Template for Offer Letters for Postdoctoral Appointees
Offer letters may be sent in advance of the postdoctoral appointment in order to clarify and confirm appointment details and/or to obtain a postdoc’s commitment to accept. Once the postdoc arrives at WU, s/he should receive the confirmation appointment letter (generated through HRMS) within three months of his/her original appointment date.
Items that should be included:

Title: Postdoctoral Research Associate (employee) or Postdoctoral Research Scholar (non-employee)

Faculty advisor name, department name

Research description

Salary or stipend amount

Start date, and any details regarding timeframe if appropriate

Visa information, if applicable

Web address of postdoctoral policies: http://postdoc.wustl.edu

Link to Human Resources for benefit information: http://medschoolhr.wustl.edu

Information on the Mandatory Flu Vaccination Policy http://wusmhealth.wustl.edu

Notification of orientation

Request for candidate's signature and return of letter by given date, if applicable
Other items to include if needed:

Moving expenses, if applicable

If a postdoc will be asked to find their own funding

Any funding specific details, if applicable (i.e. funding is only available for one year)

Annual review or individual development plan information
Helpful notes:

Because postdoctoral appointees may be either employees or non-employees, please use the words
“appoint” and “train” rather than hire, employ or work.

Postdoctoral research scholars receive a stipend; Postdoctoral Research Associates receive a salary.

Postdocs are not subject to the 6 month probationary period unless it is specifically written into an offer letter in advance of the appointment.
Postdoc Offer Letter Template
Revised September 2013
Date
Postdoc Name
Postdoc Address
Postdoc City, ST, Zip
Dear Dr. [Postdoc Name]:
I am pleased to offer you the position of [Postdoctoral Research Scholar or Postdoctoral
Research Associate] in my lab in [DEPT NAME] at Washington University School of Medicine beginning [date] at [amount] per month. This appointment is a training position of limited duration not to exceed five years and prior postdoctoral research experience counts towards the

five-year training limit. This appointment is also contingent upon you having your Ph.D., M.D., or equivalent terminal degree in hand by the start of this appointment.
Per our discussions, [please include a description of research project, responsibilities, etc]
The Postdoctoral Education Policy and the School of Medicine Implementation document govern postdoctoral appointments at Washington University School of Medicine. These policies can be accessed at The Office of Postdoctoral Affairs website at http://postdoc.wustl.edu
.
Postdoctoral appointees are also offered a generous postdoctoral benefit package, subject to eligibility. For a benefit summary and explanation, please visit the WU Human Resources website at http://medschoolhr.wustl.edu
, select “Benefits” and then select “Postdoctoral
Appointees.” Specific questions related to any particular benefit can be addressed be the School of Medicine’s Human Resources staff, the Office of Postdoctoral Affairs or the Department’s
Business Office. Additionally, WU has a mandatory influenza vaccination policy for all engaged in patient care or working in buildings where patient care or clinical research is provided, more information is at http://wusmhealth.wustl.edu
.
The Human Resources staff at the School of Medicine provides orientation on the 3 rd
Tuesday of the month and the department will arrange for you to attend a session. In addition, it is a requirement of the University for all new postdoctoral appointees to have a tuberculosis skin test performed. This is made available at no cost to you at Orientation.
I am excited about your coming to train with us at Washington University and hope you will find this to be a very challenging and exciting training environment. I look forward to your joining our team.
(Optional: Please sign and return one of the enclosed letters if it is your intent to accept this position.)
Sincerely,
Supervisor’s Name,
Title
My signature below indicates my acceptance of this offer.
__________________________________
[Postdoc’s Name]
________________________________
Date