3-7d
Reasonable response timeframe for candidate
2-4
Probation periods for permanent roles (months)
45%
Candidates who negotiate the offer received
78%
Acceptance rate with well-written offer
When and how to send a job offer email
The job offer email is a crucial step in the recruitment process. It should be both warm to celebrate this new stage and precise to document the terms of employment.
Send this email only when all interviews are complete, the budget and role are confirmed internally, and you have obtained all necessary approvals. Important: This email is a formal proposal but has no contractual value. Only the contract signed by both parties has legal value.
Modèle d'email
Objet
Job Offer - Position of {poste} at {entreprise}
Corps
Hello {prenom_candidat},
We were delighted to meet you during the various interviews for the position of **{poste}** at {entreprise}.
Your professional background, your skills and your motivation have convinced us that you would be a valuable asset to our team.
**We are pleased to offer you the position** under the following conditions:
**Job Details:**
- Title: {poste}
- Contract type: {type_contrat}
- Desired start date: {date_debut}
- Work location: [Address]
- Hours: [Hours] (35h/week)
**Remuneration and Benefits:**
- Annual gross salary: {salaire_brut} GBP
- Lunch vouchers: [Amount] GBP/day
- Company pension: company contribution at [X]%
- Annual leave: 25 working days + [Holiday trading] TOIL
- Flexible working: [Policy]
**Probation Period:**
- Duration: [X] months renewable once
**Next Steps:**
Please confirm your acceptance by return email before [Deadline date]. We will send you the final employment contract.
We look forward to welcoming you to the team!
Best regards,
[Your name] | [Position] | {entreprise}
Variables à personnaliser :
{prenom_candidat}{poste}{type_contrat}{date_debut}{salaire_brut}{entreprise}
Checklist before sending the offer
Essential checks
- All internal approvals have been obtained
- Budget is confirmed and locked
- Careful review of figures (salary, dates, durations)
- Validation by the direct manager and/or HR
- Compliance with UK employment law
- Final employment contract prepared
- Reasonable response timeframe defined (3-7 days)
- Candidate's name and surname verified (spelling)
0/8 effectué(s)0%
Legal aspects of the job offer in the UK
Mandatory elements according to contract type
| Element | Permanent | Fixed-term |
|---|---|---|
| Job title | Yes | Yes |
| Start date | Yes | Yes |
| Work location | Yes | Yes |
| Gross remuneration | Yes | Yes |
| Probation period duration | Yes (typically 3-6 months) | Yes (days) |
| Reason for fixed-term contract | No | Mandatory |
| End date of contract | No | Mandatory |
| Holiday pay accrual | Yes | Yes |
Beware of unwritten promises
Anything said verbally or by email can have legal value. Never promise future salary increases not guaranteed by management, rapid promotions, benefits not validated by leadership, or an illegal probation period. Be precise and factual in your email.
What to do and what to avoid in your writing
Avantages
- Begin by warmly congratulating the candidate
- Structure information about employment conditions clearly
- Mention ALL benefits, even standard ones
- Provide a clear and reasonable deadline for response
- Remain available to answer questions
Inconvénients
- Be vague about financial conditions
- Forget to mention the probation period
- Put pressure for an immediate response (24h)
- Promise things not confirmed by management
- Forget to specify documents needed at hire
Frequently asked questions about the job offer email
Should I mention net salary in the offer?
No, always communicate the annual gross salary for a permanent role. Net salary varies depending on the candidate's personal situation (pension, insurance, etc.). You can mention a net estimate if the candidate asks, but clarify that it is indicative.
What timeframe should I give the candidate to respond?
Between 3 and 7 working days is reasonable. Too short (24-48h) puts unnecessary pressure, too long (2+ weeks) delays the process and risks the candidate receiving another offer. Adjust based on urgency and if the candidate needs to negotiate with their current employer.
Does the offer email have contractual value?
No, this email is a formal proposal but does not have the value of an employment contract. Only the contract signed by both parties has legal value. However, be precise because the candidate can rely on this email in case of dispute if information differs from the final contract.
What should I do if the candidate negotiates after receiving the offer?
This is normal and expected, especially for senior profiles. Plan a negotiation margin internally before sending the offer. Remain open to dialogue but firm on your budget limits. If the negotiation is reasonable, show flexibility: a well-managed negotiation strengthens the sense of mutual respect.
Can I withdraw an offer after sending it?
Yes, as long as the contract is not signed. However, this can expose the company to legal claims for 'broken promise of employment' if the candidate can prove harm (resignation from their previous role for example). Be certain before sending the offer.
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Templates compliant with UK law, variables pre-filled from the candidate file, integrated response tracking.