Prepare the job offer letter and follow the reply.
Set out the role, pay, start date and employment terms in Join. Send a link to the offer page, where the candidate can review and respond. Below you’ll find what a job offer letter should include and a template to adapt.
Build it around the particulars you will have to give in writing anyway.
In the UK, employers must give a written statement of employment particulars: the main part on the first day of employment, and a wider statement (pensions, collective agreements, training that is not obligatory, disciplinary and grievance procedures) within two months. The main part covers the employer’s and employee’s names, the job title or a description of the work, the start date, pay and how often it is paid, hours and days of work, holiday, place of work, any probation period, other benefits and obligatory training. Writing the offer letter around the same headings saves you rewriting the terms later. Rules differ outside the UK, so check the requirements where the person will work.
If the offer depends on something, such as references or a right-to-work check, say so in the letter and give the candidate a date to reply by. Join sends an email linking to the offer page and records the response on the candidate profile. The employment contract is drawn up and signed separately.
TEMPLATE
Offer letter template
Most headings follow the particulars GOV.UK lists for the written statement, so the offer and the contract line up. Join supports the role, pay, start date and employment terms on its offer page. Adapt any additional wording and prepare the employment contract through your own process. Replace everything in square brackets.
From and to: [company name], [address]; to [candidate’s full name], [address].
Subject: Offer of employment as [job title].
Role: [job title], [short description of the work], reporting to [name or role].
Start date and contract type: [date]; [permanent, or fixed-term until date].
Place of work: [address], [hybrid or remote arrangement, if any].
Hours: [number] hours a week, [days of work], [whether hours may vary].
Pay: [amount and currency] a year before tax, paid [monthly], plus [bonus or commission, if any].
Holiday and benefits: [number] days’ paid holiday a year, [pension, other benefits].
Probation: [length and conditions], if you use one.
Conditions: this offer depends on [references, right-to-work check], if it does.
Reply by: “Please let us know by [date] whether you accept this offer.”
Once the application reaches the Offer stage, prepare the letter from the candidate profile. Join prefills the job details and employment terms. Review the salary, start date, working arrangements, hours, holiday and benefits, then adjust them for this candidate.
Prefilled terms remain editable for the individual offer
Choose an email template and send the offer link now or later
02
Let candidates review and respond online
The link in the email opens a dedicated offer page with the terms and options to accept or decline. Join records the response on the offer card and in the activity log. The candidate stays in the Offer stage until your team decides the next step.
Candidates review the offer through the link in the email
Accepted, declined and expired offers have distinct statuses
Your team decides when to move the candidate to Hired
03
Keep the offer current through the decision
The offer page, private email thread and activity log stay with the application.
Private offer emails
Use your default or custom offer template, select a language and schedule the email if needed. Only you and people added to the conversation can see the email thread.
Changes behind the same link
Edit a sent offer and the candidate sees the revised terms when they reopen its link. Updating a sent offer does not send another email.
Resend or withdraw
Resend an expired offer to reactivate its link, or revise a declined offer and send it again. You can withdraw an offer without rejecting the candidate.
What customers say about Join.Recruiters and hiring managers who use it.
“I was spending three days a week just keeping the process running. There was nothing left for the actual work: the people side of the role.”
Nancy ToblerPeople and Culture Specialist, TaikonautenRead the story
“Posting a new vacancy takes minutes, and it reaches people we wouldn't find on our own.”
Radboud VisserManaging Director, Mens & RelatieRead the story
“It's all in one place, everyone can work in it, and we can see what's running. That's what we needed.”
Sophie Van SlambrouckInternational Recruitment Manager, AQUALEXRead the story
Job offer letter FAQ
Where do candidates respond to the offer?
Candidates open the link in the email to review the terms on the offer page. They accept or decline there, and Join sends them an email confirming their response.
What happens after an acceptance or a decline?
Join updates the offer card and activity log. The candidate remains in the Offer stage after accepting or declining; your team chooses whether to move them to Hired, return to another stage or take another action.
Does the offer email from Join replace the employment contract?
No. The email from Join links to a page with the offer terms, and Join records the response on the profile. The employment contract is drawn up and signed separately, and the written statement of particulars is given through your own process. Join produces no contract template and supports no electronic signature.
How long does the offer link stay active?
The link expires 14 days after sending. Resending an expired offer makes its link active for another 14 days. This product expiry is separate from any response deadline or conditions in your legal documents.
