How to Write a Job Offer Email?
A job offer email is an important message sent by an employer to a candidate after they have been selected for a position. This email officially invites the candidate to join the company and provides key details about the job. A well-written job offer email should be clear, professional, and welcoming so the candidate feels confident and excited about accepting the offer.
In this guide, you will learn how to write a professional job offer email step by step.
Why a Job Offer Email Is Important
A job offer email is more than just an invitation. It sets the first impression of your company as an employer. A clear and friendly email helps build trust and reduces confusion for the candidate.
A good job offer email should:
- Confirm the job position
- Explain salary and benefits
- Provide joining details
- Show professionalism
- Encourage the candidate to accept
Key Elements of a Job Offer Email
1. Clear Subject Line
The subject line should clearly mention the job offer so the candidate understands the purpose immediately.
Examples:
- Job Offer – Marketing Assistant
- Offer Letter from ABC Company
- Employment Offer – Sales Executive Position
2. Professional Greeting
Start the email with a polite greeting using the candidate’s name.
Example:
Dear Ahmed,
or
Hello Sarah,
3. Opening Paragraph
Begin with a positive and welcoming tone. Congratulate the candidate and confirm the job offer.
Example:
We are pleased to offer you the position of Sales Executive at our company. After reviewing your interview, we believe you will be a valuable addition to our team.
4. Job Details
Clearly explain the job information.
Include:
- Job title
- Department
- Work location
- Working hours
- Start date
Example:
Your position will be Digital Marketing Assistant, and you will work at our Lahore office. Your working hours will be Monday to Friday from 9 AM to 5 PM. Your expected start date is March 10, 2026.
5. Salary and Benefits
Mention the salary and other benefits clearly.
Include:
- Monthly or yearly salary
- Bonuses (if any)
- Leaves
- Insurance
- Other benefits
Example:
Your monthly salary will be PKR 60,000. You will also receive annual leave and performance bonuses according to company policy.
6. Acceptance Instructions
Tell the candidate how to accept the job offer.
Example:
Please confirm your acceptance by replying to this email before February 28, 2026.
7. Closing Paragraph
End the email with a friendly tone.
Example:
We look forward to working with you and welcome you to our team.
8. Professional Sign-Off
End the email professionally.
Examples:
- Best regards
- Sincerely
- Kind regards
Example:
Best regards
Ali Khan
HR Manager
Simple Job Offer Email Template
You can use this template:
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Company Name].
Your start date will be [Date], and your working hours will be [Time]. Your salary will be [Amount] per month/year.
Please confirm your acceptance by replying to this email.
We look forward to welcoming you to our team.
Best regards
[Your Name]
[Company Name]
Tips for Writing a Great Job Offer Email
Follow these tips to make your email effective:
- Keep the message simple
- Use professional language
- Include important details
- Avoid long paragraphs
- Check spelling and grammar
- Be polite and friendly
Common Mistakes to Avoid
Avoid these mistakes:
- Missing salary details
- Unclear start date
- Informal language
- Too much information
- Spelling errors
Final Thoughts
A job offer email should be clear, professional, and easy to understand. When written properly, it helps the candidate feel confident about joining your company. By including the right details and using a friendly tone, you can create a job offer email that leaves a strong impression.
