Drafting an offer letter for employees remains a pretty uncomplicated process, provided you’re ready to follow a few rules. Please make sure that you are incorporating each and every detail in clear and unambiguous manner. There are notable differences among the legal enforceable agreements of various states. So it’s strongly advisable that you seek legal guidance in this matter.
Now, it is important to note that an offer letter is only composed after a verbal agreement between you and the candidate. He/she has to agree to the job offer made by you. Start working on the letter only after that. It eliminates all the chances of time wastage and potential hard feelings for the all the time dedicated to the offer letter.
Here are the points that should be kept in view while drafting the employee agreement:
It should be clear but precise
Make sure that you are including each and every detail including:
· Employee name, his address, city and zip code
- · Company name
- · Date when the agreement is drafted
- · The name of the post offered to the employee and the person and department he/she will report to
- · The salary (mention the incentives, bonuses, tax deductions and other withholdings as per the company policies etc)
- · The way in which commissions or incentives are calculated
- · The number of paid holidays
- · Date and time of joining
- · Your signature
- · Your employee’s signature
- · Benefits (what exactly does the package include, when is the employee entitled to receive the benefits packages)— you are not really required to offer detailed outline of all the benefits as they would most probably be included in the accompanying benefits package)
Include all these points in a crystal clear and precise manner. The recruit should be able to understand all the points easily.
Do not forget to mention that the offer will only be held good once he/she provides all the college/university certificates and degrees for confirmation of his/her credentials. The candidate might furnish other certificates/certificate, besides these, if he wishes to.
Please mention the duration of employment if the employee is recruited on a contract basis.
If you do not want your employee to contribute to any other business of similar profile, with his/her skills, then you should not forget to mention this point as well. Otherwise, you simply cannot expect the candidate to dedicate all his skills to your trade beyond his usual office hours. You can find more information on ways of writing formal letters in booktips.org and www.scribendi.com.
The employee, should not in any manner or fashion, disclose, communicator divulge to any other organization or person about the information of any kind, description or nature – that relates to or affects the business in any capacity. These details may include:
- · Names of the clients of the business
- · Its manner of operations
- · Future plans
- · The kind of money it has earned from its customers
- · Other internal policies
Do mention what happens if employee is found to be violating company norms, clearly spelling out that you have the right to terminate contract if you deem that circumstances are as serious.