Reading an offer letter

What an offer letter should contain

A proper offer or appointment letter sets out the terms you are accepting. Before you sign, check that it states:

• The job title, grade (if any) and reporting line.
• The start date, and whether it is conditional on anything (references, clearances, a medical, documents).
• Gross pay, as a monthly or annual figure, and whether it is basic pay plus allowances or a consolidated amount. The next lesson explains the difference between gross and net.
• Allowances and benefits: house, transport, medical cover (and who is covered), pension or provident fund contributions, leave days, any bonus and how it is earned.
• Probation: its length and what happens at the end.
• Contract type and duration: permanent, fixed-term (with the end date), casual, or a consultancy. Fixed-term contracts in the development sector often match a grant period.
• Hours and place of work, including travel expectations.
• Notice period on both sides.
• Any restrictive terms: confidentiality, non-compete, bonding for training costs.
• A deadline to accept, and how to accept.

If any of these are missing, ask. A reputable employer answers in writing.

Offer letter versus contract

Some employers send a short offer letter first and a full contract after acceptance; others send the contract directly. Read both. The contract governs; make sure it matches what was offered and what was discussed. Kenyan employment law sets minimum protections that a contract cannot remove, but the contract decides the rest. For significant roles, or anything with unusual clauses, having an advocate read it before signing is money well spent.

Red flags

• An offer by WhatsApp or a phone call with nothing in writing.
• A request for money, documents to be "processed" for a fee, or your bank login.
• Pay quoted without saying whether it is gross or net, basic or consolidated.
• A probation period with no stated length, or that can be extended indefinitely.
• A bonding clause that would cost you more than the training is worth if you leave.
• Pressure to sign today.

Questions to ask before accepting

• Is the figure gross? What are the statutory deductions and the net estimate?
• Which allowances are paid monthly and which are reimbursed?
• What does the medical cover include, and does it cover dependants?
• When is the first salary review?
• For fixed-term contracts: what happens at the end, and how often are contracts renewed in this team?
• What are the first priorities of the role?

Accepting

Accept in writing, by the deadline, thanking them and confirming the start date. Keep the signed offer and contract, and your acceptance, in your own files. Then tell your referees and the other employers you were in process with; the moving-on lesson explains how to leave well.