company employment letter sample

If you are responsible for creating employment letters for your company, you know how important it is to get them right. Whether you’re writing an offer letter or a letter of recommendation, you want to make sure that your letter is clear, concise, and professional.

In this article, we’ll provide you with several company employment letter samples that you can use as a starting point. We’ll also provide you with some tips for writing effective employment letters and answer some frequently asked questions about creating these types of letters.

Examples of Company Employment Letter Sample

Offer Letter

Dear [Applicant Name],

We are pleased to offer you the position of [Position] at [Company Name]. Your starting salary will be [Salary], and you will be eligible for benefits after [Probationary Period].

We are excited to have you join our team and look forward to your contributions to the company.


[Your Name]

Letter of Recommendation

Dear [Recipient Name],

I am writing to recommend [Applicant Name] for the position of [Position] at your company. [Applicant Name] worked for me at [Company Name] for [Length of Time], and I was consistently impressed with [his/her] work.

[Applicant Name] is hardworking, reliable, and always willing to go above and beyond. [He/She] would be an asset to any company.

Best regards,

[Your Name]

Termination Letter

Dear [Employee Name],

It is with deep regret that I must inform you that your employment with [Company Name] will be terminated as of [Termination Date]. This decision was reached after careful consideration of your performance and conduct while employed with our company.

We wish you the best of luck in your future endeavors.


[Your Name]

Employee Promotion Letter

Dear [Employee Name],

I am pleased to inform you that you have been selected for promotion to the position of [New Position] at [Company Name]. Your new salary will be [New Salary], and you will be eligible for additional benefits and perks.

You have been an invaluable member of our team, and we are confident that you will continue to excel in your new role.



[Your Name]

Contract Termination Letter

Dear [Contractor Name],

I regret to inform you that we will be terminating our contract with you as of [Termination Date]. We have appreciated your services over the years, but we have decided to move in a different direction.

We wish you the best of luck in your future endeavors.


[Your Name]

Employee Resignation Acceptance Letter

Dear [Employee Name],

I am writing to formally accept your resignation from [Company Name] effective [Resignation Date]. We appreciate your contributions to our team and wish you the best of luck in your future endeavors.

Please let us know if there is anything we can do to assist with the transition process.


[Your Name]

Tips for Writing Effective Company Employment Letters

Be Clear and Concise

Employment letters should be clear, concise, and to the point. Avoid including unnecessary information or using overly complicated language.

Use a Professional Tone

Employment letters should be written in a professional tone that reflects the company’s culture and values. Avoid using slang or informal language.

Double-Check Your Work

Before sending any employment letter, make sure to double-check your work for spelling, grammar, and formatting errors. These types of mistakes can make your company look unprofessional.

Frequently Asked Questions

What should be included in an offer letter?

An offer letter should include the position being offered, the starting salary, a summary of benefits and perks, and any contingencies such as a background check or drug test.

How should a termination letter be worded?

A termination letter should be worded in a straightforward and professional manner. It should clearly state the reason for termination and any supporting documentation or evidence that led to the decision.

What should be included in a letter of recommendation?

A letter of recommendation should include the name and position of the person being recommended, the name and position of the person providing the recommendation, and specific details about the person’s qualifications and character.

How should an employee resignation acceptance letter be phrased?

An employee resignation acceptance letter should acknowledge the employee’s resignation, thank them for their contributions, and offer assistance during the transition process.

What are some common mistakes to avoid when writing an employment letter?

Common mistakes to avoid when writing an employment letter include using informal language, including unnecessary details, and failing to proofread for errors.

How can I make my employment letters stand out?

You can make your employment letters stand out by personalizing them for each recipient, providing specific examples and details, and using a professional yet engaging tone.


Writing effective company employment letters is an important part of any HR professional’s job. By following these tips and using the provided examples, you can create letters that are clear, concise, and professional. Remember to double-check your work and avoid common mistakes, and you’ll be well on your way to crafting effective employment letters.