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Things To Put in Your Job Offer Letter

The specifics of what to include in a job offer letter will vary based on the company, the expectations for the role and details regarding the candidate. That said, it can still help to read about suggestions regarding what you should put in your job offer letter. Below are a handful of elements that can be smart to include in an offer letter regardless of the job being offered.

Job title and description

State the official title the candidate will hold as an employee. Provide a description of the job, including a concise overview of the job duties. Keep in mind that you do not have to list every single work duty. Simply summarize the most crucial duties and make it clear that the job duties you’ve included do not represent all the responsibilities of the position.

Key dates

Provide the expected date the candidate will begin working for your company. You can include other critical dates, like the date of a new-hire orientation meeting. You can also include an expiration date for the offer letter so the candidate knows how long they have to think about the job offer before they either accept or reject it. Including an expiration date is also a good idea because it gives you time to either negotiate with the candidate or switch gears and extend the job offer to someone else if the initial candidate turns down the job offer.

Reporting structure

State the name and job title of the person whom the candidate will report to directly. This will familiarize the candidate with someone in the company to whom they can turn with questions or concerns.

Work schedule and location

Clarify whether the position is full or part time. Include the work schedule the candidate can expect to have to adhere to, such as a start time of 8 a.m. and a stop time of 5 p.m. Also, specify the expected work location, whether it’s remotely for work-from-home positions or in the office for positions that require in-person attendance. If you are offering a position that entails hybrid work, make sure you identify which days the employee will be expected to work from the office and which days they should telecommute. Be sure to also indicate whether either of these conditions is subject to change.

Exempt or nonexempt classification

You will need to properly classify the new hire as either exempt or nonexempt, which is a requirement mandated by federal, if not state, law. If the position is exempt, the offer letter should state that the employee is not eligible for overtime. If the position is nonexempt, the offer letter should include that the employee will be eligible for overtime as long as it is a benefit offered by the company. Take a moment to explain to candidates applying for nonexempt positions that they will need to record their work hours within your company’s timekeeping system.


State the pay the employee will receive and whether they can expect either an hourly wage or a salary. Include the pay frequency as well, which will typically be weekly, biweekly or semimonthly. For salaried employees, you can include both the annualized and pay period salary amounts in the job offer letter. Mention that the pay is subject to change based on various factors, such as the outcome of a performance evaluation. Additionally, describe the benefits the employee will be eligible for, like health insurance, a 401(k) plan and paid time off. You can also include applicable bonuses and commissions.

At-will employment

Include an at-will employment clause to emphasize to the candidate that employment can be terminated by either the employer or the employee at any time and for any legal reason.

Applicable contingencies

Describe the contingencies surrounding the offer, such as the need for the candidate to pass a background check, a drug test, a reference check and an employment authorization check. The offer letter should also include confidentiality or employment agreements the new hire will need to sign prior to officially becoming an employee of the company. Finally, keep in mind that there may be other state and federal regulations that will affect what you can and cannot say in an employment offer letter. Make sure you look into these, and always treat job offer letters seriously.


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Emily Gooding

Payroll Specialist

Emily is graduating in May with a BA in Business Administration from Lander University. She has gained valuable experience as a payroll intern for BMW. We are so excited to have her on the team and  to see her excel in her role as a Payroll Specialist.

Madison Capps​

Payroll Specialist

Madison received a BS in Psychology from Southern Illinois University in 2019. Since then, she has been working as a supervisor at Starbucks and earning her second degree, a BA in Administration and Accounting, from USC Aiken in the fall. She will be joining us as a Payroll Specialist and a valuable addition to our Paysmart team.

Kristen Wilby

Payroll Specialist

Before moving to South Carolina with her husband, Kristen worked as a Sales & Marketing Specialist for Premium King in Feasterville, PA, where she gained valuable experience in strengthening the brand and generating new business. Kristen also brings to our team several years of professional experience as an Executive Assistant and as an Office Manager, where she was first introduced to payroll. Kristen’s knowledge and her innate ability to establish genuine relationships contribute greatly to the team as we continue to grow and serve our clients.

Meg Whitaker

Payroll Specialist

Meg brings nearly twenty years of professional experience to the team. Most recently, she worked as a Payroll & Benefits Specialist in Centennial, Colorado. She and her husband recently moved back to the Carolinas for his job, and we were fortunate to find her! Before Colorado, Meg worked at CPI Security Systems in Charlotte, NC, for twelve years as a Billing Coordinator and Senior Administrative Assistant. She also gained three years of experience as an HR Assistant for a law firm in Fayetteville, NC. Her expertise significantly adds to our team and benefits our clients as we continue to grow!

Rachel McClaran, EA


Rachel plays a crucial role in developing Paysmart’s core processes and procedures, as well as overall strategy within the company. Rachel graduated from Bob Jones University and is an active member of the Junior League of Greenville and the South Carolina Association of CPAs. Her desire to serve her community has led her to become involved with several nonprofit organizations and to serve as the past Vice President of Finance for the Junior League of Greenville. Outside of the office,Rachel enjoys spending time on the water and traveling with her husband and their two children.

Hina Rogers

Payroll Specialist

Hina joined the Paysmart team in August 2022. She grew up in Portland, Oregon, before moving to Greenville, SC. She earned both a bachelor’s and a master’s degree in education. After college, she represented her alma mater as an enrollment counselor in the Southeast and Western states. She enjoys traveling, road trips, cooking, and quality time with her family. Hina looks forward to serving your company’s needs! 

Sharon Quantrille

Payroll Specialist

Sharon has spent several years in the accounting industry and has completed courses to hone her skills as a Payroll Specialist. Her background as an educator, professional musician, and Human Resources Generalist has contributed to her communication skills, commitment to professionalism, and organizational skills that make her a tremendous benefit to her Paysmart clients and colleagues. A graduate of Bob Jones University with a B.S. degree in Music Education, a Master of Music degree in Piano Performance and a Human Resources Generalist Certificate, Sharon spends her free time gardening, hiking, playing the piano, and spending time with her four adult children.

Haleigh Bates

Payroll Specialist

Haleigh joined our team in May of 2022 as a payroll specialist. Haleigh has over eight years of experience helping personal and small business clients with their financial needs. She received her Bachelor’s Degree from Georgia Southern University. She enjoys spending time with her husband and their three children, Caden, Addie, and Mason.  She likes to go hiking, spend time at the beach, and volunteer at her church in the children’s ministry. 

Courtney Rossello

Payroll Tax Manager

Courtney joined the team at Paysmart Payroll Services in September 2020.  She was raised in Simpsonville, SC, and graduated from Clemson University in 2009 with a bachelor’s degree in political science and a concentration in public administration.  Courtney began her payroll career in 2011 and currently works in the payroll tax department at Paysmart.  She strives to make every client feel comfortable knowing their payroll taxes and tax returns are handled accurately and efficiently.  Courtney is also a volunteer Treasurer for a local middle school in Greenville County.  In her spare time, she enjoys volunteering with special needs children, road trips, and spending time with her two daughters. 

Emily Hargrave

Senior Payroll Specialist

Emily received her bachelor’s degree in music from West Coast Baptist College. Since her college days, Emily has gained nearly 18 years of experience in office operations and project management. Emily joined Paysmart in 2017 and enjoys using her skills to support clients and the Paysmart team.

 At heart, Emily is a small-town country girl from the Midwest but is happy now to call the Upstate home, where she doesn’t have to endure harsh winters. Emily’s favorite ways to spend her free time are reading a good book, challenging herself with puzzles, and doing her best not to kill the plants in her garden.

Julie Shull

Client Success Specialist

Julie is the Client Success Specialist for Paysmart Payroll.  She joined the team as a Payroll Specialist in March of 2020. She received her Bachelor of Science degree from NC State University and earned an MBA from Gardner-Webb University while playing on the GWU women’s tennis team. After starting her career with Wilson Sporting Goods as a Financial Analyst, she took a few years off to raise twin boys until she began working for Greenville County Schools in 2014.  Julie enjoys spending time with her family and outdoor activities.

Brad Detandt

Payroll Administrator

A graduate of Northland International University with a BA in Counseling, Brad Detandt leads the day-to-day operations of the Paysmart team. He is eager to grow the firm’s client portfolio. He brings a diverse employment background in retail, manufacturing, nonprofit ministries, and business development, with
a specialized focus on team development and process improvement. Brad’s professional – and personal – mission is to “Be Great. Serve!” Brad enjoys spontaneous activities and weekend trips to state parks with his wife Miranda and his three children.

Stephen C. Stokes

Managing Partner

Stephen has more than 14 years’ experience working with individuals and businesses to meet their tax, accounting, and payroll needs. He has been the managing partner of Paysmart Payroll Services since January 2009. He is a licensed certified public accountant in South Carolina and Georgia. Stephen is also a member of the South Carolina Association of CPAs, the Georgia Society of CPAs, the American Institute of CPAs, and the Professional Association of Small Business Accountants. He has a bachelor’s degree from Bob Jones University and a master’s degree from Georgia State University. Stephen was born and raised near Atlanta, Georgia and moved to Greenville, South Carolina, several years ago. He enjoys spending time with his wife, Tiffani, and daughters, Madeline and Julianna. He is actively involved in his church and enjoys reading, sports, and other outdoor activities.