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Job descriptions and applications
Job descriptions
The first step an employer should take before beginning the employment application and hiring process is writing a comprehensive job description for the position needing to be filled. This will allow the employer to pinpoint the exact qualifications required for the position and will assist greatly in the hiring process.
One sample job description template form is included in this chapter. While there is no “magic language” that must be included on a job description, it is recommended that “essential functions” of the job be identified. It is also a good idea to include a catchall phrase reminding employees that management has the right to change the job duties at any time. Finally, it is advisable to include the date of the most recent update on the job description and to periodically review all job descriptions and update them as necessary.
Job description
Job Title:______________________________________________________________________
Date of this Description:__________________________________________________________
Job Summary:__________________________________________________________________
Supervisor: ____________________________________________________________________
ESSENTIAL FUNCTIONSof the job (listed in order of importance):
1.
2.
3.
4.
5.
ADDITIONAL JOB FUNCTIONS:
1.
2.
Skills Required to Perform the Duties of the Job:
1.
2.
Educational Requirements Needed to Perform the Duties of the Job:
1.
2.
Weight Lifting (or other physical) Requirements to Perform the Duties of the Job:
1.
2.
Licensing or Other Special Certifications Required:
1.
2.
Job Description Approved by:_____________________________________________________
Signature/Title:_____________________________________
Date:________________________
***THIS COMPANY RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.***Applications
Once a job description has been prepared, an employer can begin the process of advertising the available position and screening qualified applicants. The first step in the candidate screening process is the employment application. It is important that the application only request information pertinent to the job at hand. Employers are advised not to request any information that would provide the employer with the age of the applicant, such as the applicant’s birth date or graduation dates pertaining to any education institutions the applicant may have attended. If such information is provided, it could lead to claims of age discrimination by the applicant if he or she is not chosen for the position.
Four employment applications have been provided in this manual. All are legally correct in the questions they ask the applicant. Before inserting any additional information into any of these forms, employers are strongly encouraged to obtain legal counsel. The application form should indicate the employer’s policy regarding how long applications are considered “active.” There is no minimum or maximum amount of time an application must remain “active” – the appropriate amount of time must be determined by the employer. The samples in this chapter use a period of 180 days.
As part of the application screening process, many employers elect to conduct background checks, drug testing, or other screening processes. Depending on the type and nature of these pre-hire steps, the employer may need to obtain the applicant’s written permission. Other chapters in this manual contain more specific information and forms related to these pre-hire procedures.
Internet applicants and federal contractors
The Office of Federal Contracts Compliance (OFCCP) has defined “Internet applicant” in order to recognize the use of electronic systems for recruiting and hiring. The OFCCP requires federal government contractors to collect and track information about the gender and race of applicants for employment, whenever possible.
In an effort to clarify who is an “applicant,” the OFCCP issued a definition for “Internet applicants.” It applies to all instances where the employer uses any electronic data source for recruitment or hiring, for example:
- resume databases
- job banks
- electronic scanning technology
- applicant tracking systems or service providers
- Internet or electronic applicant screeners.
However, the OFCCP’s definition of “applicant” will not change and will still apply to positions where the employer uses only traditional, non-electronic recruiting and hiring methods.
An “Internet applicant” must satisfy all of the following four criteria:
- the individual submits an expression of interest in employment through the Internet or related electronic data technology, and
- the contractor considers the individual for employment in a particular position, and
- the individual’s expression of interest indicates that he or she possesses the basic qualifications for the position, and
- the individual does not remove himself or herself from consideration prior to receiving an offer of employment.
Several phrases and words within this four-part definition require closer scrutiny in order to properly apply the definition. For instance, “basic qualifications” are non-comparative features (for example, a specific number of years of a specific type of experience), objective requirements (for example, a particular type of degree), that are relevant to performance in the position.
Contractors must keep certain records on “Internet applicants.” Internal resume databases must maintain the date each resume was added to the system and a record of each search of the database. Search records must include:
- the position that was to be filled
- the substantive criteria used for the search
- the date of the search.
Record keeping required for external resume database searches includes that required of internal searches, as well as the resumes of those who met the basic qualifications.
Application for at-will employment
(PLEASE PRINT ALL INFORMATION EXCEPT SIGNATURE)
THIS APPLICATION IS NOT AN EMPLOYMENT CONTRACTbut merely is intended to evaluate suitability for employment. It is the policy of the company to provide equal employment to all qualified persons without discrimination on the basis of sex, race, color, religion, age, national origin, sexual orientation, gender identity, genetic information, citizenship, disability, veteran status, or any other status protected under local, state or federal law. It is also the policy of the company to have the option of conducting pre-employment screening before a job offer is made. If a job offer is made, employment may be contingent upon the successful completion of a pre-employment drug screening and/or medical examination. This application will remain active for 180 days.
PERSONAL INFORMATION
Name Last First Middle
E-mail Address Home Phone
Work Phone Please list below your current address and your two other most recent addresses:
Current Street City State Zip Since (Mo/Yr) Street City State Zip Since (Mo/Yr)
Street City State Zip Since (Mo/Yr)
EDUCATION
High School Attended
City, County & State Did you earn a Diploma? Undergraduate College Attended
City, State Areas of Study Degree/Certificate/Diploma Graduate School Attended
City, State Areas of Study Degree/Certificate/Diploma Trade, Business or Other School
City, State
Areas of Study
Degree/Certificate/Diploma
EMPLOYMENT INFORMATION Position Applied For: Date You Can
Start Work: Desired Salary: $ Do You Prefer: oFull-Time oPart-Time Can You Work: oWeekends oEvenings Please answer all of the following questions. When necessary, note question number and use an extra paper to provide explanations: 1) Are you at least 18 years of age and legally eligible to work for our company in the United States? oYES oNO 2) Will you work overtime when necessary? oYES oNO 3) Have you received a description of the job or been made aware of the essential functions of the job for which you are applying? oYES oNO 4) Do you understand the job requirements? oYES oNO (If no, please explain) 5) Are you on layoff and subject to recall? oYES oNO 6) Are you currently bound by a noncompetition, nonsolicitation, confidentiality or trade secret agreement? (If yes, please explain) oYES oNO 7) Have you ever been discharged or asked to resign from a job? (If yes, please explain) oYES oNO EMPLOYMENT HISTORY MAY WE CONTACT YOUR PRESENT EMPLOYER? oYES oNO Please list below your last four employers beginning with the most recent: Most Recent Employer
City State Zip Code Phone
Position Held Dates From/To Pay Rate Upon Leaving
$ Supervisor Duties Reason for Leaving
Next Most Recent Employer City State Zip Code Phone
Position Held Dates From/To Pay Rate Upon Leaving
$ Supervisor Duties Reason for Leaving
Next Most Recent Employer City State Zip Code Phone
Position Held Dates From/To Pay Rate Upon Leaving
$ Supervisor Duties Reason for Leaving
Next Most Recent Employer City State Zip Code Phone
Position Held Dates From/To Pay Rate Upon Leaving
$ Supervisor Duties Reason for Leaving
If you have held other positions you feel are relevant to the job for which you are applying, please include on a separate piece of paper.
JOB-RELATED SKILLS Please answer the following questions if the position you are applying for requires driving a motor vehicle: 1. Do you have a valid driver’s license? oYES oNO
(If YES: Driver’s License Number)_________________________________________ Date of Issue:___________________________
2. Have you been convicted of or pled guilty to any traffic-related offense within the past five years? oYES oNO
3. Have you had your driver’s license suspended or revoked or had your driving privileges modified by a court of law? oYES oNO
4. Please list all states from which you hold or have held a driver’s license:
Please use this space to list any special skills you may have that relate to the position applied for:
Please list any professional licenses, designations, certifications, etc. that may relate to the position applied for. Include date granted, name of organization, and any other relevant information.
1.
2.
3. APPLICANT’S CERTIFICATION AGREEMENT 1. I authorize the investigation of all statements contained in this application and release from all liability any persons or employers supplying such information, and I also release the company from all liability that might result from making the investigation.
2. I certify that the facts and information set forth in this application are true and complete to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of facts on this application (or on any required documents) will be cause for denial of employment or immediate termination of employment, regardless of when or how discovered.
3. I agree, if I am offered and accept a position, to conform to all existing and future Company rules and regulations and I understand that the Company reserves the right to change wages, hours and working conditions as deemed necessary. I ALSO UNDERSTAND THAT, IF HIRED, MY EMPLOYMENT WILL BE AT-WILL, MEANING THAT EITHER PARTY CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
4. I understand that any employment offer is contingent upon my providing, within three (3) working days of employment, valid proof of identity and eligibility to work in order to comply with the Immigration Reform and Control Act of 1986.
5. I have read and reviewed the information provided in this application and the above statements. By signing this application for employment I certify that I understand all parts of it and have answered all questions completely and fully.
_______________________________________________________________
Signature Date
Application for at-will employment
We consider applicants for all positions without regard to race,color, religion, creed, gender, sexual orientation, gender identity, genetic information, national origin, age, veteran status, disability, or any other legally protected status.
(Please Print)
Position Applied for:
Date of Application:
How Did You Learn About Us?
□ Advertisement □ Friend □ Walk-In
□ Employment Agency □ Relative □ Other______________________________
Last Name First Name Middle Name
Address City
State
Zip Code
Telephone Number(s)
E-mail Address
Can you provide required proof of your eligibility to work for our company in the US? oYes oNo
Have you ever filed an application with us before? oYes oNo If Yes, give date
Have you ever been employed with us before? oYes oNo If Yes, give date
Are you currently employed? oYes oNo
May we contact your present employer? oYes oNo
On what date would you be available to work?
Are you available to work: o Full Time o Part Time o Shift Work o Temporary o Overtime
Are you currently on “layoff” status and subject to recall? oYes oNo
Can you travel if a job requires it? oYes oNo
Have you been convicted of a crime other than a minor traffic citation within the last 7 years? oYes oNo
Conviction will not necessarily disqualify an applicant from employment.
If Yes, please explain
This application will remain active for 180 days.
Education
Name and Address of School
Course of Study
# of Years
Completed
Diploma
Degree
Elementary
School
High
School
Undergraduate
College
Graduate
Professional
Other
(Specify)
Indicate any foreign languages you speak, read, and/or write
FLUENT
GOOD
FAIR
SPEAK
READ
WRITE
Describe any specialized training, apprenticeship, skills and extra-curricular activities.
_______________________________________________________________________________________________________________________________________________________________________________________________________________
Employment Experience Start with your present or last job. Include any job-related military service assignments and volunteer activities. 1. Present Employer Dates Employed Work Performed From To Address Telephone Number(s) Hourly Rate/Salary Starting Final Job Title Reason for Leaving 2. Employer Dates Employed Work Performed From To Address Telephone Number(s) Hourly Rate/Salary Starting Final Job Title Reason for Leaving 3. Employer Dates Employed Work Performed From To Address Telephone Number(s) Hourly Rate/Salary Starting Final Job Title Reason for Leaving 4. Employer Dates Employed Work Performed From To Address Telephone Number(s) Hourly Rate/Salary Starting Final Job Title Reason for Leaving If you have held other positions related to the job for which you are applying, please include on a separate sheet of paper.
List professional, trade, business, or civic activities and offices held. You may exclude memberships that would reveal gender, race, color, religion, national origin, age, ancestry, disability, or other protected status: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Additional Information Other Qualifications Summarize special job-related skills and qualifications acquired from employment or other experience. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Specialized Skills: Check Skills/Equipment Operated
Production/Mobile oFax Machinery (list): Other (list): oPC ___________ oCalculator oPBX System _____________ ___________ oTypewriter oWordPerfect _______ _____________ ___________
State any additional information you feel may be helpful to us in considering your application. ______________________________________________________________________________________________________________________________________________________________ References ____________________________ ( )________________ 1. Name Phone # ________________________________________________________________________________________ Address _________________________________________ ( )________________ 2. Name Phone # ________________________________________________________________________________________ Address _________________________________________ ( )________________ 3.Name Phone # ________________________________________________________________________________________ Address *WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER* Applicant’s Statement
I certify that answers given herein are true and complete to the best of my knowledge. I authorize investigation of all statements contained in this application for employment as may be necessary in arriving at an employment decision. This application for employment shall be considered active for a period of time not to exceed 180 days. Any applicant wishing to be considered for employment beyond this time period should inquire as to whether or not applications are being accepted at that time. I hereby understand and acknowledgethat, if hired, my employment relationship withthis organization would be of an “AT WILL” nature, which means that the Employee may resign at any time and the Employer may discharge Employee at any time and for any or no reason. It is further understood that this “AT WILL” employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization. In the event of employment, I understand that false or misleading information given in my application or interview(s) may result in discharge. I understand, also, that I am required to abide by all rules and regulations of the employer. ____________________________________________________________ _________________________ Signature of Applicant Date
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
Application for at-will employment
(An Equal Opportunity Employer)
We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, sexual orientation, gender identity, genetic information, disability or any other legally protected status. In accepting this application, the Company makes no commitment of employment to the applicant. This application will remain active for 180 days. WE ARE AN AT-WILL EMPLOYER, MEANING THAT EITHER EMPLOYER OR THE EMPLOYEE MAY END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON. |
BASIC INFORMATION: Please print in ink.
Position Applied For: |
Date of Application: |
How Did You Learn About Us? o Advertisement o Friend o Walk-In o Employment Agency o Relative o Other______________________ |
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Last Name First Name Middle Name |
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Address City State Zip Code |
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Telephone Number(s) |
E-mail Address |
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Salary requirements: Date Available:
Are you lawfully authorized to work for our company in the United States? o Yes o No
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
EMPLOYMENT HISTORY: Start with your present or most recent job. Include any job-related military service assignments, self-employment, summer and part-time jobs.
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Address |
Telephone |
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Dates From To Employed |
Starting Leaving Salary |
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Reason for Leaving: |
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Date From To Employed |
Starting Leaving Salary |
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Reason for Leaving: |
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If presently employed, why do you desire to change your position?_______________________________________ _____________________________________________________________________________________________ If you are now employed, may we contact your present employer? oYes oNo REFERENCES: (not former employers or relatives)
Name
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Address |
Phone Number |
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EDUCATION:
School |
Name and
Address
of School |
Course of
Study |
Circle Last
Year
Completed |
Did You Graduate? |
List
Diploma
or Degree |
High
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1 2 3 4 |
oYes oNo |
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College
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1 2 3 4 |
oYes oNo |
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Other
(Specify) |
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1 2 3 4 |
oYes oNo |
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Are you planning to pursue further studies? oYes oNo If yes, oDay oNight School
oInternet
If so, when, where, and what courses?_________________________________________________
______________________________________________________________________________
______________________________________________________________________________
INTERESTS:Use this space below to describe interest in the industry and skills and aptitudes that you feel qualify you for a position with our Company. (You may wish to include civic and community activities, professional societies in which you participate, hobbies, sports, special training or skills such as typing, accounting, and the like.) If you need more space, please continue on a separate sheet.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
ACKNOWLEDGEMENT
Please Read Before Signing:
The facts set forth in my application for employment are true and complete. I understand that if employed, false or misleading statements on this application shall be considered immediate cause for dismissal.
I understand that, if the Company employs me, EITHER THE Company or I can terminate my employment with or without cause at any time and for any or no reason. I also understand that no official of the Company other than the Chief Executive Officer has any authority to enter into an agreement for employment for any specific period of time or to make any agreement contrary to the foregoing.
Signature of Applicant Date
*WE ARE AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
Application for at-will employment
The Company is an equal opportunity employer and will not discriminate against any applicant
on the basis of any characteristic that is protected by local, state or federal law.
THE COMPANY IS AN AT-WILL EMPLOYER, MEANING THAT EITHER THE EMPLOYER OR EMPLOYEE CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON.
Position Applied For:_______________________________ Date of Application:____________
Date You Can Start: _______________________________ Please note that this application will only
remain active for 180 days, after which the
applicant will need to reapply.
Name:__________________________________________ E-mail address: _______________
Last First Middle
Present Address:________________________________________________________________
Street City State Zip
Permanent Address:_____________________________________________________________
Street City State Zip
Telephone #: Home (_____)______________________ Work (_____)______________________
Are you 18 years or older? oYes oNo
Are there any hours or days of the week you cannot work? oYes oNo
If so, when?_____________________________________________________________
Salary Desired____________________
Type of Employment: oFull-time oPart-time
Are your employed now? oYes oNo
May we contact your present employer? oYes oNo
Did you ever apply to this Company before? oYes oNo Where?____________________
Under what name? _____________________________ When?_____________________
EDUCATION:|
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NAME AND ADDRESS OF SCHOOL |
NO. OF YEARS ATTENDED |
DID YOU GRADUATE? |
SUBJECT/ MAJOR |
Elementary School |
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N/A |
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High School |
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College |
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Specialized Training |
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Are you lawfully entitled to be employed by our company in the United States? oYes oNo
Have you ever been convicted of, or pled guilty or “no contest” to a crime except a minor traffic violation? oYes oNo
{This question pertains only to convictions that have not been sealed or expunged}.
If so, please state citation, date and place where offense occurred:_________________________
______________________________________________________________________________
______________________________________________________________________________
Please provide any additional information such as special skills, training, management experience, equipment operation, or qualifications you feel will be helpful to us in considering your application:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
REFERENCES: Three individuals not related to you, whom you have known for at least one year.
NAME |
ADDRESS & TELEPHONE |
RELATIONSHIP |
YEARS ACQUAINTED |
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Emergency Contact______________________________________________________________
Name/Street/City/State/Telephone
CURRENT AND FORMER EMPLOYERS:(Most Recent One First)
DATE MONTH/ YEAR |
NAME, ADDRESS & TELEPHONE NO. OF EMPLOYER |
SALARY: STARTING/ENDING |
LAST POSITION HELD/ RESPONSIBILITIES |
REASON FOR LEAVING |
From: To: |
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Please read the following statement carefully before signing to indicate your understanding: I understand that if I receive a conditional job offer, prior to beginning employment, I may be requested to undergo a pre-employment medical examination. In the event that I have a disability that will affect my ability to take the test, I will so inform the Company prior to the administration of the test so that a reasonable accommodation can be made. The Company reserves the right to require medical documentation regarding the need for accommodation. I certify that the facts contained in this application are true and complete to the best of my knowledge and understand that, if employed, false statements on this application may result in termination. I understand and agree that, if hired, my employment is AT-WILL. THIS MEANS THAT, IF HIRED, EITHER THE COMPANY OR I CAN END THE EMPLOYMENT RELATIONSHIP AT ANY TIME AND FOR ANY OR NO REASON. I authorize investigation of all statements contained in this application for any employment-related purpose. I release the listed references and all employers to provide you with any and all applicable information they may have. I hereby release these references and former employers from all liability for any information they may give to you, including but not limited to any defamation claims I may now have or will have against them. ________________________________________________________ ______________ Signature Date *THE COMPANY IS AN AT-WILL, EQUAL OPPORTUNITY EMPLOYER*
For Employer Use Only
Interviewed By:________________________ Date:_________________ Hired: oYes oNo Starting Date:____________________Position:_______________ Wage:______________ *THE COMPANY IS AN AT-WILL, EQUAL OPPORTUNITY EMPLOY
Offer letters
Human experience teaches that what someone hears may not be what the speaker intended. It also teaches that memories of various individuals may not be as accurate over time as they once were. Also, people who make statements yesterday may not be available to recall what was said tomorrow. For that reason, it is suggested that any time an employment offer is extended, an “employer memory” be created – that is, that the offer be put in writing that can be referenced in the future.
Sample conditional offer letter
Name ____________________________________________________________ Address ____________________________________________________________ City, State ZIP ____________________________________________________________ Dear____________________ On behalf of [Company], I am pleased to offer you a position as__________________ . This offer is conditioned on your completion, to the Company’s satisfaction, of a [drug test, the Company’s fitness-for-duty test, and a criminal background check]. As we discussed, in this position your starting compensation will be $___________________________________________________ per [week/hour], which is equivalent to an annual amount of $ . This position is considered an [exempt/non-exempt] position for purposes of federal wage and hour law, which means that you [will not/will] be eligible for overtime pay for hours actually worked in excess of 40 in a given workweek. In addition to your compensation, you will be eligible to receive the benefits that are offered to all [Company] employees. These benefits are described in the enclosed materials. We also have enclosed a copy of the employee handbook, which describes the Company’s policies and procedures that will govern certain aspects of your employment. Please be sure to review the handbook and sign and return the acknowledgement of receipt page at the end of the handbook. This offer of employment will expire [10 days] from the date of this letter. If you wish to accept the offer, please sign this letter in the place provided below and return it to me within the prescribed time. We look forward to welcoming you to our Company as a member of our team after your successful completion of the items set forth above. However, we recognize that you retain the option, as does the Company, of ending your employment with the Company at any time, with or without notice, and with or without cause. As such, your employment with the Company is at will and neither this letter nor any other oral or written representations may be considered a contract for any specific period of time. If you have any questions about this conditional offer of employment or working at the Company, please do not hesitate to contact me or a representative of the Human Resources Department Sincerely, [Signature of Company Official] I accept the offer of employment set forth above. Signature____________________________ Date________________________________
