SAMPLE OFFER LETTER/TEMPLATE

The resource listed below is intended as a sample and may be adapted to meet style and use needs

Letter head

Date:

Applicant’s Name:

Address:

Dear Mr./Ms.:

This letter is a formal offer of employment for you to join our Duke University/School of Medicine (name of department) as a Grants and Contracts Administrator (indicate tier level). We are pleased to offer you this opportunity. We are hopeful that you will choose to be part of the Duke family.

Summarized below are key provisions of the offer:

  • A beginning annual base salary of $______.
  • Duke’s comprehensive benefits package which has been described in earlier conversations. The benefits include threeweeks annual vacation accrual, with an increase to fourweeks effective after six years. Enclosed is summary information on our benefit plans.
  • This offer is contingent upon successful clearance of a criminal background check and other conditional requirements, e.g., health and substance abusescreening and flu vaccine. In accordance with the School of Medicine Influenza Vaccination Policy, some positions require an annual vaccination against influenza, or policy compliance through a granted medical or religious exemption. This is considered a condition of employment and must be completed within 14 days of your start date. Your Supervisor will discuss with you if your position has this requirement.
  • There will be a requiredninety day orientation period. The purpose of this period is to provide time to familiarize you with the department and job responsibilities.
  • Please be aware that specific trainings are required within your first twelvemonths to eighteen months of employment related to research administration positions. Requirements are found on the RACI (Research Administration Continuous Improvement) website:

If the requirements are not met, you may receive a pay and tier reduction.

  • Below is the link to the tier advancement chart that will assist you in understanding possible career path progression as a Grants and Contracts Administrator upon successful completion of the requirements and approval for advancement by your supervisor.

Please knowthat you must complete your training requirements in order to maintain your tier level and associated compensation.

Enclosed is a copy of the job description, which we discussed with you during the interview process. It identifies the general duties and responsibilities of the position. I will work with you during your initial employment to establish performance targets and expectations.

We look forward to you joining our team.I hope that you will accept this offer and advise me in writing of the date that you are prepared to join us.

If you have questions or need additional information, please do not hesitate to call. We all look forward to working with you. Welcome to Duke!

Sincerely,

<manager name<title>

<manager phone>

OPTIONAL INFORMATION WHICH MAY BE INCLUDED IN THE OFFER LETTER:

  • Procedural information: “You will be an exempt salaried staff member, meaning in part that you are exempt from overtime pay. Monthly paychecks are disbursed on the 25th of the month. Please report to<room> at <time> on your first day of employment”.
  • Policy Information: “Information regarding Duke’s employment policies can be accessed through the Human Resources web site at or through the Human Resources office at 919 684-5600”.
  • Background check contingency: “This employment offer is contingent upon the successful completion of the following prior to your start date: OIG sanctions screening and reference checks”.
  • Substance abuse screening and health review for Health System positions: “The drug screen and health review must be completed at least five business days prior to your start. To schedule these screenings, please contact <name, number>” no late than <date>.
  • Certification and Licensure: “Continued employment in the position offered is in part contingent upon your maintaining required licenses and/or other credentials. It is your responsibility to present current and active documents upon hire, and to submit renewal documentation to your supervisor in a timely manner”.
  • Relocation expenses: “We will reimburse you for documented moving expenses up to <$$$>. We will also cover all approved expenses associated with one additional visit to the Durham area for you and your spouse or partner prior to your relocation to the area. The<department name> will provide you with <$$$, i.e. any additional compensation>. <NAME> is prepared to discuss the details of these provisions with you at your convenience and can be reached at <phone number>.
  • Housing, community and real estate assistance: Assistance with real estate, community tours and other housing matters is available through Duke Recruitment and your department.
  • Enclosures :

department information job description

orientation informationlicense information

relocation information campus map and parking information

first day schedule location of office (building and number)

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