Send the job offer letter and get the answer in one click.
A job offer letter sets out the role, the pay and the start date. Below: what to put in it, an offer letter template to adapt, and how Join sends the offer from the candidate's profile and logs the reply.
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. The split with Join is simple: the email sent from Join carries the key terms and records the answer, and 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 emails the key terms (items 3, 4 and 7); you write and send the rest of the letter, and the contract, outside Join. 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.”
Put the key terms on the profile, send them by email.
Write the offer in Join from the candidate's profile: salary, start date, the role's headline terms. Those are items 3, 4 and 7 of the template. Hit send. Join delivers it as an email with a clear accept-or-reject button, branded to your workspace. Check those terms before you send: the email shows them to the candidate.
Write salary, start date, and headline terms directly in Join
Delivered as a branded email with clear accept/reject buttons
No PDF attachments, no DocuSign side-trip
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Accept or reject in one click. Response lands on the profile.
The candidate sees the offer in their inbox with two clear buttons. Accept and the candidate moves to 'offer accepted' on the pipeline. Reject and the candidate moves to 'offer declined'. Either way, the response is logged with timestamp on the candidate profile, no recruiter manual update needed.
Candidate responds from their inbox, no login required
Pipeline stage updates automatically on response
Response logged with timestamp, no manual recruiter update
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What the offer feature covers.
Offer management in Join is an email loop: you send the key terms, the candidate answers, and the answer lands on the profile. Contract templates, e-signature, multi-step approvals and HRIS handoff are not part of it.
Included
Key terms on the candidate profile, a branded accept-or-reject email, and the timestamped answer in the pipeline.
Connect your contract tool
Use Zapier, Make or the public API to pass data from Join to the tool where you draw up and sign contracts.
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
“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
“Before Join, our recruiting process was scattered and unclear. Now we can publish both blue-collar and white-collar roles from one tool and keep track of every candidate that applies. We actually run hiring the way it should be run.”
Cengizhan AkanRecruiter, Trigon Gruppe GmbHRead the story
Job offer letter FAQ
Does the candidate need a Join account?
No. The offer arrives by email and they respond through the link in that message. Their answer comes back to the profile without anyone having to register anywhere.
What happens after an acceptance or a decline?
Join records the response with a timestamp on the profile and moves the person into the offer-accepted or offer-declined stage. Your team does not have to update the status by hand.
Does the offer email from Join replace the employment contract?
No. The email sent from Join carries the key terms of the offer and records the answer. 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.
