Your Compliance Edge

Letters to Applicants

Many employers choose to extend offers of employment by way of a formal letter or, alternatively, follow up a prospective employee's verbal acceptance of an offer with a formal letter that reiterates certain terms of the accepted offer, such as salary or benefits.  This letter can help to confirm that both the employer and the prospective employee are on the same page regarding the terms of employment before work begins.  It is also common for employers to send a letter informing unsuccessful candidates that they will not be offered a position with the company.  The following are sample communications between the employer and a candidate related to offers of employment:

Employment Offer that is

Accepted Orally (Exempt Position)

Orally-Accepted Employment Offer - Exempt Position

Employment Offer that is Accepted

Orally (Non-Exempt Position)

Orally-Accepted Employment Offer - Non-Exempt Position

Offer of Employment for

Non- Exempt Position

Job Offer Letter – Non-Exempt Position

Offer of Employment for

an Exempt Position

Job Offer Letter – Exempt Position

Rejection of a Non-Interviewed


Rejection Letter - Non-Interviewed Applicants


Rejection of an Interviewed


Rejection Letter - Interviewed Applicants

Response To Unsolicited 


 Employer Response To Unsolicited Résumés

FREE Labor Law Penalties
by Company Size Chart

Alerts you to the penalties associated with key federal laws such as
COBRA and discrimination.



Download HR360


Request a Demo 

or Log In


Please NoteThe sample forms and policies featured in this section may be used for general reference only. All sample forms and policies should be modified to meet your company’s individual needs and applicable laws. Federal and state laws do change and, as a result, the featured forms and policies may not comply with current requirements. We strongly recommend consulting an employment law attorney or HR specialist for assistance with customizing any forms, policies, or the sample employee handbook. Any links that have been provided as an additional source of forms or guidelines are also for general information purposes and cannot be guaranteed for accuracy or compliance with any particular law or requirement.