Your candidate has received their pre-contract offer following the verbal job offer, the contract has been prepared, and you’re now ready to send the formal paperwork. Use this template when issuing the official offer with the contract attached.
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 pleased to offer you the role of [Job Title] at [Business Name], starting on [Date].
Your contract, along with our additional forms (such as payroll details, emergency contact, and equal opportunities monitoring), is attached. Please take some time to carefully read through everything, complete the forms, and then sign and return a copy of all the documents to me.
This offer is subject to satisfactory references and proof of your eligibility to work in the UK. On your first day, we’ll need to check your passport (or other suitable evidence) and please bring in your P45. If you don’t have your P45 yet, don’t worry - we can provide you with a Starter Checklist.
If you have any questions about this email, your contract, or the forms, please don’t hesitate to get in touch. You can reach me on [Phone Number] or [Email Address].
We’re really looking forward to welcoming you to the team and wish you all the best in your new role.
Kind regards,
[Name]
[Job Title]
Purpose of the formal job offer
The formal offer email is sent once the candidate has accepted the pre-contract offer and the employment contract has been prepared. Its purpose is to formally confirm the offer in writing, provide the contract for review and signature, and outline any next steps in the onboarding process.
This communication marks the transition from offer to employment agreement, ensuring both parties have a clear and legally binding understanding of the terms. Sending the formal offer promptly helps maintain a positive candidate experience and reinforces professionalism and transparency in the hiring process.