Hey there! Looking for an employment contract email sample to send to your new hires? Well, look no further! We have got you covered with a variety of examples that you can use and edit as per your specific needs. An employment contract is a crucial official agreement that sets out terms and conditions of employment, and outlines the rights and responsibilities of both the employer and employee. It serves the purpose of protecting both parties in case of any disputes or disagreements. So, it’s essential to make sure that your employment contract email covers all the necessary points and is communicated clearly. Let’s dive in and explore some examples together!
What’s the Best Structure for Your Employment Contract Email?
If you’re about to offer someone a job, congratulations! Hiring is a success worth celebrating. Sending out a formal employment contract email is an essential next step that ensures there’s no misunderstanding between you and your new employee. Having a clear and concise email message that outlines all terms of employment can help set the right expectations while safeguarding your interests. Here are some tips on how to structure an employment contract email sample:
1. Start with a friendly greeting, stating your excitement about your new team member joining you. Mention the position they are offered, their start date, and any critical details that need to be clarified upon employment. This sets up your email to be friendly, welcoming, and professional all at once.
2. Follow up with the offer details that your employee most needs to know: the salary (and whether or not it is annual or hourly), the working hours or shifts, whether it is a permanent, temporary or a fixed-term appointment. If it is a fixed-term appointment, make sure to specify the end date and any termination conditions. This should ideally be a concise paragraph, with bullet points if necessary.
3. Mention any additional employment benefits, such as health coverage, retirement savings options, or paid time off. Also, outline any working conditions or non-compete clauses that are part of the job, if any. Let the employee know the conditions under which they qualify for benefits and any expenses they may incur to access these benefits.
4. Include mandatory legal statements about employment status, such as eligibility to work in the country of employment, terms of probation, and confidentiality agreements if any. This should be a separate and clearly labeled paragraph, outlining any legal aspects that need to be attended to.
5. Finally, anticipate any questions that your new employee might have and include your contact information (as well as HR’s, if applicable) for them to reach out to you. This creates an atmosphere of transparency and shows you’re interested in ensuring their success. Include any deadlines, such as the date when they need to return the paperwork signed, and explain the next steps.
By following these guidelines, you can create an employment contract email sample that not only gets you the required paperwork signed but also sets the tone for a positive working relationship. Most importantly, it provides the new employee with a clear understanding of what they can expect from you and what you expect of them. Remember: the goal is to start the employee on the right foot, and a well-structured email is an excellent first step.
Employment Contract Email Sample
Confirmation of Employment
Dear [Employee Name],
We are pleased to announce that your employment status with [Company Name] has been confirmed effective [Date]. Your title will be [Job Title] and you will report to [Supervisor Name].
Please be advised that your employment with [Company Name] is subject to the terms and conditions outlined in your employment agreement, which you have previously reviewed and signed.
We are excited to have you on board and look forward to working with you.
Best regards,
[Your Name]
Extension of Probationary Period
Dear [Employee Name],
We would like to inform you that your probationary period has been extended by [Number of Days]/ [Number of Months], effective [New Start Date]. This decision was made after careful evaluation of your performance and we would like to give you the opportunity to further improve your skills.
During this period, we expect you to meet the goals and targets that have been set for you and actively participate in the professional development opportunities provided. If you do not meet these expectations, we may have to consider terminating your employment.
We hope that you will use this opportunity to showcase your skills and we look forward to seeing improvement in your work.
Best regards,
[Your Name]
Termination of Employment due to Performance
Dear [Employee Name],
It is with regret that we have to inform you that your employment with [Company Name] will be terminated, effective [Termination Date], due to your unsatisfactory performance. We have previously discussed the areas in which you need to improve, however, we have not seen any significant progress.
Please be advised that you are entitled to the benefits as outlined in your employment agreement. We would also like to remind you that you are bound to the confidentiality and non-compete clauses as outlined in the agreement.
We would like to wish you all the best in your future endeavors.
Best regards,
[Your Name]
Termination of Employment due to Redundancy
Dear [Employee Name],
We regret to inform you that due to [Reason], your employment with [Company Name] will be terminated, effective [Termination Date]. We understand that this may be a difficult time for you and would like to offer you any assistance we can during this time.
Please be advised that you are entitled to the benefits as outlined in your employment agreement. We would also like to remind you that you are bound to the confidentiality and non-compete clauses as outlined in the agreement.
We value the contributions you have made during your time with us and would like to wish you all the best in your future endeavors.
Best regards,
[Your Name]
Change of Contract Terms
Dear [Employee Name],
We would like to inform you that there will be changes to your employment agreement. [New Clause/s] will be added to your agreement and will be effective as of [Effective Date].
Please take the time to review the changes and let us know if you have any concerns. It is important that you sign and return the amended contract to us by [Deadline Date].
We appreciate your cooperation in this matter and if you have any questions, please do not hesitate to contact us.
Best regards,
[Your Name]
Offer of New Employment Contract
Dear [Employee Name],
We are pleased to offer you the opportunity to continue your employment with [Company Name] as a [Job Title]. Your new contract will be effective as of [Effective Date].
The terms and conditions of your new employment agreement are enclosed and we encourage you to carefully read and review the document. If you have any questions or concerns, please contact us before signing.
Please return a signed copy of your new employment agreement to us by [Deadline Date]. We look forward to continuing our professional relationship with you.
Best regards,
[Your Name]
Resignation of Employee
Dear [Employee Name],
This letter is to acknowledge your resignation, effective [Resignation Date]. We would like to thank you for your contribution to [Company Name] during your time here and we appreciate the notice that you have provided.
Please be advised that you are entitled to the benefits as outlined in your employment agreement. We would also like to remind you that you are bound to the confidentiality and non-compete clauses as outlined in the agreement.
We would like to take this opportunity to wish you all the best in your future endeavors.
Best regards,
[Your Name]
Tips to Writing an Employment Contract Email Sample
When it comes to sending an employment contract via email, it is important to ensure that you are incorporating all of the essential information in a clear and concise manner. Here are some tips to help you construct a well-crafted employment contract email sample:
Be Clear and Direct: Your email should be clear and direct, as the employee receiving this email will want to know exactly what is expected of them. Make sure to include the employee’s job title, job description, salary, benefits, and any other pertinent information that they need to know
Select an Appropriate Subject Line: The subject line of your email should be straightforward and informative. Make sure to include key details like the job title and contract details within the subject line of the email. For example, “Employment Contract: Marketing Manager.”
Attach the Contract: Make sure that you attach a copy of the employment contract to the email. Ensure that the contract is in a format that the employee can easily access and review. A PDF file will be a good option to consider.
Include a Timeframe: The employment contract should include the start date and duration of employment. Make sure that this information is stated clearly in the email and the contract.
Address Any Questions or Concerns: Keep in mind that the employee may have some questions or concerns about the contract. Make sure to let them know that you are available to answer any questions that they may have and give them contact information for you or their HR representative in the email.
Politeness and Professionalism Matter: While you want to make sure the email is clear and to the point, it is also important to address the employee in a polite and professional tone. Express enthusiasm about their upcoming employment, welcome them to the company, and end the email with an appropriate salutation.
Overall, you want to put out a clear and concise employment contract that accurately explains duties and responsibilities to any incoming employees. Remember to make the email friendly and welcoming, so that employees feel excited about joining the team.
Employment Contract Email Sample FAQs
What is an employment contract email sample?
An employment contract email sample is a template or example of an email that outlines the terms of an employment contract between an employer and employee. The email typically includes information about the position, start date, salary, benefits, and other relevant details.
What should be included in an employment contract email sample?
An employment contract email sample should include the job title, start date, salary, benefits, work location, work schedule, job duties, and any other relevant information such as non-disclosure or non-compete agreements. It should also provide clear instructions on what the employee needs to do next (e.g. sign and return the contract).
Should I send an employment contract as an email attachment or in the body of the email?
It is generally recommended to send the employment contract as an attachment along with the email. This allows the recipient to easily save and print the document for their records. However, it is also helpful to include a brief summary of the key terms in the body of the email.
Can I negotiate the terms of an employment contract?
Yes, it is possible to negotiate the terms of an employment contract. However, it is important to do so in a professional and respectful manner. If you have any concerns or questions about the contract, it is recommended to seek legal advice before signing.
What should I do if I receive an employment contract email sample?
If you receive an employment contract email sample, review the document carefully and make sure you understand the terms. If you have any questions or concerns, reach out to your employer or HR representative for clarification. If you are satisfied with the terms, sign and return the contract as per the instructions provided in the email.
What happens if I don’t sign the employment contract?
If you don’t sign the employment contract, you may not be considered for the job or may lose the job offer. It is important to carefully review the terms of the contract and ask any questions or express any concerns before deciding whether to sign.
Can an employment contract be terminated?
Yes, an employment contract can be terminated by either the employer or employee for various reasons outlined in the contract or by law. It is important to review the termination clauses in the contract and understand what the potential consequences are for terminating the contract early.
Wrapping It Up
Well, that’s all from me! I hope this article has been helpful to you and that you’re now feeling more confident about sending an employment contract email. Remember, it’s always better to be safe than sorry, so make sure you include everything that needs to be included in the contract. If you have any more questions or suggestions, don’t hesitate to leave a comment down below. And don’t forget to check back in with us soon for more tips and tricks! Thanks for reading and we’ll see you next time!