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Provost & Academic Vice President

Offering Letter Templates & Instructions

Offering Letter General Format/Alterations to Letters

There are several offering letter templates available from the Office of the Provost upon request. These are subdivided into two categories, for Faculty and Administrators. The templates have the minimum language required for specific categories of employment. Additional information may need to be inserted, but the core should not be altered. An offering letter serves as the legally binding contract between the future employee and the University, thus its contents must be correct and precise. Temporary appointments require a letter each appointment period.

Occasionally after an initial offer is made, it needs to be superseded by a letter with updated conditions of employment. In this case, the second superseding letter should have a sentence added, 鈥淭his letter supersedes the previous offer dated mm/dd/yy.鈥澛�

Mailing the Offering Letter & Notification of Acceptance

  1. When the department has received notice that the Employment Offer Approval form has been approved, preparing the offering letter is the next step.
  2. Questions regarding the appropriate templates or special alterations should be directed to Human Resources at (309) 298-1971.
  3. A draft letter should be prepared by the department and submitted electronically to Human Resources for approval. After the department has received notification of approval, the dated letter should be printed on university letterhead, signed by the appropriate authority, and submitted to the Provost's Office for mailing. The prospective employee is asked to sign and return the letter to the Provost's Office within two weeks.
  4. The department will be notified when the letter is mailed to the prospective employee, as well as when it has been received.聽

Reference Documents

The following documents are included for your reference in preparing Offering Letters.

Available Templates

Please 聽contact the Provost's Office by phone at (309) 298-1066 or by email at provost@wiu.edu to request a template for an offering letter.