Letter of Intent Sample for Non Teaching Staff

LETTER OF INTENT (LOI) FOR NON-TEACHING PERSONNEL

Document Control:

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction: [State/Province/Country]
• Scope: Academic Administrative & Operational Employment

OFFICIAL NOTICE & COMPLIANCE DISCLAIMER

LEGAL NOTICE: This Letter of Intent (LOI) serves as a formal expression of interest and intent to enter into a definitive employment agreement. This document is not an offer of employment and does not create a binding employment contract until such time as a formal Employment Agreement is executed by both parties. All terms contained herein are subject to successful background checks, verification of credentials, and board approval where applicable.

1. PARTIES

This LOI is issued by [Company/School Name] (hereinafter "The Institution"), located at [Full Address], to: [Candidate Full Legal Name] (hereinafter "The Applicant"), residing at [Candidate Address].

2. INTENDED ROLE & CLASSIFICATION

The Institution intends to engage The Applicant for the position of [Job Title], within the [Department Name] department.

• Classification: [Full-Time / Part-Time / Contract]
• Reporting To: [Supervisor Name/Title]
• Start Date: [Target Start Date]

3. PRINCIPAL TERMS OF PROPOSED ENGAGEMENT

The parties anticipate that the subsequent formal Employment Agreement will include the following core terms:

1. Compensation: An annual gross salary of [Amount] paid in accordance with The Institution’s standard payroll cycle.
2. Probationary Period: A standard orientation period of [Number] days, during which performance shall be evaluated.
3. Benefits: Eligibility for [List key benefits, e.g., Health, 401(k), PTO] as outlined in the Employee Handbook.
4. Confidentiality: The Applicant agrees to execute a Non-Disclosure Agreement (NDA) regarding student records (FERPA/GDPR compliance), intellectual property, and proprietary operational data.
5. At-Will Status: Unless otherwise specified by state law or collective bargaining agreement, employment shall be on an "at-will" basis.

4. CONDITIONS PRECEDENT

The execution of a formal Employment Agreement is contingent upon:

• Successful completion of a criminal background check and reference verification.
• Provision of all necessary state-mandated clearances (e.g., Child Abuse Registry, fingerprinting).
• Proof of eligibility to work in the jurisdiction of [Jurisdiction].

5. NON-BINDING NATURE

Except for the provisions regarding confidentiality and the "Conditions Precedent," this LOI is a non-binding expression of intent. No party shall be liable for any reliance damages should the formal agreement fail to materialize due to unsatisfied conditions.

SIGNATURES & ACKNOWLEDGMENT

FOR THE INSTITUTION: Signature: __________________________ Date: [Date] Printed Name: [Authorized Signatory Name] Title: [HR Director / Head of School]

FOR THE APPLICANT: I hereby acknowledge receipt of this LOI and confirm my intent to proceed with the hiring process under the terms stipulated above.

Signature: __________________________ Date: [Date] Printed Name: [Candidate Full Legal Name]

STEP-BY-STEP EXECUTION GUIDE

1. Verification Phase: HR must ensure the "Conditions Precedent" (Section 4) are completed prior to drafting the definitive Employment Agreement. Do not finalize hiring until background checks are cleared.
2. Legal Review: Customize the "Principal Terms" in Section 3 to align specifically with your institution's bylaws and local labor laws. Ensure the "At-Will" clause is checked against local statutory requirements.
3. Formal Conversion: Once this LOI is signed, generate a comprehensive Employment Contract that incorporates these terms but adds detail regarding termination procedures, dispute resolution (arbitration vs. litigation), and specific job duties.
4. Record Retention: Store this signed LOI in the candidate's pre-hiring file for a minimum of three years (or as required by local document retention mandates) to document the intent and history of the hiring process.