Offer Letter Templates and Samples
What Is an Offer Letter?
An Offer Letter is a document that can be used when an individual or an entity would like to make an offer of a certain kind to another party. The purpose of the document is to provide information about the type of proposal and its main aspects, such as the period when the offer is available, payment details, the responsibilities of the parties, etc.
The document can be prepared on paper or electronically but a signed Offer Letter can be mailed or handed directly to the addressee. An Offer Letter email usually consists of the same parts as a paper letter and presents the same information, although it does not include the signature of the sender or an area for the signature of the addressee. In this case, if the addressee wants to accept the offer they simply need to respond to the email and sign the written offer at the meeting.
Browse the links below to download printable Offer Letter templates and samples.
Offer Letter Types
Writing an Offer Letter is a relatively easy process, although some individuals might experience difficulties with it, especially if they have never written such kinds of letters before. The popular Offer Letter types presented below can help an individual choose the one that will suit their purposes best:
- Job Offer Letter. This type of Offer Letter can be used when an employer wants to offer a job to a candidate. In the letter, they can describe the job opening, state the main responsibilities of the potential employee, designate what kind of employee benefits and compensation they can offer, and indicate the start date.
- Real Estate Offer Letter. Prospective buyers can use this document to express their intention to buy a house. In the document, they can state the main conditions of the deal that they are ready to accept, including the price that they are willing to pay to the homeowner for the house, the closing date, the terms of payments, etc.
- Internship Offer Letter. When a company wants to help students and future job candidates gain experience, they can use this type of offer. Using this letter they can depict the key responsibilities of the prospective intern, indicate the period of the internship, whether it is a paid or unpaid internship, and other aspects.
- Refusal Letter for Job Offer. When a candidate does not want to accept a job offer they have received, they can decline it with this type of letter. The purpose of the letter is to politely refuse the job offer and express gratitude to the company for considering the candidate.
How to Write an Offer Letter?
The Offer Letter format generally consists of parts that can help present the proposal in the most thorough way. These parts can include the following:
- Information About the Addressee. In the first part of the document, the sender can designate the identifying information of the addressee. It can contain their name, address, and telephone number.
- Information About the Sender. Here the sender can state their name and information about the company they are authorized to represent (if applicable).
- Subjects of the Proposal. Senders can use this part of the letter to greet the addressee and describe the offer they have for them. They should include all of the main terms and conditions of the offer and explain how long the offer will stand.
- Acknowledgment Area. Any Offer Letter should always include a section where the addressee can designate that they fully understand and accept the offer as it is by signing it.
- Signature. To verify that everything written in the letter is true and correct, the sender must sign it and state their name.
How to Respond to an Offer Letter?
After receiving an Offer Letter, an individual has some time to think it over and decide whether they want to accept or decline it. If the time period estimated in the letter is not long enough for the individual and they want to ask for more time, they can reply to the document with a request to extend it. After this, there are several ways the individual can respond to a letter, such as:
- Accepting the offer. When the individual is ready to agree on all the terms stated in the offer they can sign it in a designated area and state that they fully understand everything that is written there.
- Declining the offer. In this case, the individual is not obliged to give a reason why they refuse the offer. Nevertheless, it is considered to be polite and respectful to give a brief explanation of why they do not want to accept it.
- Negotiating the offer. If the individual wants to accept the offer but would like to change a few conditions, they can express their concerns in their response. In addition to this, they can request a meeting with the sender to discuss changes that can be made.
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