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How to Write a Sales Job Offer Letter

So you have found the perfect candidate for your sales vacancy. You were impressed enough to invite them to a face-to-face interview. You got to know them in the first round, grilled them in the second round, and they've impressed everyone that they've met along the interview path. So, it's time to offer them that all-important job, but you're unsure how to construct the offer letter.

A job offer letter confirms the details of an offer of employment and should try to contain the right mix of friendliness, optimism, and disclaimers. It should further include details such as job description, reporting relationship, salary, bonus potential, benefits, vacation allowance, probation period, start date, notice period and more. The letter generally confirms the terms that the employer and the sales candidate (or via the sales recruitment agency) has negotiated and agreed for the candidate's employment.  

The job offer letter can be sent via email through conventional practice is to send by email and then follow this with a copy in the form of a letter via post. Ensure that you can confirm what you offered verbally in writing to ensure there are no unfortunate misunderstandings in the first few weeks of your new employee's service.

Make sure that you include as many details as possible within the job offer letter - these can be as attachments or enclosures so the candidate has enough helpful information that will aid in helping them make an informed decision. It must never be forgotten that the candidate might receive other job offers (lucky them!) therefore you may be competing for their attention and employment.

Commonly, the candidate would have indicated if they will accept the position, under the stated terms (prior to the drafting of the letter) through a 'verbal offer' this will be done either directly or through your agency. Do regard the verbal acceptance as tentative until the offer letter and the confidentiality agreement are signed if you use one. Your offer letter should be signed by the hiring manager, HR or a company director (or, in some cases, two or more of those detailed).

Decisions, Decisions When Writing A Job Offer Letter

No one (with any sense) resigns from their job until they have an offer of employment in writing (unless there are external factors such as redundancies). If you leave it too long before contacting the chosen candidate - your silence may act as a 'no thanks'. It is suggested that a job offer in writing should be sent within 24 hours of the interview - the worst-case scenario would be 72 hours.

A punctual arrival of a job offer letter is a fantastic indication to a sales professional that you are decisive, keen and genuinely serious about the individual joining your team. Although none of these may be true - a delayed offer can suggest loss of interest, lack of urgency or simply poor organisation or a bureaucratic infrastructure where nobody takes responsibility!

If your communication is not clear, assumptions will invariably be made that ultimately affect how the job seeker feels about the job, which could potentially change their mind about the job and your company.

Instructions On How To Write An Offering Letter

  • Use a professional offer letter template as your starting point. These can be found online or through the Microsoft Office Word Template site. Remember to fill in the date, name and address as formatted in the template and adjust accordingly (usually, the templates need anglicising!).
  • Open with your intention to hire the candidate. Clearly state the title of the position that you're offering and who they will report to (direct line manager).
  • Continue by listing the basic bullet points of the duties that the candidate will complete while holding this job (and perhaps attach the job specification as an addendum).
  • S-p-e-l-l out the pay rate and benefits of the package. You must give an accurate salary number in the body of a job offer letter. To avoid confusion later, it is worth detailing the commission scheme if applicable.
  • State the probationary period with the length and appraisal update milestones.
  • Explain that the offer is subject to references. Further clarify that if at any time prior to the new recruit joining you receive any reference or report that you consider to be unsatisfactory, make clear that you reserve the right to withdraw the offer of employment.
  • If applicable, clarify that the offer is subject to a satisfactory Criminal Records Bureau check or medical.
  • Give further information about the benefits package - this should include annual leave and could consist of your health insurance, life assurance and retirement plans.
  • End with a space ................................... for the person to sign. You'll want the candidate to sign the job offer letter and return it to you for their HR file.
  • Continue to explain that you hope 'X' will accept your offer and ask them to confirm their acceptance by a deadline date. You can further mention that the offer will be automatically withdrawn if you do not hear back from them by the deadline date.
  • Finish with a personal note, for example, 'We are looking forward to you joining us and wish you every success in your new role with us'.
  • Remember, there is often no need to draw up a job offer letter until you have received verbal acceptance from the candidate - this will save time and effort on your behalf.
  • Ensure that both parties have a copy of the job offer letter with both signatures. Your chosen candidate will want to save it for personal references and in the case of any discrepancies with their salary/benefits package.


Never run the risk of failing to send something as simple as a well-written offer letter with full and correct details. Job offer delay can potentially spoil what could be a very smooth recruitment process and your chances of the right person joining your team.

Once your deal has been done - don't forget to enjoy your good earned fortune in securing the right candidate!  

It could be valuable to have an experienced legal or HR advisor to help construct an offer Letter and employment contract. We advise seeking advice in constructing all Employment Contract Agreements - most trade bodies will help you with this very cost-effectively. It should cost more than 'tens of pounds' to purchase a current and relevant template that you adjust accordingly.

Why Many Employment Agreements are not Contracts

What do you do with candidates who, unfortunately, didn't make the cut? Read our guide on How to Reject Candidates here.

Rob Scott, Aaron Wallis Sales Recruitment, Author Photo

About the author

Rob Scott

Rob is the Managing Director of Aaron Wallis Sales Recruitment, a national recruitment agency specialising in sourcing sales and marketing staff for businesses across a broad range of commercial sectors. Before setting up Aaron Wallis, Rob spent ten years at a specialist Sales and Marketing recruitment division of a £0.5BN recruitment group, leaving in 2007 as Marketing & Sales Director to establish Aaron Wallis.
With over 24 years of experience in sales recruitment, Rob is a History graduate with an MBA (Merit) and a PgCert in Management Practice.  In 2007, 2009 and 2013 Rob conducted the most extensive surveys of sales professionals in the UK and is a trusted authority in the sales industry. From guiding employers through the recruitment process to helping candidates find their dream job, Rob's advice has been quoted in leading publications such as Business Insider and The Independent, as well as OnRec, which host The Online Recruitment Awards every year.

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Our employers say...

In an industry where people over promise and under deliver, Rob and his teams have consistently provided a high-quality service. It is great to deal with someone that has an excellent understanding of UK industry, and a passion for sales.

Sales Manager, TR Fasteners

Rob’s knowledge of the recruitment industry and his thoughts and how to make it better for his clients have always been eye opening. I would recommend Rob to anybody who is looking for a professional, knowledgeable and flexible recruitment specialist.

CEO, Friday Ad Online Services

Since joining DSGi, Rob has been a supplier of permanent staff and has performed to an extremely high standard, successfully filling 98% of roles he has worked on. If anyone is looking for a good sales and marketing based consultancy with an informal yet professional approach, I would recommend Rob.

Senior Recruitment Consultant, DSG International

I have used Aaron Wallis to fill a number of our Sales Development Manager roles and I have found them to provide a very professional service. I will use their services again in future recruitment campaigns.

HR Business Partner, Greene King

We were impressed not only by the quality of candidates you found for us but also the level of information, preparation and qualification you put into the process. You continually kept us informed of each person’s feelings about the process, which is very important but often overlooked. I am looking forward to working with your company again in the future.

Commercial Director, Incentive Facilities Management

I just wanted to thank you for your help with our recruitment process which went very smoothly and has – we hope – found us just the person for the job!

Managing Director, Citrefine International Ltd

I have always found Rob to be very knowledgeable about our industry sector, and it is refreshing to see after all of these years that Rob continues to quickly and accurately understand my requirements.

HR and General Manager, THK

Rob is a true recruitment professional that goes the extra mile that I have never experienced from any other recruitment agency before. If you need sales people call Rob or someone in his team, as they really are experts in sales recruitment.

Sales Director, Inside Business

Giles Phillips is a rare find in the minefield of sales recruitment; an honest and thoughtful recruiter who considers the needs of both the client AND the candidate to create perfect role matches. I look forward to working with him again in the future.

Marketing Director, City of London Police

Thanks for all your help during the recruitment process. I have been extremely impressed with Aaron Wallis especially when compared to other agencies we have dealt with. I really felt you grasped the type of person we required and found strong candidates.

UK Sales Manager, Nexcom

Understood the type of person we were looking for and good follow ups - not too frequent.

Managing Director, bigHead Bonding Fasteners Ltd

We appointed Aaron Wallis in February and the successful candidate, out of the six which Aaron Wallis introduced, was able to join Alphametrics before the end of April. The whole process took less than three months. I would recommend Aaron Wallis' services to others without hesitation.

Chief Financial Officer, Alphametrics

I really liked the YouTube presentations which made the service seem both simple and accessible. The company came to see me, and my management team, at short notice to present their service and I liked the support and advice that I received about maximising the results from the applicant.

Managing Director, Leisuresec plc

Aaron Wallis has continuously provided us with suitable candidates that have been proactively sourced. Having used countless recruitment companies, Aaron Wallis are the only company that I can count on to deliver.

Managing Director, JARK Healthcare Recruitment

I found Aaron Wallis to be very professional and efficient, taking time to understand the role and the type of candidate we were looking for. The candidates they put forward met our criteria and were of a high standard. The service they provided was exemplary and I would have no hesitation in recommending them, and will certainly consider using them again in the future.

HR Assistant, Fischer Connectors Ltd

Giles is highly professional and was a pleasure to work with. He achieves excellent results through his personable skills and tenacity. I have no hesitation in recommending Giles to anyone who considers employing his services.

Commercial Director, G4S Government & Outsourcing Solutions

Our candidates say...

Very good advice and support was given during the course of the interviewing process. Potential job seekers would be well advised to use this company whilst looking for their new career.

R. Speakman, Candidate

Really excellent experience dealing with Aaron Wallis. Liam Oakes who helped me get a great job was brilliant. Kept me up to date during the process and offered great help and advice, and a thoroughly nice guy. Highly recommended!

J. Hathaway, Candidate

Aaron Wallis Sales Recruitment are a very friendly and professional recruitment organisation who listen to your needs, work with you and act on your behalf which sets them apart from many of their competitors who in my experience are willing to throw anything at you. We discussed my history, my preferences and my wishes - one opportunity was introduced. It was perfect. I start at the end of June.

R. Buckley, Candidate

I have to say coming across and having dealings with Aaron Wallis proved to be very successful. Being highly experienced did not seem to count for much during my job search bit a conversation with Robert Scott gave me a real confidence boost and enabled to get a position at the age of 63. Great service!!!

D. Burgess, Candidate

The Recruitment agent I used, Simon, was extremely helpful and really went the extra mile to ensure all of my questions were answered, and that I felt as comfortable and prepared as possible. Very professional company and would definitely recommend to others. Thank you Aaron Wallis!

A. Callaby, Candidate

I can honestly say that the time and expertise you gave me was way beyond any other recruitment consultant I dealt with. You are a rarity in your industry.

S. Akers, Candidate

Fantastic customer service, communication was brilliant, happy polite people to talk to, made everything a lot easier and smoother. Thank you for all your help getting me back in the work force, Keep up the good work :-)

K. Everitt, Candidate

Aaron Wallis have provided me with an excellent service, Giles went out of his way to help me preparing for my interview and supported me through all the processes. If you need an agency to give you a fully professional and consultative approach to finding you a new career move, the Aaron Wallis can certainly provide this for you.

D. Richards, Candidate

Perfect from start to finish. Simon deserves a shout out. Best recruiter there is. If you need a job, this guy will get you one. He's like the super man of recruiters. Top man, can't recommend him enough.

M. Crisp, Candidate

Aaron Wallis (and in particular Rob Scott) have been fantastic throughout the recruitment process, and even a few months down the line, still continues to care. Rob clearly cares about each individual and has a wealth of knowledge and expertise, which shows in the work he does. Each candidate is not just a number, and the support received from Aaron Wallis has helped me get a career which I truly enjoy.

M. White, Candidate 

Excellent experience from first contact to ultimately securing a suitable placement. Giles looked after me in a very professional and friendly manner. He used his expertise and experience to ensure I was put forward for the most suitable positions for my skill set and found me a new role very quickly. I can't recommend Aaron Wallis Sales Recruitment highly enough.

M. Green, Candidate

The service provided by Aaron Wallis has been just great. I was constantly informed about what was going on with the process interview and the agent has always been supportive and kind to me.

L. Colagrossi, Candidate

Fantastic service, helped me find my ideal job quickly and smoothly. Would highly recommend them.

C. Caine, Candidate

I've had a really good experience working with Giles Phillips at Aaron Wallis. From initial contact to the finer details of securing the job, he has been very professional and a pleasure to work with.

M. Shutt, Candidate

Less than two weeks after joining Aaron Wallis I was offered my new job. I got a £10,000 rise in my basic salary, car allowance, a laptop and many other perks, which will help to further my career. I definitely would not have found my dream job without the help of Aaron Wallis.

C. Hoy, Candidate

Aaron Wallis helped me secure a position I really wanted. Giles sought to keep me updated with all the details preceding interviews and after with feedback. I would highly recommend Giles and Aaron Wallis Sales Recruitment.

L. Taylor, Candidate

Good swift process with Aaron Wallis, informative regarding the role and the process was moved at a good pace with healthy interaction. Would recommend them to anyone pursuing a change.

S. Bartlett, Candidate

A great recruitment company to work with. Excellent experience with Aaron Wallis through the entire recruitment process. The team was really professional and extremely helpful. Darren was a pleasure to work with. He was friendly, supportive and gave me great advice. Thank you very much!

A. Bauchet, Candidate

Aaron Wallis is an outstanding recruitment agency specialising in high calibre sales positions. I was working directly with Darren Dewrance who went above and beyond my expectations in sourcing me my perfect role. I was kept in regular communication with Darren and he worked extremely hard to secure my dream job. Highly recommended and Thanks Darren for all your expertise and hard work.

R. Sealy, Candidate

Excellent service, very professional and friendly, would and have, recommended Aaron Wallis.

E. Heley, Candidate