Close your candidate with a letter that's warm, complete, and careful about what it promises.
Courts sometimes read offer letters as contracts. These are the phrases that cause the most trouble.
"Your annual salary for the year will be $95,000."
"Your pay will be $95,000 per year, paid every other week." Pay rate, not a one-year promise.
"This is a permanent position with a long future here."
"This is a full-time position." Plus a clear at-will statement, where it applies.
"You'll receive a $10,000 bonus."
"You'll be eligible for an annual bonus of up to $10,000, under the terms of the bonus plan."
"You'll get 10,000 shares."
"We'll recommend to the board a grant of 10,000 options, subject to approval and the plan terms."
Rule of thumb: if you wouldn't be comfortable with the sentence being read aloud in a dispute, rewrite it. Anything you can't guarantee should say "eligible," "subject to," or "under the plan."
A clear sequence keeps the offer moving and protects you if a contingency doesn't clear.
The hiring manager or recruiter calls with the headline terms and their excitement. Answer questions, then send the letter the same day.
Send the letter with a clear expiration date, usually 3 to 5 business days.
Background check, work authorization, and agreements. Run background checks after the conditional offer where the law requires it.
Confirm the start date in writing and start the onboarding plan.
Have counsel review your offer letter template, then reuse it. Changes for a specific hire, such as a sign-on bonus or relocation, get a second review.
Plus the editable Word template.