First, make a verbal offer

The fastest way to get in touch with the candidate is by calling them to deliver the good news. Do this before sending your offer letter email, as a verbal offer creates a more personal connection between the company and the candidate.

If expressions of interest are given by the candidate, inform them that an official offer letter containing more details will be sent to their email inbox.

Use a descriptive subject line

A simple, catchy and informative email subject line will encourage your candidate to open the email and read its contents. Limit the subject line to under 50 characters while stating a clear intention to offer the candidate the relevant job position and include the company name as well. A convincing offer letter email subject line might look something like:

• Offer from [Company Name]
• [Company Name] job offer
• Your offer from [Company Name]
• Job offer from [Company Name]

Attach helpful documents

The purpose of an offer letter is to provide candidates with all the information needed for them to make a decision between accepting or declining the offer.

Take advantage of the ability to attach other relevant, supplementary documents to your email to help keep your email short and sweet, to entice the candidate to accept. For example, you can include the company policies, employee benefits information, compensation plans and other important documents needed to be signed by an employee before their start date.

Be sure to provide just enough documents to help a candidate determine whether the role and company are a good fit for them.

Send the offer letter as an email attachment

If you intend to send a PDF version of your employment offer letter as an email attachment, make sure you write a brief message for the email body. With an enthusiastic tone celebrating their successful application, let the candidate know that the official offer letter is attached to the email. Here is a customisable template for the body of your offer letter email:

Dear [Candidate First and Last Name],

Congratulations on your offer from [Company Name]! We are delighted to offer you the position of [job title] with an anticipated start date of [start date].

As discussed [over the phone, during your interview, etc.], please find attached your detailed offer letter. If you choose to accept this offer, please sign, scan and email your letter to me at [email address] by [decision deadline].

[If you are attaching other documents that need to be read and signed, mention those here].

In the meantime, please do not hesitate to contact me by email or call me directly at [your phone number] should you have any questions or concerns.

We look forward to hearing from you and hope you’ll join our team!

Best regards,

[Your Name]
[Your Job Title]
[Your email]
[Your phone number]

Send the offer letter in the body of an email

If you intend to send the offer letter in the body of an email, as opposed to an attachment, place your entire offer letter into the email so that the candidate will see the complete offer immediately upon opening the email.

You should include in your email:

• Job details
• Contingencies, where applicable
• Compensation and benefits
• Deadline for accepting or declining the offer
• Your contact details

Here is a sample email offer letter to assist you in creating a suitable one for your company:

Email subject line: Your offer from Wavewood

Email message:

Dear Louise Foster,

We are excited to be offering you a full-time position as a Graphic Designer at Wavewood, reporting directly to our Art Director, Kit Johnson. Based on your experience, interviews and design portfolio, we are looking forward to seeing how you will take our brand messaging to the next level.

Per your conversation with Charlotte Burt, we’d like to offer you an annual starting salary of £32,000 paid out on a monthly basis via direct deposit.

If you decide to accept this role, your anticipated start date will be 12 March, 2026, at our 1234 London Road location. You will be expected to work 40 hours per week, Monday through Friday, with the option to work remotely up to two days per week. Please find attached an updated copy of the job description to familiarise yourself with some of the position’s duties and responsibilities.

As an employee of Wavewood, you will also have access to our comprehensive benefits programme, which includes unlimited vacation days, health insurance and an attractive pension scheme. I have attached the full details of the benefits we offer.

Your employment is on a contractual basis for a period of 12 months, subject to renewal. There is a 1 month termination notice required should you wish to leave your employment with Wavewood.

To accept this offer, please email me at jSmith23434@wavewood.com by 02 March, 2026 and I will get you started with the rest of the onboarding process.

We are excited about the possibility of you joining Wavewood! If you have any questions, please contact me directly via phone or email.

Sincerely,

Janet Smith
Hiring Manager
jSmith23434@wavewood.com

+44 (0)7xxx xxxxxx

Job offer letter email templates in PDF & Word format

Download these job offer letter templates to increase your job offer acceptance rate and attract the good candidates.