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Job Confirmation HR Mail

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It is important to send a job confirmation email as soon as your company is done with the interviewing process. This is to make sure that the candidate you have decided to hire doesn’t get offered a job by another company.


However, there are some things that you have to keep in mind while writing a job confirmation mail:


  1. The tone of the email should be straightforward and formal. People do not usually like reading large paragraphs of text, hence, you should divide your email into well-defined sections so that it is easy to go through the mail.
  2. The email should include all the important information that a candidate should acquire before joining the organization. This includes joining date, salary and compensation, company policies, bonus, and benefits, notice period, reporting structure, etc.
  3. The email should also let the candidate know about the documents she needs to sign and report and the processes that will take place in the joining process.


Possible Subjects:

  • Job Offer letter/mail
  • Job Confirmation letter/mail
  • Job Appointment letter/mail
  • [position_name] position offer: Eg- Front-end developer position offer


Template for Job Confirmation:


Dear [candidate name],


After a careful assessment and review of your application, I am pleased to inform you that you have been offered the position of [position_name] at [company_name]. You can hereby, use this email as your formal offer letter for the job. 


The title of your position will be [position_title] and you will report directly to the [senior_position_name], [name of person] as a member of the team, [department_name]. The joining date for the position as inferred by you will be [joining_date]. 


You have been offered a full-time position at the company, meaning that you are compelled to come to work 5 days a week. Our standard office hours are from 10 am to 6 pm, Monday to Friday.




You will be paid a salary of [salary_per_month] per month which equals an annual amount of [salary_per_annum] per annum. Payments will be made directly into your given account details. You are also entitled to a performance bonus of [bonus_amount] per month which will be decided by your [senior_position]. Any other work-related expenses that will be incurred by you will be reimbursed by the company. 


Termination and Notice Period:


You reserve the right to terminate this agreement by providing written notice to the company. The minimum notice period is thirty (30) days. 


The company reserves the right to terminate this agreement with prior written notice of thirty (30) days. 


Please review the company website to find out more about the company values and policies. If there are any questions regarding the joining process or anything else, feel free to contact me at [contact information]. 


This offer will be considered accepted by you once we receive a signed copy of this email on or before the joining date. 




[name of the sender]



[contact information] 


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