Use the following template when sending a follow-up email after extending a verbal job offer to a candidate over the phone. When you're ready to make a formal offer, use this template.
This wording was prepared by Sally Bendtson, the founder of Limelight HR
Assume:
Anything in square brackets is a variable
Anything in ALL CAPS needs to be replaced
Hello [Name],
I’m delighted to offer you the role of [Job Title] at [Business Name] on the following terms:
Start date: [DATE] or To be confirmed
Basic salary: £[amount]
Benefits (Bonus/Commission/Car Allowance/Mobile Phone) (as applicable): [Details]
Pension: Employer contribution [X%], Employee contribution [X%]
Holidays: [Number of days]
Working hours/days: [Details]
Other important terms: [Details, if any]
Please note that this offer is subject to satisfactory references and proof of your eligibility to work in the UK.
If you have any questions about this email or the offer, feel free to reach me at [Phone Number] or [Email Address].
We’re really looking forward to welcoming you to the team!
Kind regards,
Purpose of the Pre-Contract Email
The pre-contract email serves as a formal follow-up to the initial phone conversation, summarising the key details of the offer. Its primary purpose is to provide the candidate with enough information to confirm their acceptance, decline the offer, or seek clarification before a contract is issued.
Once the candidate has accepted, the formal contract and second offer letter can then be prepared and sent. Since the contract process can often take several days or longer, the pre-contract email ensures the candidate has written confirmation of the offer details in the interim, helping maintain engagement and clarity.