Constructing an offer letter​

An offer letter is often separate to the contract of employment. Whilst your contractual terms are a fixed document, your offer letter needs to be customised to that particular candidate's offer.​

The offer letter should summarise the main conditions of the offer. In particular, make sure that you include the following key points:​

• The candidate's full name, as written on their passport​
• The job title of the role being offered, making clear any internal names the role goes by​
• An employment start date (and end if it is a fixed term position)​
• If you have one, the length of the probation period and any conditions linked to this​
• A bespoke list of the next steps the candidate needs to take. For example, providing their right to work if they haven’t already done so
• Any conditions that the offer are based on. For example, acceptable references or a background screening check
• Details of how the candidate should accept or decline the offer. For example, by signing and returning a copy

Alongside the offer letter there are a number of documents you may want to consider sending:​

• A summary of benefits and how to access each one​
• A pension opt out form ​
• Details of the pension scheme​*
• The contract of employment​
• A document explaining your onboarding and induction process​
• Information about your pre-employment checks

*It is important that you don't encourage candidates to opt out of the pension scheme