Letter of Intent to Hire

Why Should a Company Send a Letter of Intent to Hire?

A candidate may apply to several companies at once. When an employer likes an application, a letter of intent to hire is a formal way to show that interest. The candidate’s reply tells the employer whether they still want the job or have already found one somewhere else.

Our free letter of intent for a job has a simple goal. It tells the candidate they can stop their active job search if the conditions offered suit them.

The letter also helps the candidate. It shows what the company expects next. If it asks the candidate to come to an interview or send certain documents, doing so shows that they are still interested in the position.

A letter of intent to hire describes:

• the position and its main responsibilities
• full-time or part-time work
• the pay and how often it is paid
• the start date
• time off
• any probation period
• how the employment can end

How to Fill Out a Letter of Intent to Hire

Use the steps below to build your letter, or let the online form above guide you through each part. You can write it as a standard business letter with an opening, main body, and closing. You can also split it into separate sections for each condition of the employment.

1. Company information and effective date. Put the details of the hiring company in the top left corner of the letter. Add the effective date of the letter beneath them.
2. Opening. Start with “Dear [the name of the applicant]”. Then state that the letter confirms the company’s intention to employ the applicant in a certain position.
3. Time commitment. Say whether the candidate will work full-time or part-time.
4. Payments. Give the wages or salary the candidate will get per year or month. Also say how often payments are made, for example every month or every week.
5. Start date and responsibilities. Include the start date and the responsibilities of the prospective employee.
6. Time off. State how much time off the person can take throughout their work year. It would be also wise to specify whether this time is paid or not.
7. Probation. If a position entails a probation period, the letter should state within what period of employment the candidate might be terminated. The letter might warn that the company is not obliged to send any prior notice of termination during this period.
8. Termination. When it comes to the termination of employment by the candidate, the letter might say that they are expected to send a prior notice to the company in case they want to stop their employment at this organization. The same should apply to the company in case they decide to terminate the employment with the candidate after the probation period.
9. Non-compete. If the company wants to include a non-compete clause in the letter, they might set the requirement for the candidate not to hire the company’s employees within a certain time after the termination of the employment. The company might also prohibit the candidate from communicating with customers of the organization or other related individuals.
10. Binding effect. It should be clear from the language in the letter whether or not the document is legally binding for the parties.
11. Signatures. Last, add the signature and printed name of the company’s representative. The candidate adds their own signature and printed name after they receive the letter.

When to Send a Hire Letter

Employers send this letter once the interviews are complete and the hiring team has selected a favorite. It tells the candidate that the job is theirs to accept, and it gives both sides time to discuss the details before the first day.

The letter suits many kinds of roles and companies:

• A small business that is adding its first employee
• A growing team that is filling several roles from one job posting
• A seasonal or part-time position with a clear start and end
• A senior role where the candidate wants to see the expectations in writing
• A remote position where all communication happens by email

Sending the letter early shows the candidate that the company is serious about the position. It also gives the hiring manager a chance to discuss the schedule, the pay, and the first-week plan in one place. Candidates tend to appreciate having every detail in writing while they consider the opportunity.

Details to Gather Before You Start

Collect the information first, and the letter takes only about 15 minutes to write. Keep these items within reach when you open the template, because each one appears somewhere in the finished letter and the candidate will read all of them carefully.

• The full name and mailing address of the candidate
• The name and title of the person who signs for the company
• The job title, the department, and the manager the new hire reports to
• The main duties of the role
• The pay rate, the pay schedule, the starting date, and the work location

If the job posting listed hours, benefits, or a trial period, carry the same wording into the letter. A candidate who reads the same terms in the posting and in the letter feels more confident about the job. Expectations for the first weeks, such as training sessions or a first project, also fit well in the letter when you want to discuss them early.

Write the draft in Microsoft Word or Google Docs, and then save the finished version as a PDF document for distribution. Send it from your company email address, such as Gmail or Outlook, and attach the PDF to a short, professional message.

Sample Wording for Different Roles

The same letter can be adapted to fit the job. These short examples show how the key lines change from one role to another. Copy the style that matches your position and replace the details with your own. A typical letter runs between 250 and 350 words.

• Part-time role: “We would like to welcome you as a part-time Barista at Sunrise Cafe in Austin, Texas, working 20 hours a week at $16 per hour, starting on March 3.”
• Remote role: “We are pleased to invite you to join Northwind Design as a remote Graphic Designer. Your weekly schedule and team meetings will be shared by email before your first day.”
• Seasonal role: “Lakeside Resort in Lake Tahoe would like to hire you as a Front Desk Associate for the summer season, from June 1 to September 1.”
• Senior role: “Bright Path Consulting is delighted to invite you to lead a team of 12 people as Director of Operations, reporting to the Chief Executive Officer.”

Each example names the company, the role, and the start date in the first sentence. That opening gives the candidate the key facts at a glance, and the rest of the letter can add the pay, the schedule, and the expectations.

Tips for Writing a Clear Hire Letter

A good hire letter is short, polite, and easy to scan. Explain each key term in plain words, so the candidate knows exactly what is on offer. Use the tips below to polish your draft before it goes out.

• Address the candidate by name and use the full job title.
• Add the company name, the department, and a contact email or phone number.
• Write the pay in numbers and in words, as the sample letter does.
• Put each term on its own line so the candidate can find it quickly. A simple format works best.
• Be specific about the role and about what you expect in the first weeks.
• Add a short reference line next to RE:, such as the job title, so both sides can find the right file.
• Keep the tone friendly and professional, and welcome the candidate to the team.
• Check every name, date, and amount twice before sending.
• Save a PDF copy of the final letter for your files.

You can also start from a hire letter template and fill in the details. The online form at the top of this page builds one for you in a few minutes.

Tone and Style for a Hire Letter

The tone of the letter sets the mood for the whole working relationship. Write the way you speak to a valued colleague: warm, direct, and clear. Concise sentences and familiar vocabulary help the candidate read the letter quickly and understand every important point.

Begin with good news. Say that you are glad to extend the offer, then move on to the details. Describe the role in straightforward language, and avoid industry terminology that a new employee may not recognize yet. When you list the duties, pick action words such as manage, prepare, support, and lead, so the candidate can picture the daily work.

Close the letter with a friendly note. Thank the candidate for their time, say that you look forward to hearing back, and give a contact name and phone number for questions. A positive ending leaves a favorable impression, even when the candidate needs several days to respond.

Common Mistakes to Avoid

Small slips can make a hire letter confusing for the candidate. Most of them are easy to catch with a quick read-through before the letter goes out. Watch for these common ones.

• Leaving out the start date or the job title
• Giving the pay without saying how often it is paid
• Using vague wording for the responsibilities
• Misspelling the candidate’s name or mixing up dates
• Forgetting a place for both signatures

Sample Intent to Hire Letter

This sample shows how the steps above come together in one letter. The names, addresses, and numbers are made up, so replace them with your own details. Keep the terms that fit your job offer and remove the rest.

To: Irvin Jones
8058 East Clinton Drive
Mesquite, TX 75149

April 4, 2021

From: Tony McLaren
Human Resources Manager
Mega Money Company
991 Woodsman St.
Edinburg, TX 78539

RE: Letter of intent to hire

Dear Mr. Jones,

I am very pleased to inform you that we have narrowed down the list of applicants for the position of Sales Manager in our company and you are our best candidate. Therefore, I am informing you about our intention to hire you for this position under the following terms:

1. Terms of employment: Full-time job of Sales Manager
2. Pay: Annual salary $65,000 (sixty-five thousand dollars) with payments made every month.
3. Start date: No later than April 24, 2021
4. Responsibilities: Achieving growth and hitting sales targets set by top management of the company. Designing and implementing a strategic sales plan that expands the company’s customer base and increases retention rates. Tracking goals and the performance of sales representatives.
5. Probation period: There is a probation period of 30 days. The company leaves the right to terminate the employment for any reason without prior notice.
6. Termination: You can terminate the employment at any time for any reason by sending a notice in no less than 14 (fourteen) business days to the company.
7. Binding effect: This letter of intent was drafted solely for the purpose of creating a legally binding employment contract in the future.
8. Acceptance: If you are interested in the position we offer under the terms mentioned above, please sign this letter and bring it along with your resume, recommendation letter, and references on the start date.

Yours sincerely,
Tony McLaren

Sample Email to Send With the Letter

Many employers send the letter as an email attachment. A short cover email keeps the message friendly and tells the candidate what to do next. Here is a sample you can adapt to your own role, company name, and contact details.

Subject: Next steps for the Sales Manager position

Hello Irvin,

Thank you for your time during the interview process. We were impressed by your experience and would like to welcome you to Mega Money Company as our Sales Manager.

Please find the letter of intent to hire attached. It lists the pay, starting date, and responsibilities for the role. Review each term and let me know if you have any questions.

If you are happy with the terms, sign the letter and reply to this email to confirm your interest. We will then share the details for your first day.

Best regards,
Tony McLaren
Human Resources Manager
Mega Money Company

What Happens After the Letter Is Sent

Once the letter is out, the next move belongs to the candidate. They review the terms, ask questions if anything is unclear, and reply to the company. The employer then knows whether to move ahead with the hire or look at other applicants.

The reply is an important step in the hiring process, because it confirms that the candidate wants the opportunity. A candidate who accepts:

• signs and returns the letter
• confirms the start date with the hiring manager
• gathers the documents the letter asks for, such as a resume and references

The company can keep the signed letter in the candidate’s file and tell the team about the new start date. Some employers also send a welcome message before the starting date.

Frequently Asked Questions

What details go into a letter of intent to hire?

The letter names the position and its responsibilities, the pay and how often it is paid, whether the job is full-time or part-time, and the start date. It can also cover time off and any probation period.

How long is a letter of intent to hire?

One page keeps the letter easy to read. Focus on the key terms of the offer and leave out extra background.

Who signs a letter of intent to hire?

A representative of the company signs the letter and adds a printed name. The candidate signs it too, with a printed name, once they receive it.

What should a candidate do after getting the letter?

Read each term and compare it with what you discussed in the interview. Then reply to the company to say whether you are still interested. If the letter asks you to attend an interview or send documents, take care of those as well.

Can I send the hire letter by email?

Yes. Many employers attach a PDF of the letter to a short cover email, like the sample above. Request that the candidate sign the document and return it by reply.

What should the email subject line say?

Keep it short and specific, so the candidate knows what the message is about before opening it. Two good examples:

• Next steps for the Sales Manager position
• Your letter from Mega Money Company

What if the candidate has questions about the terms?

Invite them to reply or call. A brief conversation helps clarify any uncertain point and demonstrates that the company values open communication. If the wording changes after the talk, send a new copy of the letter so both sides keep the same version.

General information, not legal or tax advice.

Jennifer M. Settles

Author & Attorney

With over 25 years of experience as a business and transactional attorney, Jennifer has mastered the craft of closing highly successful deals for her clients. Through her wide-ranging expertise in commercial contracts, real estate transactions, M&A and corporate law, Jennifer secures results that are second-to-none.