Guidance on creating offer letters

We know that offer letters can be a bit confusing so to make it easier for you, here are some tips!

ArtsPool has an offer letter template that you can utilize and tweak to your needs. The employer may provide its own notice, as long as it includes all of the required information, or use the Department's sample notices. If the employer has questions regarding minimum requirements for onboarding agreements, they can visit: NY Section 195, or NY Notice of Pay Rate.

The law requires employers to give written notice of wage rates to each new hire, with this information, and in the employee's primary language:

• Official name of the employer and any other names used for business (DBA)
• Address and phone number of the employer's main office or principal location
• Preparer's name and title
• The candidate’s full legal name and preferred name (if different), and email address (if processed electronically).
• Employee rate or rates of pay, including overtime rate of pay (if it applies)
• How the employee is paid: by the hour, shift, day, week, commission, etc.
• Regular payday
• Allowances taken as part of the minimum wage (tips, meal and lodging deductions)
• Employee signature

ArtsPool recommends to include this information as well, as best practice for communication and reference:

• Job title, start date, expected schedule, employment status (i.e. full time/part time, exempt/non-exempt), and who the position reports to.
• If you’ll be offering a benefit package, include a summary of the benefits and eligibility requirements.
• An official signature should be included from either the company executive or the hiring manager (this can be left blank for digital signature when processing electronically).
• A statement of the employment relationship should be included such if the position is "at-will" or for an agreed upon period.
• Full job description in the body of the offer letter or as a separate attachment.

Nitty gritty details about compensation and perks, like bonus structure, the amount of paid time off, and health insurance details should go into the employee handbook.