Crafting effective employment letters is crucial for both employers and employees. A well-written letter sets clear expectations, outlines responsibilities, and ensures a smooth onboarding process. Whether you’re extending a job offer, confirming employment, or requesting a salary verification, the right letter template can save you time and ensure legal compliance. This guide provides 18 diverse employment letter samples to address various scenarios, equipping you with the tools to communicate professionally and effectively.
The following samples cover a range of situations, from formal job offers to requests for employment verification. Each example highlights key elements and provides a template you can adapt to your specific needs. Remember to always personalize the letter with accurate information and tailor it to the specific context of the situation. Understanding the different types of employment letters and their purpose will allow you to create documents that are both informative and legally sound.
Employment Letter Samples
Sample 1: Formal Job Offer Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. Your start date will be [Start Date], and your annual salary will be $[Salary]. A complete benefits package summary is included.
Please confirm your acceptance by [Acceptance Date] by signing and returning this letter.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 2: Employment Confirmation Letter
[Date]
[HR Department Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter confirms your employment at [Company Name] as a [Job Title], commencing on [Start Date]. Your current annual salary is $[Salary].
Sincerely,
[HR Representative Signature]
[HR Representative Name]
Sample 3: Promotion Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
We are pleased to inform you of your promotion to [New Job Title], effective [Date]. Your new salary will be $[New Salary]. We are excited about your contribution to the company.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 4: Transfer Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter confirms your transfer to the [New Department] as a [Job Title], effective [Date]. Your reporting manager will be [Manager Name].
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 5: Letter of Recommendation for Employee
[Date]
[Recommender Name]
[Recommender Title]
[Company Name]
[Company Address]
Dear [Recipient Name],
It is with great pleasure that I recommend [Employee Name] for [Position or Opportunity]. [Employee Name] worked with us as a [Job Title] and consistently demonstrated [Key Qualities].
Sincerely,
[Recommender Signature]
[Recommender Name]
Sample 6: Temporary Employment Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Candidate Name],
We are pleased to offer you the temporary position of [Job Title] at [Company Name]. Your start date will be [Start Date], and your end date will be [End Date]. Your hourly rate will be $[Hourly Rate].
Please confirm your acceptance by [Acceptance Date] by signing and returning this letter.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 7: Part-Time Employment Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Candidate Name],
We are pleased to offer you the part-time position of [Job Title] at [Company Name]. Your start date will be [Start Date], and your working hours will be [Number] hours per week. Your hourly rate will be $[Hourly Rate].
Please confirm your acceptance by [Acceptance Date] by signing and returning this letter.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 8: Volunteer Employment Letter
[Date]
[Organization Name]
[Organization Address]
Dear [Volunteer Name],
We are pleased to welcome you as a volunteer at [Organization Name]. Your role will be [Volunteer Role], and your start date will be [Start Date].
Sincerely,
[Organization Representative Signature]
[Organization Representative Name]
Sample 9: Internship Employment Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Intern Name],
We are pleased to offer you an internship position as [Intern Job Title] at [Company Name]. Your start date will be [Start Date], and your end date will be [End Date]. Your stipend will be $[Stipend Amount].
Please confirm your acceptance by [Acceptance Date] by signing and returning this letter.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 10: Employment Verification Letter
[Date]
[HR Department Name]
[Company Name]
[Company Address]
To Whom It May Concern,
This letter is to verify that [Employee Name] is employed at [Company Name] as a [Job Title]. Their employment started on [Start Date].
Sincerely,
[HR Representative Signature]
[HR Representative Name]
Sample 11: Salary Verification Letter
[Date]
[HR Department Name]
[Company Name]
[Company Address]
To Whom It May Concern,
This letter is to verify that [Employee Name] is employed at [Company Name] as a [Job Title]. Their current annual salary is $[Salary].
Sincerely,
[HR Representative Signature]
[HR Representative Name]
Sample 12: Leave of Absence Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter confirms your approved leave of absence from [Start Date] to [End Date]. We look forward to your return.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 13: Resignation Acceptance Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
We acknowledge receipt of your resignation letter, effective [Last Day of Employment]. We wish you the best in your future endeavors.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 14: Termination Letter (With Cause)
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective immediately, due to [Reason for Termination].
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 15: Termination Letter (Without Cause)
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective [Date].
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 16: Change of Position Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter confirms your change of position from [Old Job Title] to [New Job Title], effective [Date]. Your new responsibilities are outlined in the attached job description.
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 17: Non-Renewal of Contract Letter
[Date]
[Hiring Manager Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter serves as notification that your contract with [Company Name] will not be renewed upon its expiration on [Date].
Sincerely,
[Hiring Manager Signature]
[Hiring Manager Name]
Sample 18: Return to Work Letter After Leave
[Date]
[HR Department Name]
[Company Name]
[Company Address]
Dear [Employee Name],
This letter confirms your return to work on [Date] after your leave of absence. We are glad to have you back.
Sincerely,
[HR Representative Signature]
[HR Representative Name]
These employment letter samples provide a starting point for various HR and employment-related communications. Remember to adapt each template to your specific needs, ensuring accuracy and compliance with all relevant legal requirements. Consulting with legal counsel is always recommended for critical employment decisions and documentation. Using these samples as guides ensures clearer communication and a more professional approach to managing the employee lifecycle.
