Employment Agreement Letter

If you are hiring employees for your organization or are part of the human resources department, you will have to prepare employment agreement letters for finalized candidates. The purpose of these letters is to set out the terms and conditions of employment along with duties and job description.

The shortlisted candidates will then accept or refuse your offer, as laid down in the letter, and decide whether to work with your organization or not. In this guide we will show you how to write an employment agreement letter and also provide a helpful sample and template for reference.

Tips for Writing an Employment Agreement Letter

  • Keep a cordial tone throughout
  • Make sure you clarify all requirements and expectations
  • Answer the most common questions asked by candidates in your letter
  • Explain any onerous terms as a gesture of good will
  • Sign the letter and send it officially, on a company letterhead


  • 1

    Sample of an Employment Agreement Letter


    Michael Stewart
    125 Hudson Street
    United Kingdom

    Dear Michael,

    I hope you find this letter in the best of health and spirits. We are pleased to inform you that you have been shortlisted for the position of Executive Assistant Manager at ABC Corporation. The terms, conditions and requirements for this position are set out in this letter, and we can move forward with your appointment once you agree to them.

    You will be working with our senior managers in an assisting capacity and your responsibilities will broadly include strategy planning and execution. You will be reporting directly to your supervisor, Mr. Andrew Smith, our Senior Assistant Manager.

    As per the discussion during your interview, we are willing to offer you a salary of 1,200 GBP per month, along with limited health insurance and travel allowance upon the completion of your 3-month probation period.

    According to our policies, every employee is evaluated on his/her performance biannually, with the period for the first evaluation commencing from the date of completion of your probation.

    Moreover, once you are confirmed (after probation), you will be allowed 28 paid leaves throughout the year.

    In case either you or the organization decides to part ways, there is a 1-month advance notice requirement that needs to be complied with, unless the organization lets you go on disciplinary grounds.

    Please reply to this letter within the next 7 days to confirm your acceptance of these terms and if you have any concerns or questions, feel free to ask.

    Kind Regards,

    Joanna Brown
    HR Manager
    ABC Corporation
    May10, 2013

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    Template of an Employment Agreement Letter


    [Name of Recipient]
    [Address of Recipient]

    Dear [Recipient’s Name],

    It is with great pleasure that I inform you of your successful interview at (Your company name). We believe you are a suitable candidate for the position of (Position title) at our organization, which is why we are sending you this agreement letter with the terms and conditions of employment. Your final appointment for the position will be subject to your acceptance of these terms.

    Your responsibilities at (Your company name) will include (Job description). You will be reporting directly to (Reporting to) and will be on probation for the first (Probation period).

    As per your interview, we are prepared to offer you (Amount of salary) per month, and your performance will be reviewed (Evaluation policy).

    Upon the successful completion of your probation you will be eligible for (Confirmation benefits – health insurance etc), and if you, or the company decides to part ways after confirmation, there is a (Advance notice period) requirement both parties have to comply with.

    Kindly let me know if you have any concerns regarding these terms. If not, please write back with your acceptance so we can move ahead with your appointment

    Looking forward to getting you onboard,


    (Your name)
    (Your designation)
    (Company name)

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