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Offer Letter

You should know what are the basic things should be in an offer letteroffer-letter
1) CONTRACT DETAILS
• Full name of employer and employee
• Address of employer
• Place of work of employee, and, where the employee is required or permitted to work at various places, an indication of this
• Title of job or nature of the work or a brief job description
• Date of commencement of employment

2) PAY & BENEFITS
• Wages/ salary details
• Rate of overtime work (if eligible for overtime pay)
• Any other cash benefits that the employee is entitled to
• Any payment in kind that the employee is entitled to and the value of that payment (e.g. accommodation)
• Any deductions to be made from the employee’s remuneration (e.g. Pension / Medical Aid)
• Method of payment and method of calculating wages
• Additional benefits, and any conditions under which they apply, e.g. achievement of targets
• Pension scheme – whether one exists, and if so conditions
• Approvals for any deductions from pay, e.g. pension scheme other than those required by law

3) NATURE OF CONTRACT
• Type of contract: permanent, temporary, fixed term
• Duration of a temporary contract or termination date for a fixed term contract
• Period of notice required to terminate employment, or if employment is for a specified period, the date when employment is to terminate

4) HOURS OF WORK, SCHEDULES, AND OVERTIME
• Number of hours in workweek and workday. • Procedure for scheduling.
• Alternative work schedules/flex-time.
• Definition of overtime & pay or compensatory time off
• Advance notice of overtime & right to refuse overtime
• Staffing and workload standards.
• Meal and rest periods.
• Timekeeping and attendance requirements

5) LEAVES
• Annual leave entitlement
• Role of seniority in scheduling vacations.
• Conditions relating to taking leave, e.g. present company holidays or notice requirements
• Details of any other paid leave entitlements
• Sick leave arrangements and conditions of any benefits

6) DISCIPLINARY PROCEDURES
• Details of the disciplinary procedure
• Conditions under which the employer can terminate the contract e.g. gross misconduct

7) GRIEVANCE PROCEDURE
• Definition of a grievance.
• Stewards’ right to use work time for grievance investigations.
• Employees’ right to union representation.
• Explanations of each step in grievance procedure and time limits at each step.

8) HEALTH & SAFETY
• Employer and employee responsibilities

9) PROTECTION OF BUSINESS INFORMATION
• Details of confidentiality requirements
• Use and mis-use of electronic communications and Internet

10) ABOUT PROBATION PERIOD
• Purpose & duration of the probationary period
• Benefits that will come into effect when the probationary period is completed

11) PERFORMANCE EVALUATION
• Criteria & frequency for evaluations.

12) RETIREMENT POLICY

13) ANY OTHER CONDITION, like,
• Any collective or 3rd party agreement which affects the employee’s terms and conditions

14) UNIFORMS AND TOOLS
• Allowance for or provision of uniforms and/or tools for affected employees.
15) ACCEPTANCE
• Acceptance clause whereby employees sign that they accept the contract of employment and conditions therein.

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