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An Offer Letter is a formal written document that employers send to job candidates in Belgium, outlining the key terms of employment they're proposing. It typically details the position, salary, start date, and basic working conditions, serving as the first step toward establishing an employment relationship under Belgian labor law.

While not legally required in Belgium, Offer Letters play a crucial practical role by documenting initial employment terms before signing the full employment contract. They help protect both parties by clearly stating expectations and avoiding misunderstandings about important details like compensation, benefits, and job responsibilities. Belgian employers often use them as a preliminary agreement before preparing the more comprehensive employment agreement required by law.

Send an Offer Letter when you've decided to hire a candidate in Belgium and need to formalize your employment proposal. This document becomes especially valuable during salary negotiations with senior hires, when recruiting internationally, or in competitive industries where candidates are weighing multiple offers.

Using an Offer Letter helps lock in key terms early, reducing the risk of misunderstandings about compensation, start dates, or job duties. It's particularly important when offering special benefits, relocation packages, or performance bonuses that need clear documentation. While not legally mandatory in Belgium, it creates a paper trail that protects both parties and smooths the path to the final employment contract.

• Job Contract Letter: The most formal version, containing detailed employment terms and conditions ready for signing as a preliminary agreement.
• Letter Of Intent To Hire: A preliminary document expressing interest before formal negotiations, often used for senior positions or complex arrangements.
• Job Appointment Letter: Used after acceptance, focusing on role specifics and start date details.
• Job Confirmation Letter: Confirms employment terms post-negotiation, typically including final salary and benefit details.
• Job Acceptance Letter: The candidate's formal response accepting the offered position and terms.

• HR Managers: Draft and customize Offer Letters based on company policies, ensuring compliance with Belgian labor laws and internal recruitment procedures.
• Company Directors: Review and approve final offer terms, especially for senior positions or when special conditions apply.
• Legal Department: Ensures the Offer Letter aligns with Belgian employment regulations and company policies while protecting corporate interests.
• Job Candidates: Review, negotiate, and respond to the offered terms before proceeding to formal employment contracts.
• Recruitment Agencies: Often facilitate the offer process between employers and candidates, particularly for specialized positions.

• Position Details: Gather exact job title, department, reporting structure, and key responsibilities aligned with Belgian job classification systems.
• Compensation Package: Confirm salary, benefits, bonuses, and any special allowances following Belgian market standards.
• Employment Terms: Document working hours, leave entitlements, and notice periods as per Belgian labor laws.
• Start Date Information: Specify proposed start date, probation period length, and any pre-employment conditions.
• Company Specifics: Include correct legal entity name, office location, and relevant workplace policies.
• Template Selection: Use our platform's Belgian-compliant templates to ensure all mandatory elements are included correctly.

• Company Information: Full legal name, registered address, and Belgian enterprise number of the employing entity.
• Position Details: Job title, department, work location, and reporting structure in line with Belgian job classifications.
• Compensation Terms: Gross salary, benefits package, and any variable pay components as per Belgian payroll regulations.
• Working Conditions: Hours, place of work, and any flexible arrangements under Belgian working time laws.
• Start Date & Duration: Proposed employment start date and contract type (fixed/indefinite term).
• Legal Framework: Reference to applicable collective bargaining agreements and work regulations.
• Validity Period: Clear deadline for acceptance and next steps in the hiring process.

The main difference between an Offer Letter and an Employment Letter lies in their timing and legal weight in Belgian employment law. While both documents relate to employment relationships, they serve distinct purposes and carry different implications.

• Timing and Purpose: Offer Letters come first, proposing initial employment terms before any formal agreement. Employment Letters confirm existing employment relationships and often include more detailed terms.
• Legal Standing: Offer Letters are preliminary negotiations tools, while Employment Letters serve as formal employment documentation under Belgian labor law.
• Content Scope: Offer Letters focus on key terms like salary and position, while Employment Letters contain comprehensive employment conditions and references to workplace regulations.
• Binding Nature: Offer Letters express intent but aren't typically legally binding, whereas Employment Letters form part of the formal employment contract documentation.