Guide
How to write a job offer email with AI
Make a job offer by phone, then send a short email the same day that repeats it, and let ChatGPT or Claude draft both from the approved offer. Give it the role, manager, start date, pay as approved in writing, the conditions and the deadline, and ask for a call script that opens with the news and an email with the same facts in the same order, each number marked to check against HR's document. The email says the formal offer letter comes from HR and is the version that counts, and it names the conditions and when the offer becomes unconditional, so nobody resigns too early. Leave out promises: SHRM warns that even "Looking forward to having you on the team!" can be used in a breach-of-contract claim if an offer is withdrawn.
Short answer
- Call first, email the same day.
- Same facts, same order, every number from HR.
- Conditions, and when the offer becomes unconditional.
- The formal letter governs; no promises.
The brief to copy
Offer call and email brief
"Write the call script and the recap email for this job offer. Not legal advice; the formal offer letter comes from [HR or legal].
Call script: the news in the first sentence; then role and manager, start date, where, pay as approved, benefits headline, conditions, deadline and who sends the formal letter. End with "What questions do you have?" Mark every number and date [check: HR].
Email: the same facts in the same order. Say the formal letter comes from [name] by [date] and is the version that counts if anything differs. State the conditions and tell them to wait for written confirmation before resigning. Deadline as a date. No promises of raises, bonuses, promotions or job security, and nothing that wasn't said on the call.
The approved offer: [paste]"
A worked example
Illustration: a made-up business. A three-clinic dental group in Portland offers Marisol the practice manager role, reporting to Dr. Ito. The approved offer: start 11 January, on site, $68,000 a year paid twice a month, no bonus, health and dental cover with details from HR. It depends on a background check and proof of the right to work in the US. Marisol has until Friday 20 November, and Jo in HR sends the formal letter by 18 November. The email, in full:
Your offer for practice manager
Hi Marisol,
Thanks for speaking with me today. As promised, here's a summary of our offer for the practice manager role.
Role: Practice manager, reporting to Dr. Ito
Start date: 11 January
Location: On site
Compensation: $68,000 a year, paid twice a month; health and dental cover, with details from HR
Conditions: This offer depends on a background check and proof of your right to work in the US. We'll confirm in writing once both are complete, so please wait for that before you give notice.
Your formal offer letter will come from Jo in HR by 18 November. That letter sets out the full terms and is the version that counts if anything here differs.
Please let me know your decision by Friday 20 November. If you have questions before then, call me or reply here.
Best,
Ken Ito, Clinical Director
On the call, Marisol asked about a review after six months. Dr. Ito said he'd check with HR rather than promise one, so the email doesn't mention it.
What stays with you
- Get the approved numbers in writing before the call; anything else stays out.
- Don't negotiate on the call; say you'll come back after checking.
- Say the conditions out loud, then put them in the email.
- Send the formal letter from HR or legal, and check the email against it.
- Keep the candidate's details in the company's account, not a personal one.
Next step: keep the brief with your HR prompts
Offers come after every hire, so save this brief where the rest of your hiring prompts live. ChatGPT prompts for HR, saved so you don't paste shows where to keep it.
Skills for this
- HiringJob offer call script and emailWrites the offer call script and recap email: role, start date, pay with check placeholders, conditions, deadline, and next steps, pointing to HR's formal letter.
- HiringCandidate rejection email by stageWrites respectful rejection emails for each hiring stage, with optional job-related feedback and an honest door line; reasons are flagged for HR.
- Operations and adminEmployee onboarding plan (30/60/90)Drafts a 30/60/90-day plan for a new hire: accounts and tools ready by day 1, week 1, people to meet, a buddy, a first deliverable, goals, and check-ins.
- HiringCandidate summary for a debriefSummarizes interview notes, scorecards and CV into a debrief brief: evidence per competency, disagreements, concerns, open questions, and a separate recommendation.
Questions
Can I use ChatGPT to write a job offer email?
Yes, for the recap after the call. Give it the approved offer (role, manager, start date, pay, conditions, deadline) and ask for an email with the same facts in the same order as the call, each number marked to check against HR's document. The formal offer letter comes from HR or legal, not from the chat.
Is a job offer email legally binding?
It can matter. SHRM warns that offhand lines like "Looking forward to having you on the team!" can be used in a breach-of-contract claim if an offer is withdrawn, and in the UK, GOV.UK says accepting an unconditional offer creates a binding contract. Keep the email to what's approved, say the formal letter governs, and ask counsel about anything unusual.
What should a job offer email include?
The role and manager, the start date, where the job is, a summary of pay as approved, the conditions the offer depends on and when it becomes unconditional, who sends the formal letter and by when, the deadline for a decision as a date, and who to call with questions. No promises of raises, bonuses or job security.
AI skill
Have your AI prepare the job offer call and email
Put this skill in AI Skill Pod and everyone on your team gets it in their Claude, Cursor or ChatGPT (Pro, Business, Enterprise): one invite link, free to start. Job offer call script and email has your AI write the offer call script and the recap email: role, start date and pay as approved, with a check mark on every number, the conditions and when the offer becomes unconditional, a response deadline as a date, and a line that the formal offer letter is the version that counts.
14 days free · No card needed
Sources
- SHRM: Beware, rescinding job offers can prompt legal consequences — statements like "Looking forward to having you on the team!" can be used in a breach-of-contract lawsuit if the offer is later withdrawn (read 2026-11-05)
- SHRM: 14 things your job offer letter must have — conditions such as a background check and proof of the right to work; at-will employment stated in the letter (read 2026-11-05)
- GOV.UK: Job offers, your rights — once someone accepts an unconditional offer, they're in a legally binding contract of employment; a conditional offer can be withdrawn if the conditions aren't met (read 2026-11-05)