Getting a job is probably one of the happiest moments in someone’s life. being employed, the ability to shoulder responsibility, the sense of accomplishment is unmatched. In a country like India, the competition is extremely high. here we have so many candidates competing against each other for the same job and with almost the same set of qualifications that it makes the selection process quite a challenging task for recruiters. everyone puts their best effort into converting the opportunity, and when that email finally arrives, stating selected or hired, that moment is nothing but pure bliss.
Most companies follow a standard congratulatory email format when delivering the big news that brightens the candidate’s life. the hired candidate is called and the news of his selection is communicated to him first by summons or in person. it is not considered a good industry norm to inform the selected candidate solely through email.
Most of the candidates are looking for several job alternatives, so informing them beforehand through a call is considered a better option. Then the terms of employment, including salary, length of employment (if applicable), location, and others, are negotiated in person. then the final congratulatory email is sent to the candidate. the email serves as a verbal agreement for all negotiations previously made.
why send a congratulations email to the selected candidates?
Congratulations! you are hired! The company’s human resources department sends an email to the selected candidate after the candidate has landed the position. the reasons for sending the email are:
- is the most frequently practiced industry standard.
- terms of employment may be forgotten by the candidate if they are only discussed verbally, so to clearly state the terms of employment , the congratulatory email is sent.
- make a formal documented proof of the terms of employment negotiated and then agreed upon so that no discrepancies arise in the future, and there is no case of cheating.
- to extend a formal invitation to welcome the candidate into the organization.
- to excite the candidate for the new period in a new company and also convey the information required by the candidate for the first day in the company.
So, sending a congratulatory email serves several purposes.
what to include in the congratulations email?
There is no perfect way to write a congratulatory email. still, some details should be included in every congratulatory email the organization sends to the candidate. therefore, the most important things to include in every congratulatory email are:
- a catchy subject line that conveys the good news to the selected candidate. Examples of a compelling subject line are:
- job offer from [company name]
- your job offer from [company name]
- your offer from [company name]
- hired at [company name]
- a vivid description of all the functions the selected candidate is expected to perform.
- the date from which the job begins, ie the start date. this also included the workplace where the candidate is supposed to work.
- details of immediate supervisor, the person to whom the selected person will report directly.
- first- details of daily reports.
- salary details, i.e. how much will be paid and when it will be paid.
- detailed leave, vacation and personal leave information, how many are allowed, how many are leave paid and when they can be taken.
- the benefits, the pension plan provided by the organization.
- hours of work that the candidate must complete.
- a deadline for the candidate to revert in case of doubts or when they accept the job offer.
- name and contact information of the recruiter in charge.
- stamp of the organization.
These are the required details that must be included in the congratulatory email. Now, let’s look at some examples of congratulatory emails to make the format even clearer.
congratulatory mail to samples of selected candidates
sample 1:
subject line: job offer from [company name]
email:
Dear [candidate name],
congratulations! This email is to formally offer you the job of [job title] for [company name]. we strongly believe that your skills and experience will help our company to reach great heights.
As discussed with you earlier, you are due to start on [start date] and the salary is [salary figure] per year. We have a policy of disbursing the salary every 10th of each month, and it will be credited directly to your bank account. you’re supposed to report to [report manager] on [day] at [time] sharp.
The pension plan offered by the organization covers your entire family, and will start one month after your first day of work. you can sign up for additional benefits provided by the company [may include other benefits as negotiated with the candidate].
A copy of the offer letter is attached as an attachment. you must sign the document before [deadline date] and return it to the communication address mentioned below in case you accept the offer. After I receive the signed copy, I can tell you the details of the benefits and leaves to which you are entitled.
We look forward to working with you.
please contact me in case of any queries.
respectfully,
[employer signature] [employer title] [company name]sample 2:
subject line: offer from [company name]
email:
Dear [candidate name],
congratulations. we are very pleased to inform you that [company name] would like to extend the offer for the position of [job position] to you. After interviewing all the candidates, we find the most suitable person for the position. she will work directly under [name of supervisor] and we believe her addition to the team will add great value to the company.
By law, we would be required to verify your employment eligibility. I am attaching a form, which you must complete and report to the office by [start date] at [time]. you can report directly to [reporting officer] who will guide you through the training procedure.
On your first day, the human resources team will tell you about the benefits and insurance claims you can choose from. They will also explain leave policy, profit-sharing plans, and office rules.
Your salary will be an annual [salary figure], to be paid monthly and credited to your account on the 7th of each month. I have attached the letter of offer and the document that establishes the terms and conditions. if you accept the offer, you must return the signed copy of the offer letter by [deadline]. the other steps of the hiring procedure will be communicated by me after receiving the signed acceptance letter.
Do not hesitate to contact me if you have any other questions. we hope you will join us and make us bigger and better than ever.
respectfully,
[time signature] [time name] [hr contact details]sample 3:
subject line: job offer from [company name]
email:
Dear [candidate name],
We are pleased to inform you that you have been hired as [job title] for [company name]. he will work closely with [name of person], and we believe his combined excellence will help bring great laurels to the company.
According to our conversation, your annual starting salary is [salary figure] payable monthly via direct deposit. due on [date] at [time]. Your job duties and responsibilities are explained in the attached document below. please review it and familiarize yourself with it.
The rules and regulations of the company, the terms and conditions of your employment and the details of the benefits and insurance offered by the company are attached below. please take a look.
If you accept the offer, please send the signed offer letter to [company address]. we hope to have a great fruitful future with you.
greetings,
[name] [signature] [contact information]These were some of the examples of congratulatory emails. each email contains the same basic information. the congratulatory email serves as a ray of hope and happiness to the selected person. Everyone loves good news, and a good email with a positive tone can work wonders. therefore, it is a great way to welcome the new addition to your work family and make them feel like they belong there.
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