Guides › HR & Hiring
Send a warm, clear job offer
A friendly offer email and a checklist of what the formal offer letter must cover, so your new hire knows exactly what to expect.
When to use it
When you've chosen someone to hire
Step by step
Gather the offer details
Note the job title, start date, pay, hours, place of work, probation period, holiday, and any conditions such as references or right-to-work checks.
Draft the offer email
Paste the details into your AI assistant with this prompt.
Prompt to copyWrite a job offer email to [first name] for the role of [job title] at [business]. Details: [paste]. Tone: warm and excited but clear. Include: the offer and why we chose them (one genuine line: [reason]), key terms in a short bullet list, conditions of the offer, what happens next and by when, and a request to confirm acceptance by [date]. Under 200 words, British English. Then, separately, give me a checklist of what a written statement of employment terms usually needs to include in [country], so I can check my formal letter or contract covers it.Check the formal paperwork
Use the checklist to review your contract or written statement. Have the contract template checked by an HR or employment law professional at least once.
Call first, then send
Ring the candidate with the good news, then send the email and formal letter straight after.
What you get
Hi Tom, I'm delighted to offer you the role of Workshop Technician at Kestrel Bikes. Your mechanical know-how really stood out. Start: Mon 3 March. Pay: £27,500 a year. Hours: 37.5, Tue to Sat. Holiday: 28 days including bank holidays. Subject to two references. Please let me know by Friday 21st.
Tips
- AI checklists are a starting point, not legal advice; employment rules vary by country.
- Keep offer details consistent between the email and the contract to avoid confusion later.