Writing a Job Letter for an Employee

There may be requirement of a job letter written for an employee. This can be an employment verification letter or for referring a fellow colleague for another job or simply be a letter of appreciation for an employee. Writing a job letter for an employee is not difficult task but with few tips and guidelines you can make a perfect letter.

Under job letters there are many categories and among them is the job offer letter. It is basically a document that confirms the detail of an offer of the employment. It usually includes job description, salary, reporting relationship, bonus potential, benefits, vacation allotment and many more. The whole job offer letter confirms the terms and conditions the employer and the candidate has agree to during the negotiations.

Generally, the candidate has indicated that he or she has agreed to the position under the stated terms in the letter, which is prior to the drafting of the letter. The early career sample job offer letter is customized for the early career professional and one such type of letter example is given below: Date: MM/DD/YYYY Name: candidate's name Address: candidate's address Contact details: (insert phone numbers) Dear (name of the person's concerned) It is my pleasure of extending the following offer of employment to you on behalf of (company's name). The offer is contingent and upon passing our medical test which includes a mandatory drug screen, (and any other contingencies you can wish to state). Title: Reporting Relationship: (the candidate's position will report to Mr. XXXX). Job Description: is attached Base Salary: he/she will be paid in bi weekly installments of $(the amount), which is equivalent to $ (the total amount) on an annual basis, and any subject to the deductions for taxes and other kind of withholding as required by Law or the policies of the concerned company. Non-Compete Agreement: The standard non-compete agreement should be signed prior to the start. Benefits: The current, standard company health, life, disability and health insurance coverage are supplied according to the company policy. Other eligibility benefits include tuition reimbursement that will generally take place per company policy. The employee contributions to the payment for beneficial plans are determined annually. Vacation and personal emergency time off: The vacation is accrued at x.xx hours per day which is equivalent to two weeks on an annual basis. These are generally based on the company's policy. Start date: date of joining Car/phone/travel allowance: the reasonable and normal expenses will be reimbursed on a monthly basis according to the company's policy and on upon completion of an appropriate expense request form. Your employment with (Name of the company) is at will which can either terminate the relationship at any time with or without any prior cause and notice. You acknowledge that this is an offer letter, (along with a final form of referenced documents), that represents the entire agreement between the company and you. Apart from this, no verbal or written agreements, promises or representation that are not specifically stated in the letter will bind upon (insert the name of the company). If you are in agreement with the above conditions and outlines, please sign below. The offer is in effect for (mention here the days which for example can be 5 business days). Signature: (For the company: Name)

Another type of job letters is the employment verification letters that are generally requested by employees that are used for verifying employment for a landlord, or a bank application or some insurance application. In such type of letters which is fairly simple to write only states the facts about the employee's time at the company. The following instructions will help you write such a letter.

• First of all write the letter in a company's letter head which is of standard business letter format.
  -date
  -contact person
  -company's name
  -business address

• Address the contact person using, Mr. or Mrs., and if you are unsure about the gender use the person's full name or simply ask the employee to verify the gender for you. For instance, use Dear Mrs. Parker or Dear Janet Parker.

• Reference the subject of the letter. For example, subject: letter of employment verification for (candidate's name)

• The first line of the letter should include employee name, the job title at the company and the employment start sate. This for instance can be written as, "(Candidate's name) has been employed as (job title) at (company's name) since (insert the date and year)."

• Occasionally, in case of a bank loan, the letter should include the employee's base salary. This should be included if it is required by requesting the institute. Here you can write, "(Candidate's name) has been employed as (Job Title) at (Company's name) since (insert the date, month and year). His or her basic salary as of (insert the specified date and year) is (insert the amount)."

• A short sampling of the employee's key responsibilities should be stated in the next paragraph. For example,
  (Candidate's name) responsibilities include:
  -quarterly reporting
  -monthly reconciliation
  -financial reporting

• In the concluding paragraph end the letter by offering your contact details in case any further information may be required.

These are some ways and tips for writing a job letter for an employee.