How to Write Employment Letters in Houston, Texas – Advice from an Attorney
An employment letter is a formal communication made by the employer that is sent to successful job applicants informing them that they have acquired the job they were seeking. While it sounds pretty simple, a good employment letter is made of a number of key components that are crucial for this important communication. RunRex highlights these components that have to be noted when crafting an employment letter.
1. Specify the Job Title and the Position the Employee Will Assume
Getting a new employee on board should be aimed at getting certain tasks done under their jurisdiction. This means that as an employer you need to be strategic in your hiring and be very specific as to what tasks you want your new employee to handle. As such, the employers should include the job title that the employee is going to assume. The position should be that which the employee applied for. The title should, also, come with a clear description of the role and the duties that the new employee is going to assume.
2. Specify What Is Expected Of the Employee
To be sure that the employee will be able to get the job they will be assigned to do done, purpose to include the job requirement that had been posted in the job advertisement in the employment letter. This can, also, help remind them of the documents that they need to bring along with them when they report like the health examination report, their identification documents and any permits that may be needed to prove that they are eligible to work.
3. Include the Commencement Date
One of the most important functions of an employment letter is to inform the new employee of the date they are expected to commence work at your business or company. Usually, the employer would ask a prospective employee if they would be ready to work on a certain date. This is the date to be stated in the employment letter. The commencement date should be reasonable enough to give the employee a chance to transition smoothly from their prior engagements if they had any. It should, also, be a date that you are sure you would have created enough space for the employee and a suitable working environment for your employee to work.
4. Come Clean On the Terms of Employment
There are different forms of employment. The employment can be based on a short-term contract or it can be a permanent job. The employment letter should be clear as to how long the services of the employee will be required by your company. This, also, is the part where the number of hours that the employee is required to be at work is specified. The employment letter should specify the time of arrival and the time for departure every day.
5. Trial Period
You might be intending to employ a person on a probation basis before permanently delegating a particular duty to them. If the employment will commence with the trial period, this information should be included when drafting the employment letter. Also, the various factors and conditions that may lead to the employment being terminated on this basis should be clearly indicated in the letter.
6. Salaries or Wages to Be Paid
Another crucial information to be included in an employment letter is the amount of compensation that the employee will be entitled to as payment for their work. Most compensation is in monetary terms and the employment letter should clearly state whether the payment will be done on a daily basis, weekly basis or on a monthly basis. If they will enjoy any other benefits like holiday travel packages and other compensations they may be entitled to once they are part of the company, the same should be specified.
7. Benefits of Being Your Employee
There are certain benefits that one usually gets when they become the employee of a particular company or business. A good employment letter should include these benefits to let the employee know what they are entitled to. Additionally, the letter should provide a clear guide on the path to take to comply with their health insurance, disability insurance and any other obligations they may have to meet. Also, information on pension plans, stock purchase plans for employees and employee retirement savings should be noted and included in the letter.
An employment letter is a form a contract that establishes the existences of a relationship between the employer and the employee. Given that it is official, the letter should be formal and include every piece of information that may be crucial for the working relationship. The employer, however, should add a personalized touch to the employment letter informing the employee why they ended up being the perfect candidate for the job.
It is essential that the letter is appropriately structured with all the different segments outlined. The employer should make a point of ensuring that the employment letter is detailed, the text is clear and that the letter contains all the necessary information before mailing the same to the successful employee.