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Avoid starting your letter with “To whom it may concern” — that’s one of the fastest ways to have your application tossed aside. Instead, begin with a personal connection or an anecdote relevant to the position you’re applying for.
What is a letter of hire?
A letter of hire, also known as an employment confirmation letter or a job offer letter, is an official document that confirms an employee’s new role and all relevant terms of their employment. It is typically sent to new employees after submitting a job application and completing the interview process, but it may be provided on rare occasions without those preconditions.
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It is an excellent way to welcome new employees into the company and let them know they are appreciated. It also helps to ensure that all parties are clear about the new position and what is expected from one another. It can help avoid any confusion and potential disputes in the future. The letter should clearly state the name of the person, their title and responsibilities, and all relevant employment details, such as salary, work hours, and benefits.
How to write a letter of hire
When writing a letter of hire, start by clearly addressing the professional and stating that you’re pleased to offer them a position with your company. Then, explain their employment details such as their title, full or part-time status, work location, and expected start date. Also, please provide a brief description of their responsibilities and compensation. Finally, include any contingencies that must be met before completing the hiring process, such as filing necessary paperwork or passing a drug test.
Once you’ve included all relevant information, end with a polite salutation and your signature. Then, send the letter by email or mail it to your new employee along with a copy of their job offer. Use a formal business font and incorporate the company’s official letterhead styling for an extra professional large letter hire rent touch. If you’re using an electronic version of the letter, insert a picture of your professional signature.
After an in-person interview or phone call, your top candidate probably already accepted your job offer. However, putting it in writing is still essential because it makes the letter legally binding. It also clears any confusion about salary, tax exemption status, and work authorization.
Lees recommends asking a trusted friend or mentor to review your letter of hire to ensure it’s free of errors and sounds professional. Then, make any necessary edits and proofread your letter carefully. It’s a good idea to offer your new hire an email or phone number so they can reach out with questions or concerns.
What to include in a letter of hire
Whether you’ve had the last in-person interview or the phone call where you asked your top candidate to join your company, putting that offer in writing is a way to ensure that everyone’s on the same page. The large letter hire rent should lay out the specifics of the position, including salary, work hours, whether the job is full-time or part-time, if it’s exempt or nonexempt from overtime and any other relevant details.
Start by addressing your new hire’s name and clearly stating the letter’s purpose. You can also include a welcome message or a short note about how excited you are to have them on board. It’s also a good idea to thank them for their time during the interview process and let them know you appreciate their hard work.
Next, list the position’s job duties and responsibilities, any travel required, the expected start date and the employer’s contact information. If you have additional requirements such as drug tests, background checks or paperwork to fill out, mention those. Lastly, if you need to say that the employment relationship is at will (meaning that either party can end the contract for any legal reason or no reason), clarify that’s the case.
