The offer is the moment your hiring process either pays off or quietly falls apart. A candidate has said yes to you in the interview room, but until they reply to your offer, nothing is settled. A clear, warm and well-structured offer email makes that yes easier to give. Here is a template you can copy, plus the thinking behind each part.
Phone first, email second
Where you can, call the candidate before you send anything in writing. A short call lets them hear your enthusiasm, ask questions and react in real time. It also means the email never lands as a surprise.
Keep the call simple. Say you would like to offer them the role, give the headline terms (job title, salary and start date), and tell them the written offer is on its way. Then send the email within the hour, while the good feeling is fresh.
What a good offer email contains
Candidates read an offer closely, often more than once, and often share it with a partner or a friend. Make the key facts easy to find and leave nothing important to guesswork.
- The role: job title, who they report to and where they will be based, including any hybrid or remote arrangement.
- The pay: the salary as an annual figure, how often they are paid, and any bonus or commission described plainly.
- The dates: the proposed start date and the date you need an answer by.
- The hours: contracted hours, usual working pattern and holiday entitlement.
- The conditions: anything the offer depends on, such as references or right to work checks, listed clearly.
- The next step: exactly what they need to do to accept, and who to contact with questions.
Your formal contract will carry the legal detail. The email is the friendly summary that comes first, so check your contract wording with your HR adviser or solicitor if you are unsure.
The template
Copy this, then change anything that does not sound like you. It works for most small and growing teams.
Subject: Your offer to join [Company name] as [Job title]
Hi [First name],
It was a real pleasure meeting you, and I am delighted to confirm our offer for the role of [Job title] at [Company name]. The whole team enjoyed speaking with you, and we think you will make a great difference here.
Here are the main details:
Role: [Job title], reporting to [Manager name]. Location: [Office, hybrid or remote]. Salary: £[amount] per year, paid [monthly]. Hours: [hours and pattern]. Holiday: [days] plus bank holidays. Start date: [date].
This offer is subject to [references / right to work checks / any other condition]. Your full contract will follow once you have accepted.
We would love to know your decision by [date]. If you have any questions about the role, the pay or anything else, please call me on [number] or reply to this email. I am happy to talk anything through.
We really hope you will join us.
Best wishes, [Your name], [Job title]
Why this wording works
It opens with good news, not logistics. The first sentence tells the candidate they have the job, so they do not have to read three paragraphs to find out.
It also treats the candidate as a person weighing a big decision. Giving a clear deadline and an open invitation to ask questions signals that you want an informed yes, not a rushed one.
Finally, it is specific. A vague offer invites doubt, and doubt invites a counter-offer from another employer. Spelling out the details shows you are organised and sure of what you are offering.
Handling the awkward moments
They ask for more money
It is a normal request, not an insult. If you have room, say so and explain what you can do. If you do not, explain why and point to what else the role offers, such as development, flexibility or progression. Either way, answer quickly and kindly.
They need more time
A few extra days is often reasonable, especially for someone who is leaving a job and needs to be sure. Agree a new date in writing so you are not left waiting without an end point.
They go quiet
Silence after an offer is usually a sign of hesitation, not rejection. Send one friendly check-in a day or two after the deadline, and ask whether anything is giving them pause. You may learn something you can fix.
Keep the rest of the process tight
An excellent offer email cannot rescue a slow process. If candidates wait days for feedback before the offer arrives, their enthusiasm cools and other offers get a head start.
Keeping interview notes, scores and messages in one place helps you move quickly once you have decided. Hier brings applicant tracking, interview scheduling and messaging together, and Hier Intelligence ranks applicants against the role so you can begin with the strongest people. The decision is still yours, but you reach it sooner.
Your quick takeaway
Call first, email within the hour, put the key facts in plain view, set a clear deadline and invite questions. Then follow up kindly if you hear nothing. A good offer is not a trick or a tactic. It is a clear, human invitation to join your team, and that is usually what a candidate is hoping to receive.
