Job Offer Letters: Who, What, Where, When ,Why, and How?

Who is involved in the job offer letter process?

Your Eastern claim representative can provide you with a template and guidance for a job offer letter.  The physician is involved, as they provide the restrictions and may have already approved the job being offered. The injured worker receives a copy of the letter via regular and certified mail.  If there are attorneys involved, they should receive a copy of the letter.  Your insurance agent may also want a copy of the letter.  A company HR representative may be involved in writing the letter.  The injured worker's supervisor should also receive a copy of the letter.

What goes into a job offer letter?

The letter should introduce the date of the most current restrictions and the name of the doctor releasing the injured worker to modified duty.  A copy of the restrictions should be attached to the letter.  The name of the job being offered should be included if it has a different job title.  The duties of the job should be clearly detailed in the body of the letter.  Wages and number of hours, including start date and shift/hours to be worked should also be contained in the letter.  Please be sure to include the person who the IW should report to upon returning to work.  If the job is in a different department or location, notify the employee in the letter of this.  Finally, a response date should be set about 7 days out from the date of the letter.  This will ensure that there is enough time for the letter to reach the IW prior to their expected RTW date.

Where is the letter sent?

The letter should be sent to the injured worker's home address.  A copy should be retained in the employee's WC file, as well as the claim representative's file.

When is the letter sent?

The letter should be sent 7-10 days in advance of the actual RTW date. If there is a significant change in job duties, consider sending a new letter.

Why send a job offer letter?

It serves as documented evidence of a job made available to the injured worker.  If the IW refuses the job, the employer at least has proof that there was a job offered to the injured worker.  This also serves as a clear description of what the IW is expected to do upon RTW, and informs the supervisor of these duties as well.

How is the letter sent?

The letter should be sent via regular mail and Certified Mail, return receipt requested.  In the event that the IW does not respond to the job offer, there is documentation that the job was offered and ignored.  This can be a key factor in an employer's entitlement to a suspension of wage benefits.

Any questions regarding job offer letters can be answered by your experienced Eastern claim representative.