Set out below are customisable examples of covering letters that employers can use when sending out an offer of employment. The approach an employer should take depends on:

whether there is a relevant collective agreement already in place which covers the type of work the employee will perform, and
whether or not the successful applicant is a member of a union that is a party to that collective agreement.

Letter of Appointment

In the examples below, you can enter information into the spaces provided, then view a printable version of the customised letter or save the letter to your computer.

Example 1: Letter offering employment where there is no relevant collective agreement in place.

Example 2: Letter offering employment where there is a relevant collective agreement and the successful applicant is a member of a union that is a party to that collective agreement.

Example 3: Letter offering employment where there is a relevant collective agreement but the successful applicant is not a member of a union that is a party to that agreement.

1. Sample letter offering employment where there is no relevant collective agreement in place

Note: You may wish to use the Tab key to ensure that you have filled in all customisable fields.

Download this letter in Word format

Dear

Offer of Employment
I am pleased to offer you the position of at starting on . I propose that the terms of employment will be those in the attached draft individual employment agreement.

Please note that you are entitled to discuss this offer and to seek advice on the attached proposed agreement with your family, a union, a lawyer, or someone else you trust. If you would like information about your employment rights, see the Department of Labour’s website www.ers.dol.govt.nz or phone the Department's free i nformation line on 0800 20 90 20.

If you disagree with, do not understand or wish to clarify anything in this offer, please contact me to discuss .

If you are happy with the proposed terms and wish to accept this offer of employment, please sign the duplicate copy of this letter and return it to me by . If I have not heard from you by that date, this offer will be automatically withdrawn.

I look forward to working with you.

Yours sincerely,

I, , confirm that I have read the terms of employment set out in this letter and in the attached individual employment agreement, that I fully understand them and their implications and that I now accept the offer of employment.

Signed by: .........................................................

Date: ...........................

2. Sample letter offering employment where there is a relevant collective agreement and the successful applicant is a member of a union that is a party to that collective agreement.

Note: You may wish to use the Tab key to ensure that you have filled in all customisable fields.

Download this letter in Word format

Dear

Offer of Employment
I am pleased to offer you the position of at starting on . If you wish to accept this position, please sign the duplicate copy of this letter and return it to me by .

The work you will do is covered by an existing collective employment agreement between and . A copy of that collective agreement is attached. I understand from you that you are a member of this union. Please free to discuss this agreement with your union if you wish. If you accept this offer of employment, you will be bound by that collective agreement.

If there is anything you are unclear about, disagree with or wish to discuss, please contact me.

I look forward to working with you.

Yours sincerely,

I,
, confirm that I have read the terms of employment set out in this letter and in the attached collective employment agreement and accept the offer of employment. I confirm that by signing this letter I agree to be bound by the terms of the collective agreement.

Signed by: .........................................................

Date: ........................

3. Sample letter offering employment where there is a relevant collective agreement but the successful applicant is not a member of a union that is a party to that agreement

Note: You may wish to use the Tab key to ensure that you have filled in all customisable fields.
Text in [brackets] will be duplicated from previously entered information.

Download this letter in Word format

Dear

Offer of Employment
I am pleased to offer you the position of at , starting . If you wish to accept this position, please sign the duplicate copy of this letter, and return it to me by .

The work you will do is covered by a collective employment agreement between and . A copy of that collective agreement is attached.

I understand from you that you are not currently a member of [Name of Union]. You have a right to join that union if you wish. Joining or not joining this or any other union is your choice. If you do choose to join [Name of Union], then you will become covered by the attached collective agreement.

If you wish to join [Name of Union], you should contact who is the local union organiser and can be contacted on .

If you choose not to join the union, the following situation applies:

For the first 30 days of your employment, your minimum individual terms of employment are those in the collective agreement
After the 30 day period, if you have not joined the union your individual employment agreement can be varied by mutual agreement. If no variations are made, your terms of employment will continue unaltered.

If you agree to accept this offer of employment, the law requires me to ask if you consent to me letting [name of Union] know that we have entered into this agreement. If you give such consent, I am required to inform [name of Union] as soon as is practicable.

If you wish to accept this offer, please advise me when you sign and return the duplicate copy of this letter whether you consent to [name of Union] being informed (see below).

If there is anything you are unclear about, disagree with or wish to discuss, please contact me.

I look forward to working with you.

Yours sincerely,

I, , confirm that I have read the terms of employment set out in this letter and in the attached collective employment agreement, and accept the offer of employment. I also confirm that I have been informed of how to contact [name of Union].

I consent/do not consent to [name of Union] being informed that I have entered into this agreement.

Signed by: .........................................................

Date:.........................

This page was last updated on: 15-Sep-2009 and is current.

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