How to Create and Distribute a New Hire Offer Letter

The hiring process is a major part of a company's day-to-day business. Creating a new candidate's offer letter is the first step in the hiring process. The offer letter includes important information for the candidate and provides them with the written parameters of the job that was verbally offered during the interview process. Once a candidate signs and sends the offer letter back to the hiring manager, the candidate can begin the onboarding process and move closer to starting their new role.

Once you have followed the upcoming steps, you should have enough knowledge on how and when to create an offer letter as well as send it to a new hire candidate for their prospective onboarding.

To begin assembling an offer letter, you will need the following items:

• Laptop or computer with a keyboard and mouse – $200+, can be purchased at most retail/electronic stores/online (Walmart, Best Buy, Office Depot, Amazon, Target, Dell, Apple, HP)

• Internet Access – Cost varies depending on regional location, provider, and Internet package. Estimated $50+ per month

• Adobe Acrobat Pro– This can be purchased at Adobe.com for $19.99/month 

• Outlook email or equivalent – The free version is available of Outlook at outlook.live.com

Disclaimer - Due to the large volume of hiring that may occur during any given week, you may need to schedule breaks for yourself due to the amount of typing involved to ensure you are not experiencing hand fatigue. This can lead to carpel tunnel syndrome if proper typing techniques are not adopted or prolonged typing sessions occur.

*The costs associated with this process should either be paid for by or reimbursed by the company and should be part of your regularly scheduled work day.*

Open your laptop or wake your computer, then log into it with your work account. Once you have logged into your computer, you will need to open your internet browser and go to login.live.com to log into your email account.

Once a candidate has been offered a position, the hiring manager will send you an email outlining the necessary information to add to the offer letter.

Locate the offer letter template on your computer, it will be a PDF. Double-click to open the file.

Once you have opened the template, look under the left-hand side of the document and find and click on the "fill & sign" tool. Click on all of the necessary (highlighted above) sections and type in the required information from the new hire request email.

Attach the completed offer letter, filled in with all of the highlighted information from step 4, into an email to the new hire candidate. Compile an email welcoming the employee and advising to send back the signed form to you. Once you receive the signed offer letter back, you will be able to begin the onboarding process.