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How to Write a Sales Job Offer Letter
So, you have found the ideal candidate for your sales vacancy. They impressed you during the screening process, excelled in the first interview, and truly stood out in the second round. Having received positive feedback from all involved in the recruitment process, it's now time to extend that all-important job offer. But how do you construct an effective and professional offer letter?
What is a Job Offer Letter?
A job offer letter confirms the details of an employment offer and should strike the right balance of professionalism, optimism, and necessary disclaimers. It should include key information such as:
- Job title and description
- Reporting structure
- Salary and commission scheme (if applicable)
- Bonus potential
- Benefits package
- Annual leave entitlement
- Probationary period
- Start date and notice period
Typically, the offer letter summarises the terms agreed upon between the employer and the candidate (or their recruitment agency).
Sending the Job Offer Letter
While many companies opt to send job offer letters via email, it is good practice to follow up with a formal printed version by post. Ensuring the offer details are clearly outlined in writing helps avoid potential misunderstandings.
Including additional documents as attachments, such as the full job description, company policies, or benefits details, provides the candidate with all the necessary information to make an informed decision. Remember, the candidate may have competing offers, so a well-structured and informative job offer letter can help influence their decision in your favour.
The Importance of Timeliness
Most candidates will not resign from their current role without a written job offer. Delays in sending an offer letter could give the impression of disinterest or inefficiency. It is recommended to send the letter within 24 hours of making a verbal offer—72 hours at the latest.
A swift job offer reassures the candidate that you are serious about their employment. A delayed response, on the other hand, could imply hesitation, bureaucracy, or a lack of organisation, potentially discouraging the candidate from joining your team.
How to Write a Sales Job Offer Letter
- Use a professional template: Many job offer letter templates are available online, including those from Microsoft Office. Ensure any template used is appropriate and formatted for UK standards.
- Begin with a clear statement of intent: Open with a warm and professional introduction, stating the job title and the name of the hiring manager.
- Summarise the role: Provide a concise summary of the job responsibilities and expectations, with an option to attach the full job specification.
- Outline the salary and benefits: Clearly state the salary, commission structure (if applicable), and other benefits such as pensions, health insurance, or bonuses.
- Explain the probationary period: Specify the duration of the probationary period and any appraisal milestones.
- State conditions of employment: Mention any background checks, references, or medical assessments required before the candidate can officially start.
- Detail the benefits package: Provide a brief overview of annual leave entitlement and additional benefits.
- Include an acceptance section: Add a space for the candidate to sign and return the offer letter, indicating their acceptance.
- Set a response deadline: Encourage the candidate to confirm their acceptance by a specified date, after which the offer may be withdrawn.
- End on a positive note: Conclude with a welcoming and encouraging message, reinforcing your enthusiasm for their future within the company.
Final Thoughts
A well-crafted job offer letter plays a crucial role in securing top sales talent. Delays or vague communication can lead to uncertainty and possibly result in the candidate accepting another offer. Once the offer has been made and accepted, ensure both parties retain a signed copy for future reference.
Seeking legal or HR guidance when drafting employment contracts is advisable. Many trade bodies offer affordable template agreements that can be tailored to your needs.
What About the Candidates Who Weren’t Selected?
Handling candidate rejections professionally is just as important as making an offer. Read our guide on How to Reject Candidates for best practices.
Date published: 28th February 2025
by Lucy Burrows
Recruitment Consultant
About the author
Lucy Burrows
Lucy is a diligent and stealthily competitive recruiter passionate about delivering clients’ expectations and helping candidates perform their best in interviews. She thrives on ensuring that the role is suitable for every candidate and hearing about the successes of her placements. Her content is straightforward, easy-to-read advice focused on first interview tips.
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