How do you make a job offer to a potential new starter? Our guide explains the letter you'll need to write to them and the employment laws you need to keep in mind.
Loading content...
What is Job Offer Letter?
FAQs
Got a question? Check whether we’ve already answered it for you…
Recruitment is the process of seeking out and hiring new candidates for a specific role or job.
Internal recruitment is filling a job vacancy from within a company using current employees.
External recruitment is filling a job vacancy with someone from outside your company.
Peninsula can offer practical advice on your hiring process, ensuring you hire the best possible candidates for any given role.
Yes, you can withdraw a job offer for a number of reasons. Such as medical checks, criminal records, job references, or evidence for a right to work.
Employers have mixed opinions when it comes to rehiring former employees. Maybe you love that a well-liked employee wishes to return. Or maybe you'd rather not have to work with a certain individual again.
Internal recruitment may be the best option for your company. Not only does it save time and money, it can also increase employee engagement and job satisfaction
From 2025, the UK government announced they would provide a total of 45,000 temporary worker visas. They’re set to come under the new ‘Seasonal Worker visa’ format.
Peninsula GroupHR and Health & Safety Experts
Recruitment
Award-winning services
Take the first step towards a safer business. Answer a few questions about your HR and Health & Safety management and we’ll direct you to the support you need
0800 158 2313Speak to an expert 24/7
Jump to section:
Once the recruitment process has finished, you can select the best candidate for your latest role. After that, making them an offer is the final piece of the puzzle.
And how do you go about doing that? Well, sending out a job offer letter from employer to employee is good business practice. Here’s how you let your candidate know the good news.
Claim your free advice call
Find the safest and easiest way to resolve your workplace issue
First, it’s important to establish if the letter confirms whether the job offer is conditional or unconditional. With an unconditional offer, this means as soon as the candidate accepts it, there’s a contract of employment between the parties.
It doesn’t matter whether this takes place verbally or in writing. As a contract exists, it can only end if the employee serves the required notice period that’s stated within the contractual terms.
Or reasonable notice where this is silent. Not giving this notice will breach the contract, and could lead to an expensive . In August 2016, one business had to pay over £2,700 in notice pay even though the employee wasn’t in work yet.
But can a job offer be withdrawn after acceptance? Using an unconditional offer, such as where the offer of employment is conditional upon the receipt of satisfactory job offer references, means you can if the condition isn’t met.
So if references before a job offer is part of your recruitment policy, then you can use this approach to confirm whether you want to hire your employee or not. For example, if you don’t think a reference is satisfactory you can withdraw the employment offer even if the candidate has already accepted it.
If this happens, there’s no need for any notice. But it’s good business practice to send a letter confirming the reason why you’ve withdrawn the offer.
Details to include
If you’ve discussed any verbal terms with the candidate, or you’ve made a verbal job offer, then confirm this in writing. Usual job offer letters will confirm information such as:
Job title.
Main duties.
Salary.
Start date.
Place of work.
You may also want to include a copy of the employee handbook with the offer letter. This is so the employee is aware of your other workplace rules before starting. The job letter can also explain how to go about accepting a job offer from you.
Candidates are then clear about how to go about joining your business. For example, it’s common to ask for acceptance by letter (or email). This will have to reach your designated person before a particular date.
It’s best practice to receive a job offer acceptance letter from the candidate. You must still confirm any verbal acceptance in writing if the individual agrees over the phone. If the acceptance is not received, this will usually mean the candidate has declined.
However, you might not want to just assume this, especially where the candidate was the best person for the role. Instead, you can also ask them to confirm their rejection in writing.
Entering negotiations
As the letter confirms the terms that’ll apply, you may find the candidate tries negotiating your job offer.
This can include asking for a higher salary. It’s up to you whether you want to enter into negotiations – you may just want to say that this is your first and final offer and they can accept the terms or not.
However, where this is the best employee for the role, you may want to consider their counter-offer.
Where higher benefits are asked for, such as a higher salary or company car, you may want to tie this into job performance.
You can also counter-offer with a gradual increase over an extended time period. An example is, after six months’ service, offer a pay rise, so long as they pass their probationary period.
Need help with your recruitment strategy?
We can help you set up a job offer letter template and bring in new talent to your business. We take care of everything when you work with our HR experts.
Want to find out more? Contact us on 0800 028 2420 and book a free consultation with an HR consultant today who will provide you with expert HR advice and guidance.
Guide
Peninsula GroupHR and Health & Safety Experts
Guide
Guide