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You should personalize the letter by writing something about the value your new employee will bring to the company in his new role. New hires really do read their offer letters. In many cases they also have their spouse or family members read the letter so that makes writing something complimentary about them in the letter even more important. Many companies have a concern that giving this letter somehow creates an employment contract between the employer and the employee. Nothing could be further from the truth if the letter is written correctly. The offer letter actually can do a nice job of making it clear that no contractual relationship exists between the new hire and the company. Most make it clear that the employment relationship between the employee and the employer is an "at will" relationship that either party may end at any time with or without cause.
You should have a line at the bottom of the letter on which the new hire can sign. No this does not create a contractual situation but it does signify that the new hire has received and read a copy of the letter. Recently we concluded the placement of a Senior Sales Representative for a publicly traded company. The role was ripe with potential as the company products were being widely embraced by current and new customers. The recruiting process went smoothly as the candidate progressed through several rounds of face to face interviews with company executives. At the conclusion of the final interview our candidate was pulled aside by his prospective boss the Vice President of Sales.
Make an inquiry with your prospective boss as to who will be handling or coordinating the creation of an offer letter. Follow up preferably via telephone to reconfirm your interest in working for the company and your anticipation in receiving the formal offer letter. Knowing and understanding that HR is constantly dealing with multiple job candidates for multiple departments reconfirm your contact information and timeline directly with the HR representative. 3. Never stop your job search. Our candidate was fortunate to experience only a limited delay in receiving his offer letter. As a candidate you do maintain negotiating leverage against a verbal offer in that you will continue your search and interviews until you surface a complete offer (verbal and written).