It's always a fulfilling experience to make someone's day, and that's what it feels like when you give someone the opportunity to work and earn a steady paycheck. In 2019, there were as many as 15 million workers employed in the private sector manufacturing industry. It’s a tough field to be hiring for, with tons of competition, so it’s doubly thrilling to be able to complete a hire. After you've gone through the process of attracting the qualified prospect you want to work in your company, then completing the interview process and background check, now you get the pleasure of offering the position to a job candidate.
One way to let your future manufacturing employee know that you want them for the open position is the job offer letter. This is a letter that simply explains that you would like the candidate to work for you. Some people make it complicated, but it doesn't have to be. In fact, there are just three things you need to remember to include in a job offer letter to protect both you and the job candidate: the offer of the position, the detail of the position, and some legal considerations.
Why a Letter
The job offer letter isn't required in order for you to hire someone, but it is recommended. When you've decided to offer a position of employment to a candidate, you can simply pick up the phone and call that person to let them know they got the job if they want it. Many employers still handle this next-to-last-step in the hiring process, (behind onboarding), this way. But an offer letter simply adds another layer of protection for you, the organization, and the employee.
The letter spells out what the position is, the name of the person accepting the position, and additional information that was discussed in the advertisement of the position as well as the interview. You’ll want to cover the legalities and job details in a congratulatory and professional tone.
This is a wonderful opportunity for both you and the candidate. You found a qualified applicant to fill a position that will help the company generate profit. This is exciting! Write the offer letter with this in mind. Some candidates have been looking for gainful employment for a very long time. Others may be using this job as a stepping stone to other things, and still others may just be bouncing from job to job, but that's okay. It doesn't matter. The job offer letter you send, just as with other company correspondence and marketing publications, should be written out of compassion and cheerfulness.
Think of the offer letter as a communication tool to not only let the candidate know that you like them and see them as valuable to the company, but also to send a message of what the company culture is like. Even if a candidate moves on from the company six months later, they will hopefully remember the words and tone you used in that job offer letter they received and may even tell their friends and associates.
This is an area that many employers choose to avoid, thinking they will get in trouble if they put anything legal in an offer letter. The point of this section is to communicate to the job candidate that there are some things that need to be considered when accepting the position. For example, including some language that lets the candidate know that the offer letter is not an employment contract. You should include a written statement that employment with the company is at will, meaning that the employment relationship may be terminated by the employer or employee at any time and for any or no reason (check your state laws first).
According to a recent Society for Human Resources (SHRM) article, "A contract binds both the employer and the employee; an at-will statement may alleviate that commitment. If statements were made by the employer during the interview process, either orally or in writing (e.g., in an offer letter), that imply an employment agreement, then the employer may have an obligation to uphold it as a contract. The employers should seek legal guidance in those matters."
This is also a great section to let the candidate know if they will be considered either as an exempt or nonexempt status. To be exempt means they are typically salaried and therefore don't receive overtime pay and may not be eligible for minimum wage. The nonexempt employees are typically hourly employees. To get a better understanding, visit the US Department of Labor website under Wage and Hour Division. You will also want to include any contingencies here. An example could be that, "This offer is contingent upon completion of an I-9 form as well as any other background checks, drug screens, physicals, or confidentiality agreements," that you require employees to complete.
Creating the Letter
Don't try to create your job offer letters from scratch; a simple search of sample job offer templates will bring up thousands for you. Make sure that you proofread the letter several times and have others look over it as well so that it reflects your company's values and mission. At the end of the letter, create a space for the job candidate's signature and date. Also, include a line that lets the job candidate know that the job description for the position is attached and that document further explains what is expected if they accept the job offer.
Sending a job offer should be an exciting time for both the sender and receiver. It should be thought of as a kind of proposal for the beginning of a wonderful relationship. You found someone qualified for the job and they found a company to work for. It is an exciting collaboration that will hopefully be long-lasting and profitable for everyone.
Workstream tip: There are different resources online that provide help with creating a job offer letter or even offer downloads which you can customize for your own use. You can find a great sample to send out to your manufacturing hourly workers, such as this one:
We are pleased to confirm you have been selected to work for [ company/org. name ] as "warehouse worker".
Job duties are to:
- Perform any combination of following tasks to receive, store, and also distribute material, tools, equipment, and also products within establishments
- Read production schedule, customer order, work order, shipping order, or requisition to define items to be moved, gathered, or distributed
- Convey materials items from receiving or production areas to storage or to other designated areas by hand, handtruck, or electric handtruck
- Sort places materials or items on racks, shelves, or in bins according to predetermined sequence, like size, type, style, color, or product code
- Sort stores perishable goods in refrigerated rooms
- Fill requisitions, work orders, or requests for materials, tools, or other stock items distributes items to production workers or assembly line
- Assemble customer orders from stock places orders on pallets or shelves, or conveys orders to packing station or shipping department
- Mark materials with identifying information, using stencil, crayon, or other marking device
- Open bales, crates, and also other containers, using handtools
- Record amounts of materials or items received or distributed
- Weigh or counts items for distribution within plant to make sure conformance to company standards
- Arrange stock parts in specified sequence for assembly by other workers
- May use computer to enter records
- May compile worksheets or tickets from customer specifications [Order Detailer clerical 221.387-046]
- May drive vehicle to transport stored items from warehouse to plant or to pick up items from several locations for shipment
- May complete requisition forms to order supplies from other plant departments
- May prepare parcels for mailing
- May maintain inventory records
- May restock aircraft commissary supplies, like linens, glasses, emergency kits, and also beverages, and also be designated Commissary Agent air trans.
- May be known according to specific duty performed as Cloth-Bin Packer textile ; Cooler Worker dairy products ; Order Filler any industry ; Produce Clerk retail trade Ii; Tool Chaser any industry .
A) [ basic salary ]: the offered warehouse worker position is at a [ salary/wage ]... of [ salary/rate per hour ] per [ period in year/month/ week or hour ].
B) [ compensations and benefits ]: your position compensations and benefits are: [ group insurance, dental care, health care, and transportation ],
Further information about the work:
A) [ reporting ]: you will report to [ supervisor job title ]
B) [ work hours ]: your working hours will start from [ start of working day time ] till [ end of working day time ]
C) [ vacations ]: your vacation is 2 days per week
We are delighted to send you this offer to be approved and signed from you in order to start the job from [ starting date ].
We look forward to join our company in order to work with you
[ Recruiter signature ]
Workstream has worked with various clients in the manufacturing and warehouse industry, such as RW Garcia, Mercedes-Benz, and more. Find out how you can benefit from what we’ve learned by working with them and schedule a chat with us today.
Part-time content marketing writer at Workstream, full-time mom and chef wannabe. Currently catching up on her reading and trying out new recipes in the kitchen.