A job offer letter is the employer's formal proposal to a candidate. It is not itself an employment contract, but in Kenya it is often the document a candidate relies on when resigning from a current role — which means getting it right matters considerably. The employment contract that follows will carry the full legal weight of the employment relationship.
A clear offer letter does four things: it specifies the role and reporting line, states the proposed salary and allowances (and whether they are consolidated or separate), gives the proposed start date, and indicates that the offer is conditional on specific outstanding items (if any) — typically reference checks, background checks, or medical clearance.
The distinction between a conditional and unconditional offer is important. A conditional offer means the position is not yet guaranteed; if the conditions are not met, the employer can withdraw the offer without legal consequence. An unconditional offer, once accepted, is binding and creates exposure if the employer reverses it.
For candidates: always get the offer in writing before resigning. An offer letter that does not specify the salary structure (base versus allowances), the grade or band, the probation period, and the start date is incomplete and should be clarified before acceptance. Equally, the employer will typically want to review the candidate's CV and references before issuing a formal offer. "We will sort out the details" is not a substitute for a written offer.
For employers: the offer letter should be signed and returned by a deadline — you can ask the candidate to sign the offer letter digitally to speed up the process. Include a simple acceptance clause at the bottom. Keep a counter-signed copy.