A letter of employment is one of the crucial documents provided at the time of employment. This is a formal letter issued by the company offering an employment to a selected individual.
A letter of offer format is drafted on the Company’s letterhead, and this is a very delicate document which contains important information as regards the terms of employment of the said employee.
Details included in the Letter of Employment:
Designation or Rank: This clearly states the Rank or Designation of the employee in the company such as Executive, Vice President, Manager, etc.
Salary records: It provides details and complete account of the monthly/annual salary at which the employee is being hired in the company. It also provides the breakdown of the salary which includes the basic pay, minor allowances, contributions, employee bonuses, etc.
Incentives: It contains the details of incentives given by the company in addition to the salary such as their medical insurance, trips, vacations, and sick leaves, expense reimbursements, etc.
Documents required at the time of employment: The employee offer letter format also provides a list of documents that should be submitted at the time of employment. These documents are used for verification purposes, for instance, educational certificates, certificate of experience certificate and salary certificates gotten from previous employers.
Notice period: Notice period or notification period refers to the time served in the company after resignation. The offer letter should state clearly the notice period the employee is expected to serve in the company in the event of a resignation.
Probation period: Often, new employees are kept for a certain period referred to as probation which is mentioned in the letter of offer to check if they are suitable and for the job offered. During this period, the employee’s performance is assessed based on the job requirements. After completion of this probation period, the candidate may now be retained or removed from the job depending on his/her performance and suitability for the job.
The candidate is expected to read the offer letter format carefully as it mentions relevant information about the job and the company. After going through it, if the candidate is satisfied with the terms and conditions of the contract and is willing to join the company, he/she must then accept the offer within the stipulated period given in the offer letter. This is done because the company can withdraw the offer on expiry of the stated period.
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