When writing job offer letters, HR must walk the tightrope between welcoming candidates enthusiastically and scaring them off. Here's an overview of what to include in and exclude from the letters.

Key Elements

Phyllis Hartman, SHRM-SCP, president of PGHR Consulting in Pittsburgh, said key elements of a job offer letter include:

• A welcoming opening statement, such as, "We are pleased to offer you the position of [job title]."
• Start date.
• Reporting location.
• Location of position or where to report on the first day. Or, if the employee is remote, the time, date and means of the start-up meeting and orientation.
• Exempt or nonexempt status and mention of at-will status, if applicable, with a statement that this letter is not a contract of employment.
• Pay amount. Only include information about bonus, commissions and stock options if they are guaranteed or a significant part of the compensation.
• Benefits information in brief, and provide an attachment that outlines the benefits.
• Reference to an attached job description.
• Any contingencies like passing a background check or drug screen as well as eligibility to work in the U.S. Describe the I-9 process.
• A sign-off indicating acceptance of the offer with a deadline for return.
• A closing statement welcoming the new employee, acknowledging their value to the organization, and providing information on who to contact with questions and how to reach them.

If an employer starts with a warm welcome, then tells candidates why it is...

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