THINGS THAT SHOULD BE IN ALL OFFER LETTERS

  • Job class, named i.e.: Assistant Scientist
  • If you utilize a “working title/informal title”, please include that too.
  • If a broad-banded class, name the band
  • Job code number (i.e. 8351)
  • If Civil Service or union position, specify if the job is continuing or temporary, or temp no-post; for P&A state appt Term and Type; for faculty, state appt Term and Type

Note: the different contracts and rules each have varying lengths of appointment for temp no-post and temp posted and temp/casual. The hiring authority should be aware of the specific conditions for the type of appointment they’ve hired. Call your HR Consultant with questions.

  • Percent time (or if not on a fixed %, state the job is hourly and requires completion of biweekly timesheets)
  • Start date , and end date for temporary or temp no-post CS and union positions
  • Rate of starting pay (for rate-arranged class, include the range. i.e.: C1/10, etc) ; for CS/BU, state hourly rate (and an approx annual income); for P&A and faculty state biweekly salary amount and an approximate annual salary; for BU and non-V class Civil Service positions, state that the job is eligible for overtime
  • “This appointment is contingent upon the (availability of funds for the position and on the) acceptabilityof your performance.” Include “availability of funds” if P&A.
  • Probationary period, if applicable. (Refer to applicable contract/rules, or contact your HR Consultant)
  • If a background check was required - “This appointment is contingent upon the successful completion of a background check.”
  • Supervisor’s name
  • Hours/days of work
  • If job is represented by a bargaining unit, state which bargaining unit and dues will be deducted via payroll.
  • Link to applicable SPECIFIC governing document for that employee group. The general link to all governing documents is
  • Benefits department phone number and website

and phone number is 612-624-9090

  • “Please sign below to indicate that you have read and understand the provisions of your employment as explained above. This letter will be placed in your employee file.”
  • If foreign national – “ Appointment contingent upon your (continuing) eligibility to work in the United States”
  • If Academic/P&A --
  • Term and type
  • If annually renewable, when that will occur (being mindul of pay period end dates)

E.g.: “ Your position is classified as TITLE (job number). This is a twelve-month, annually renewable, 100% time position with a start date of October 10, 2003 and will be effective through the end of the fiscal year, July 13, 2004, and annually renewable thereafter. Your appointment and all future renewals are contingent upon the availability of funds and the acceptability of your performance.”

OPTIONAL INFORMATION FOR OFFER LETTERS

  • A statement of welcome to the employee. Let him/her know you’re glad they took the job.
  • Job duties (esp. if a temp no-post, this might be the only place duties are written) Or, you might wish to attach the requisition or job posting to the offer letter.
  • If appt is 75-100% and benefits-eligible – “While on this appt, you will be covered by Social Security, applicable retirement program, i.e.: MSRS or Faculty Retirement Program, and be eligible for the University’s health, life and dental insurance programs. The Designated Employee Benefits Contact Person from your department will contact you regarding these benefits.”
  • If appt is 50-74 %, the employee can buy into insurance – “ While on this appointment you will be covered by Social Security and MSRS. You will be eligible for the University’s health, life and dental insurance programs at your own expense. The Designated Employee Benefits Contact Person from your department will contact you regarding these benefits.”
  • If appt is 49% or less and not benefits eligible, “While on this position you will be covered by Social Security and Minnesota State Retirement System.”
  • Any applicable Orientations and/or Training available or required.
  • “For information on the Regent’s Scholarship, please refer to
  • Grad student – should mention % of time, and if (1) exceptional hourly (i.e.: they will work a set schedule) or (2) hourly (i.e.: they will be submitting time cards) Also, link to for benefit and tuition benefit information.
  • If employee is a foreign national – “For information relating to your visa and work status, please contact International Student and Scholar Services (ISSS) at Or call 612-626-7100.”
  • If Post-Doc Assoc/Post-Doc Fellow/Research Assoc (9701 & 9702) ---“The following organizations that might be of interest to you: The Office of Postdoctoral Affairs ( and the Postdoctoral Association (
  • Where/when/who to see for the first day of work. (Sometimes people will work in labs but never went there as part of the interview process. They probably don’t have access yet to secured facilities. Or, they interviewed with someone who will not be there to help the first day.)
  • I encourage you to attend the University’s New Employee Orientation. For more information and to register online, please go to . For information on parking and transportation, you can go to . Employee Self Service is online at for viewing pay statements, changing your tax exemptions or benefits, and other personnel related functions.