Official skill · Hiring

Job offer call script and email

v1.0.0 · Updated 4 November 2026

Writes 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. Use it when the hire is approved and you're about to call the candidate.

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When to use it

• The hire is approved and you're about to call the candidate
• You made a verbal offer and need the recap email

What you give it

• Role, manager, start date, location
• Approved compensation
• Conditions, deadline, and who sends the formal letter

What you get

A call script and a matching recap email with check placeholders, conditions, a dated deadline, and a pointer to the formal letter.

How it works

1. Confirm every number before the call Check base, bonus, equity, and start date against the approved offer from HR. Anything not in that document is "[check: HR]" and stays out of the script.
2. Write the call script Open with the news in the first sentence. Then role, manager, start date, and the compensation summary in plain words. Then the conditions, the deadline, and what happens next. End by asking what questions they have; write them down.
3. Say conditions out loud If the offer depends on references or checks, say so on the call and in the email. SHRM's offer-letter checklist (by a Cooley LLP partner) conditions a US offer on background check clearance, a reference check, and proof of the right to work in the US [check: local law / HR]. GOV.UK advises candidates to wait for an unconditional offer before resigning; so tell them when it becomes unconditional.
4. Avoid promises No guaranteed raises, promotions, bonuses, job security, or "many years together". Bonus and equity are "subject to the plan" "[check: HR]". Don't negotiate new terms on the call; say you'll come back after checking.
5. Write the email Same facts as the call, in the same order. One line saying the formal offer letter comes from [HR or legal] and governs if anything differs. Deadline as a date, not "a few days".
6. Plan next steps Who sends the letter and when, who the candidate can call with questions, and what happens after they accept (paperwork, first-day details).

The SKILL.md

The whole file, as your AI reads it. Download it

---
name: offer-email
description: Writes the job offer call script and the follow-up offer email: role, start date, compensation summary with check placeholders, conditions, a response deadline, and next steps, and reminds you the formal offer letter comes from HR or legal. Use when you are about to make a job offer, call a candidate with an offer, send a verbal offer recap, or need an offer email template.
---

# Offer email and call script

> Not legal advice. This is the friendly recap around the offer, not the offer letter. The formal letter or contract comes from HR or legal, and every number is confirmed against it before you send.

Make the offer by phone, then send a short email the same day that repeats what you said and points to the formal letter. Say less rather than more: in the US, SHRM's article warns that offhand remarks like "Looking forward to having you on the team!" can be used in a breach-of-contract claim if an offer is withdrawn. In the UK, Acas says an employment contract could begin as soon as someone accepts a job offer, even verbally.

## When to use

- The hiring decision is made and approved, and you're about to call the candidate.
- You've made a verbal offer and need the recap email.
- Not for drafting the offer letter or employment contract itself. Send that to HR or legal.

## What you need

- Role title, manager, start date, location or remote, full- or part-time.
- Compensation as approved: base, bonus, equity, benefits headline. If anything isn't approved in writing, leave it as "[check: HR]" and don't say it on the call.
- Conditions the offer depends on (references, background check, right to work). If you don't know, ask HR; never promise "unconditional".
- The response deadline and who sends the formal letter. Our default deadline: 3 to 5 working days.

## Steps

1. **Confirm every number before the call.** Check base, bonus, equity, and start date against the approved offer from HR. Anything not in that document is "[check: HR]" and stays out of the script.
2. **Write the call script.** Open with the news in the first sentence. Then role, manager, start date, and the compensation summary in plain words. Then the conditions, the deadline, and what happens next. End by asking what questions they have; write them down.
3. **Say conditions out loud.** If the offer depends on references or checks, say so on the call and in the email. SHRM's offer-letter checklist (by a Cooley LLP partner) conditions a US offer on background check clearance, a reference check, and proof of the right to work in the US [check: local law / HR]. GOV.UK advises candidates to wait for an unconditional offer before resigning; so tell them when it becomes unconditional.
4. **Avoid promises.** No guaranteed raises, promotions, bonuses, job security, or "many years together". Bonus and equity are "subject to the plan" "[check: HR]". Don't negotiate new terms on the call; say you'll come back after checking.
5. **Write the email.** Same facts as the call, in the same order. One line saying the formal offer letter comes from [HR or legal] and governs if anything differs. Deadline as a date, not "a few days".
6. **Plan next steps.** Who sends the letter and when, who the candidate can call with questions, and what happens after they accept (paperwork, first-day details).

## Output format

```markdown
## Call script
"[First name], I'm calling with good news: we'd like to offer you the [role] role at [company]."
- **Role and manager:** [title], reporting to [name]
- **Start date:** [date] [check: HR]
- **Where:** [office / remote / hybrid]
- **Pay:** [base, in the period HR uses] [check: HR]; [bonus: target, subject to the plan] [check: HR]; [equity: subject to the plan and grant agreement] [check: HR]
- **Benefits:** [headline only] [check: HR]
- **Conditions:** [references / background check / right to work] [check: HR]
- **Deadline:** [date]
- **Next:** [who] sends the formal offer letter by [date].
"What questions do you have?" [note them; don't answer what you can't confirm]

## Email
**Subject:** Your offer for [role] at [company]

Hi [first name],

Thanks for speaking with me today. As promised, here's a summary of our offer for the [role] role.

- **Role:** [title], reporting to [manager]
- **Start date:** [date]
- **Location:** [where]
- **Compensation:** [summary] [check: HR]
- **Conditions:** This offer depends on [conditions].

Your formal offer letter will come from [HR / legal contact] by [date]. That letter sets out the full terms and is the version that counts if anything here differs.

Please let me know your decision by [date]. If you have questions before then, call me on [number] or reply here.

[Sign-off]
[Name, title]
```

## Example

**Input:** Kestrel Robotics (fictional) is offering Jonah Mills the role of operations analyst, reporting to Priya Shah. Start 4 January, hybrid in Leeds. Base £48,000 a year, paid monthly; no bonus. Benefits: standard company package, details from People. Conditions: 2 references and proof of UK right to work. Deadline Friday 13 November. Formal letter from Sam in People by 10 November. Priya, Head of Operations, makes the call and sends the email; her number is 0113 496 0000.

**Output:**

```markdown
## Call script
"Jonah, I'm calling with good news: we'd like to offer you the operations analyst role at Kestrel Robotics."
- **Role and manager:** Operations analyst, reporting to Priya Shah
- **Start date:** 4 January [check: HR]
- **Where:** Hybrid, Leeds office
- **Pay:** £48,000 a year, paid monthly [check: HR]; no bonus
- **Benefits:** Standard company package; Sam will send details [check: HR]
- **Conditions:** 2 satisfactory references and proof of right to work [check: HR]
- **Deadline:** Friday 13 November
- **Next:** Sam in People sends the formal offer letter by 10 November.
"What questions do you have?"

## Email
**Subject:** Your offer for Operations analyst at Kestrel Robotics

Hi Jonah,

Thanks for speaking with me today. As promised, here's a summary of our offer for the operations analyst role.

- **Role:** Operations analyst, reporting to Priya Shah
- **Start date:** 4 January
- **Location:** Hybrid, Leeds office
- **Compensation:** £48,000 a year, paid monthly
- **Conditions:** This offer depends on 2 satisfactory references and proof of your right to work in the UK. We'll confirm in writing once both are complete, so please wait for that before you hand in your notice.

Your formal offer letter will come from Sam in People by 10 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 13 November. If you have questions before then, call me on 0113 496 0000 or reply here.

Best,
Priya Shah
Head of Operations, Kestrel Robotics
```

## Checks before you send

- [ ] Every number and date matches the approved offer from HR, or is marked "[check: HR]".
- [ ] The email says the formal letter comes from HR or legal and governs if anything differs.
- [ ] Conditions are stated, with when the offer becomes unconditional.
- [ ] The deadline is a date.
- [ ] No promises of raises, promotions, bonuses, or job security.
- [ ] The email repeats the call; nothing new was added.

## Common mistakes

- Quoting a number that was "basically approved". If it isn't in writing, it isn't in the email.
- Burying the conditions, then the candidate resigns before references come back.
- Sending the offer email as the offer. It's a recap; the letter from HR or legal is the offer.

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Changelog

• v1.0.0 · 4 November 2026 · First release.