Offer Letter Template (Print on Letterhead)
Date
Candidate address
Dear <Dr., Mr., Mrs., Ms.:
We are pleased to offer you an appointment as <insert“a” or “an”>insert “9” or “12” month<insert “tenure-track” if neededinsert professorial rank of insert areain the Department of insert department, legislative position number <insert #. The position is contingent upon budgetary approval. The appointment will startinsertstart date only - for Visitors insert start and end date with annual contracts issued in accordance with the Collective Bargaining Agreement between the University of North Florida Board of Trustees and the United Faculty of Florida. [If hiring a foreign national, insert:“This offer as well as the dates of employment are contingent upon successful approval of the immigration process pertaining to your employment. Should it be necessary, once appropriate immigration approval is received, employment dates may be altered accordingly.”] Your salary for this 1.0if something other than 1.0, insert the appropriate proportionFTEappointment will be $insert amount annually. [If reimbursing any moving expenses, insert: “You will be reimbursed up to $insert amount in qualified moving expenses in your move from insert location here to Jacksonville, FL.”]
[If the candidate is required to submit a research plan in order to receive startup funds, insert: “Contingent upon the receipt of a research plan approved by your department chair and the Dean of <insert College>,” [If the candidate is to receive startup funds, insert: “TheUniversity of North Florida will provide you with $<insert amount> of startup funds <insert payment schedule if over multiple years>. These funds must be expended within three years of your start date, and may be extended for an additional year upon justification and approval of the Dean of <insert College>. These funds are to be used to establish your research agenda in accordance with your approved research plan and it is expected that this funding will result in application for, and receipt of, external research funding.”]
The position is insert“tenured”,“tenure-earning”, or“non-tenure-earning”. [If tenure-earning, add this sentence: “Your eligibility for tenure will be determined by the provisions of the university’s Collective Bargaining Agreement.”] Your annual assignment will be made in accordance with appropriate provisions of Florida Statutes, rules of the Florida Board of Governors and rules of the Universityof NorthFloridaBoard of Trustees, a public body corporate. A normal teaching load is insert “nine” or “twelve” credit hours per semester [if tenured or tenure-earning, insert the phrase: “along with scholarly and service activities.” Ifnon-tenure-earning & non-visiting, insert the phrase “along with service activities.”] [If tenure-earningand being hired as an assistant professor, add these sentences:“You will be provided a three-credit-hour course release during your first year of employment to allow additional time for you to establish your research practice. A second three-credit-hour course release will be provided in your fourth year oftenure-earning service to allow for further development of your research.”] [If tenured or tenure-earning, add this sentence: “In addition, you are encouraged to pursue contracts and grants where appropriate.”]
The offer for this position is contingent upon receipt by the Office of Academic Affairs of an original transcript from the institution that granted your highest degree and three letters of recommendation[if the appointment is contingent upon having terminal degree in hand, add this phrase: Because this position requires a terminal degree, Academic Affairs will need to receive an official transcript showing you have received your terminal degree prior to your first day of employment in order for you to be placed on the university payroll system.]
This offer is also contingent on your ability to work under the provisions of the Immigration Reform and Control Act of 1986, which requires documentation that proves identity and employment eligibility. Please contact the Office of Human Resources at (904) 620-2903 regarding the documents that you need to provide to the office by the first day of employment to comply with this requirement.
Also, contact the Office of Human Resources should you prefer to have your nine-month salary paid over twelve months. You can also review information on the Human resources website at
If you are a foreign national requiring immigration processing, this offer is contingent on the successful approval of the immigration process. Employment cannot begin with the University until appropriate immigration approval is received and verified by the Office of Academic Affairs. The hiring department within the University of North Florida, as the sponsoring institution, incurs the cost associated with certainimmigration types. Depending on the type of immigration status that will be initiated for you, some fees will be your responsibility. Should you decline our employment offer after we have initiated the immigration process, the cost incurred will be your responsibility. At that time, you would be responsible for making payment back to the University. If you have questions regarding the immigration process, contact the Office of Academic Affairs at (904) 620-2700. Once you sign your offer letter and return it to the University, youwill be contacted to initiate any necessaryimmigration processes.
This offer of employment is contingent upon the successful completion of a Level 2 background check. If this background screening has not already taken place, you will soon receive an email from CastleBranch, our employment screening vendor, requesting information to begin the background screening and schedule a fingerprinting appointment. It is important that you submit your information upon receipt to avoid delays in the hiring process. Once your information is submittedresults are returned to Human Resources for review within approximately 5 to 10 business days. If you are a foreign national, this timeframe may take longer. In the event that the background check has not been completed at the time your appointment begins, your continued employment will be contingent upon receipt of background check results that meet university standards.
Please indicate your acceptance of this appointment by signing and returning this letter to the Department of insert department by insert date. The second letter is for your files. You will receive a formal contract at a later date.
We are delighted at the prospect of having you as a member of our faculty.
Sincerely,
______
Insert Chair’s name, ChairInsert Dean’s name, Dean
Department of insert department nameCollege of insert college name
______
Insert Provost name; e.g., “Pamela S. Chally”>
Insert Provost title; e.g., “InterimProvost & Vice Presidentfor AcademicAffairs”>
Offer Accepted:
______
Insert Candidate nameDate
Upd 3.15.18, Offer Letter