Provisional Offer Letter
[Your Company Logo]
[Your Company Name]
[Company Address]
[City, State, Zip Code]
[Date]
[Applicant's Name]
[Applicant's Address]
[City, State, Zip Code]
Dear [Applicant's Name],
We are pleased to extend a provisional offer of employment to you for the position of [Job Title] at [Your Company Name]. We were thoroughly impressed with your qualifications, experience, and skills, and believe that you will make a valuable addition to our team.
This provisional offer is contingent upon the successful completion of all pre-employment requirements, including but not limited to background checks, reference checks, and any other necessary assessments. Upon satisfying these conditions, we anticipate having you join our company on [Start Date], which will be determined after completing the onboarding process.
Key Employment Terms:
1. Job Title: [Job Title]
2. Department: [Department Name]
3. Reporting to: [Supervisor/Manager Name]
4. Compensation: Your starting salary will be [Annual Salary], paid in accordance with the company's standard payroll schedule.
5. Benefits: As an employee of [Your Company Name], you will be eligible for our comprehensive benefits package, including health insurance, retirement plans, paid time off, and other applicable benefits.
6. Employment Type: [Full-time/Part-time]
7. Work Schedule: Your typical work hours will be [Work Hours per week], [Days of the week], from [Start Time] to [End Time].
8. Location: [Office Location or Remote work arrangement]
9. Other terms and conditions: Any other specific terms and conditions will be detailed in the official employment contract.
Please note that the provisional offer is not a binding employment contract and is subject to the successful completion of all pre-employment requirements. We expect that you will accept this offer within [Acceptance Deadline], giving us adequate time to complete the necessary onboarding procedures.
To accept this provisional offer, please sign and return a copy of this letter by email to [Your Email Address]. Upon receipt of your acceptance, we will proceed with the formal employment contract and the onboarding process.
We look forward to your positive response and the opportunity to welcome you to our team. If you have any questions or require additional information, please feel free to reach out to us.
Congratulations once again on your provisional offer, and we hope to have you join us soon.
Sincerely,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Company Contact Information]
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Provisional Offer Letter for Full-Time Position
Subject: Provisional Offer of Employment
Dear [Candidate Name],
We are pleased to inform you that you have been selected for the position of [Job Title] at [Company Name], subject to the completion of all pre-employment requirements.
This offer is provisional and contingent upon verification of your qualifications, references, and any other necessary approvals. Once these requirements are satisfactorily met, a formal employment contract will be issued.
Please confirm your acceptance of this provisional offer by [Date]. We look forward to welcoming you to our team.
Sincerely,
[HR Manager Name]
[Company Name]
[Contact Information]
Provisional Internship Offer Letter
Subject: Provisional Internship Offer
Dear [Candidate Name],
Congratulations! We are excited to extend a provisional offer for the [Internship Position] at [Company Name] for the upcoming [Term/Duration].
Please note this offer is provisional, pending completion of all required documentation and approvals. A formal confirmation will follow once these conditions are met.
Kindly acknowledge receipt of this provisional offer and confirm your interest by [Date].
Best regards,
[HR Contact Name]
[Company Name]
[Email/Phone]
Provisional Offer Letter Pending Background Check
Subject: Provisional Offer – Background Check Pending
Dear [Candidate Name],
We are delighted to offer you the position of [Job Title] at [Company Name]. This provisional offer is contingent upon successful completion of your background verification.
Upon satisfactory completion, a formal employment agreement will be provided. Please provide any required documents promptly to expedite this process.
We look forward to having you join our team.
Sincerely,
[HR Manager Name]
[Company Name]
Conditional Provisional Offer for Remote Work
Subject: Conditional Provisional Employment Offer
Dear [Candidate Name],
This letter serves as a provisional offer for the role of [Job Title] at [Company Name], conditional upon the completion of all onboarding procedures and technology setup for remote work.
You will receive the formal employment contract after the successful completion of these prerequisites. Please review and acknowledge your acceptance of this provisional offer by [Date].
Kind regards,
[HR Team]
[Company Name]
Provisional Offer Letter for Contract Position
Subject: Provisional Offer for Contract Position
Dear [Candidate Name],
We are pleased to extend a provisional offer for the [Contract Position] at [Company Name], for a term of [Duration]. This offer is subject to the successful completion of all pre-contract formalities.
A formal contract will be provided once these conditions are met. Please confirm your provisional acceptance by [Date].
Thank you and welcome aboard.
Sincerely,
[HR Contact Name]
[Company Name]
Provisional Offer Letter for Promotion
Subject: Provisional Promotion Offer
Dear [Employee Name],
We are pleased to offer you a provisional promotion to the position of [New Position] effective [Provisional Date]. This promotion is subject to final management approvals and completion of all necessary formalities.
A formal confirmation and updated contract will follow once all prerequisites are met. Please acknowledge your acceptance of this provisional promotion.
Best regards,
[Manager/HR Name]
[Company Name]
What is a Provisional Offer Letter and Why You Need It
- A provisional offer letter is a preliminary communication from an employer indicating selection for a position, subject to certain conditions.
- Purpose:
- Inform the candidate of their selection before full verification or contract completion.
- Specify conditions such as background checks, approvals, or document submission.
- Provide a formal record of intent to hire while safeguarding the employer legally.
Who Should Send a Provisional Offer Letter
- Human Resources department or hiring managers.
- Supervisors responsible for final approvals.
- Company representatives authorized to communicate job offers.
Whom Should the Provisional Offer Letter Be Addressed To
- The selected candidate or employee.
- For internal promotions, addressed to the current employee.
- Ensure personalization with the candidate's name and position.
When to Send a Provisional Offer Letter
- After interview selection but before final contract approval.
- Pending background checks, reference verification, or legal clearances.
- For internal promotions before formal HR documentation.
- When remote work or other conditional arrangements need acknowledgment.
Requirements and Prerequisites Before Sending
- Confirm selection decision internally.
- Prepare conditional requirements (e.g., background checks, approvals).
- Ensure clear understanding of provisional terms.
- Draft the letter specifying conditions, deadlines, and next steps.
Formatting Guidelines for Provisional Offer Letters
- Length: 1–2 pages maximum.
- Tone: Professional, clear, and courteous.
- Style: Formal for legal clarity, can be friendly for internships.
- Mode: Email or printed letter depending on company policy.
- Include: Subject line, greeting, conditions, acknowledgment instructions, and sign-off.
Elements and Structure of a Provisional Offer Letter
- Subject Line: Clearly state provisional nature (e.g., "Provisional Offer – [Position]").
- Greeting: Address the candidate by name.
- Introduction: Congratulate and indicate selection.
- Conditions: List requirements or contingencies for formal offer.
- Next Steps: Instructions for acknowledgment or submission of documents.
- Closing: Polite sign-off with HR or manager contact info.
- Attachments: Optional forms, policies, or guidelines for completion.
Common Mistakes to Avoid
- Using vague language regarding conditions.
- Sending without specifying deadlines or required actions.
- Overlooking legal or company policies in provisional offers.
- Not personalizing the letter to the candidate or position.
- Confusing provisional offers with formal contracts.
After Sending / Follow-up Actions
- Track candidate acknowledgment and receipt confirmation.
- Verify completion of all prerequisites for final offer.
- Follow up promptly if conditions are not met.
- Issue formal employment or promotion letter once all conditions are satisfied.
Tricks and Tips for Effective Provisional Offer Letters
- Keep tone positive to maintain candidate enthusiasm.
- Clearly list all conditions and deadlines to avoid misunderstandings.
- Use email tracking or acknowledgment requests for documentation.
- Include HR contact for clarifications.
- Separate provisional offers from formal contracts in communication to prevent confusion.
FAQs About Provisional Offer Letters
- Q: Is a provisional offer legally binding?
A: It shows intent to hire but is contingent upon fulfilling specified conditions. - Q: Can candidates reject a provisional offer?
A: Yes, candidates may decline before formal contract issuance. - Q: When is a formal offer provided?
A: Once all preconditions, approvals, and verifications are satisfactorily completed. - Q: Can this letter be used for internships and promotions?
A: Yes, provisional offers apply to internships, temporary roles, and internal promotions. - Q: Should a provisional offer specify salary and benefits?
A: Include tentative details, noting that formal confirmation follows successful completion of conditions.
