and advantages construction.

Further Agreements

Relying on the business, your provide letter might embody a non-compete settlement, a confidentiality settlement, or each. These agreements defend the corporate’s mental property within the market and discourage company spies.


In case you have mentioned contingencies throughout the hiring course of, embody them within the provide letter. Contingencies imply the provide is conditional on a sure job or step. The candidate might have to produce extra constructive references, or the corporate might have to ship the candidate further job-related paperwork to satisfy the contingency and transfer the method ahead.

Expectations Mentioned In The Hiring Course of

If you happen to’ve talked about on-the-job expectations or the work atmosphere has very particular expectations for its new workers to be taught, embody them within the provide letter, so the candidate can observe them from day one.

Contact Data

Present the candidate’s contact data to somebody with whom they’ll talk about their provide letter if they’ve questions or issues.

Acknowledgment And Affirmation

Lastly, make sure you embody an acknowledgment of receipt of the provide letter and a spot for them to signal to substantiate and settle for the provide.

Whereas a great deal of vital data ought to be included within the provide letter, you need to keep away from a number of essential objects. Keep away from utilizing language that signifies promised bonuses, statements that allude to job permanency, or discuss causes for termination (it conflicts with the character of at-will employment).

Ought to I Ship A Conventional Letter Or An E-mail?

In the case of sending a standard letter or an e mail, think about your choices.

  • Conventional printed-out letters mailed in a single day to the candidate are skilled and take the friction out of the candidate printing out, signing, and sending again the provide letter. Nonetheless, it prices cash to in a single day a doc, a response isn’t instant, and in case your provide letter has multiple or two pages, it could use a big quantity of paper.
  • Emailed gives have grown in reputation as a result of eco-friendliness and fast turnaround with youthful generations. Apps equivalent to DocuSign permit candidates to electronically learn and signal the letter, saving a signed copy concurrently. 

Whether or not you select to ship a standard, direct-mail provide letter or use e mail, use your organization’s letterhead. It’s skilled and conveys that the doc is an official, skilled piece of communication.

What Does An Supply Letter Look Like?

If you happen to’re uncertain about what your provide letter ought to seem like, check out the provide letter template under to get began.












Expensive [Employee],

On behalf of [company name], I’m happy to increase a proposal of employment to you for the place of [position name/title]. After cautious consideration, we imagine your abilities and experience shall be a superb match for the group and our group.

Your beginning date shall be [month, date, year]. As mentioned in our earlier conversations, the place’s wage is [$XX,000], paid [weekly/biweekly/monthly]. Direct deposit is out there, and you’ll set it up throughout [orientation/your first week].

[Write a benefits paragraph that outlines PTO, insurance, retirement/401K plans, and any other fringe benefit your company offers].

If this provide is appropriate to you, please signal under and return a signed copy to my consideration at:



[You may also offer the option of electronically sending the signed copy back].

I’m right here to reply any questions you might have about this provide or the place.


[Your Name]

I hereby settle for the place of [position offered].



The Backside Line

Supply letters give employers and workers the chance to get on the identical web page earlier than an employment contract is shipped out. Guarantee your provide letter is skilled and contains all of the pertinent data an worker must know to make their resolution and provides them sufficient time to learn, signal, and ship again their accomplished provide letter.



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