Key Takeaways
Creating job offer letters for remote employees under an Employer of Record (EOR) model in Belgium requires a detailed understanding of local labor laws, language preferences, and documentation practices. These letters are more than formalities—they form the foundation of the employee relationship. Ensuring legal compliance and clarity in these letters is key to avoiding miscommunication and regulatory issues. Moreover, EOR partnerships streamline this process, offering compliant templates and managing legal intricacies.
Job Offer Letter & Onboarding Flow for a Remote EOR Employee
The journey of onboarding a remote employee through an EOR in Belgium typically begins with the final candidate selection. Once the company decides to move forward with a hire, job specifics including title, responsibilities, compensation, and expected start date are communicated to the EOR partner.
The EOR then prepares a draft of the job offer letter tailored to Belgian regulations and language norms. This draft is reviewed and approved by the client’s HR team. After approval, the EOR sends the offer letter directly to the candidate, who can then review and accept the terms. Upon acceptance, the EOR proceeds with legally registering the employee with Belgian authorities, setting up payroll, and enrolling them in required benefit schemes. The offer letter initiates a seamless and compliant onboarding experience that aligns with both client goals and employee expectations.
Offer Letter vs Employment Letter in Belgium
While these two documents may sound similar, in Belgium, they serve distinct legal and practical functions. An offer letter expresses a company’s intent to hire an individual, typically outlining key terms such as job role, location, salary, and working conditions. It is not legally binding unless specified otherwise. It sets the stage for formal employment.
An employment letter or employment contract, on the other hand, is a legally binding document signed by both parties. It includes more detailed information, such as terms of employment, benefits, notice periods, and clauses pertaining to termination and confidentiality. Within the EOR model, the EOR is responsible for issuing the employment contract after the offer letter is accepted, ensuring that it aligns with local legislation and any applicable collective labor agreements.
When Must a Job Offer Letter Be Given?
Timing plays a crucial role in the EOR onboarding pipeline. Once a candidate is selected and the hiring decision is finalized, the offer letter should ideally be issued within 1–3 business days. Prompt communication reinforces the candidate’s decision to join, while also aligning with EOR processing timelines. Delays at this stage can lead to onboarding bottlenecks or loss of interest from the candidate, especially in competitive job markets. A quick and well-structured offer letter helps establish a positive employer-employee relationship from the outset.
What Salary Needs to Be Mentioned in an Offer Letter?
In Belgium, it is customary and legally expected to mention the gross monthly salary in the offer letter. This practice ensures transparency and compliance with labor standards. Employers should avoid mentioning only the net salary due to variations in tax rates and communal charges based on the employee’s residence.
Apart from gross salary, the offer letter should include details about:
- Meal vouchers or eco cheques
- End-of-year bonus (13th month)
- Performance-based incentives
- Insurance and pension contributions
- Leave entitlements
Clear communication of compensation ensures that both the candidate and the employer understand the full scope of the financial package, minimizing future disputes.
Job Offer Letter Checklist for Belgium
Creating a compliant and complete job offer letter for remote EOR employees in Belgium requires attention to several key components. Here’s what must be included:
- Full legal name and contact details of the candidate
- Accurate job title and description of responsibilities
- Confirmation of remote work status and home-office location
- Employment type: full-time or part-time, fixed-term or indefinite
- Proposed start date and working hours (typically 38 hours/week)
- Gross monthly salary and any bonus or incentive plans
- Overview of statutory and additional benefits
- Language of employment (French, Dutch, or English)
- Notice period terms and probationary period (if any)
- GDPR and data processing consent clauses
- Reference to applicable collective labor agreement (if relevant)
This checklist ensures that the offer letter meets Belgian legal standards and sets clear expectations with the employee.
Download Your Job Offer Letter Template for Belgium
To assist companies and HR teams, we provide a legally compliant, editable job offer letter template designed specifically for remote employees hired via EOR in Belgium. This template includes all required sections such as job title, salary, working hours, and GDPR clauses. It also accommodates multilingual formatting (French, Dutch, English) and can be used for both fixed-term and indefinite contracts.
👉 [Download Template – Word Format]
👉 [Download Template – PDF Format]
This downloadable resource simplifies the process for employers while ensuring alignment with local labor laws and best practices.
FAQs – Job Offer Letters for Remote EOR Employees in Belgium
1. Can I resend my offer letter?
Yes. If corrections or updates are needed, you can resend the letter. The final signed version is the one that is legally recognized.
2. What is the usual notice period for candidates in Belgium?
It varies based on tenure and job classification, ranging from a few weeks to several months.
3. When do I mention my company policies in the offer letter?
While not required, it’s helpful to reference key policies and mention that full documentation will be shared during onboarding.
4. Can I revoke an offer letter?
Yes, but only before it is accepted. Once signed, it may lead to legal implications if withdrawn without cause.
5. How to revoke an offer letter I sent to a candidate?
Provide a formal withdrawal notice in writing and inform your EOR provider to halt further steps.
6. Who is considered an independent contractor under Belgian law?
Someone who works independently, controls their schedule, and assumes business risk. Misclassification can lead to fines.
7. What is the importance of an independent contractor agreement in Belgium?
It defines the terms of service delivery and helps prevent legal reclassification as employment.
8. What is a PEO in Belgium?
A Professional Employer Organization offers HR services but doesn’t assume legal employment like an EOR does.
9. What should be included in an employee onboarding checklist for hiring in Belgium?
Employment contract, tax form, identity proof, banking details, insurance enrollment, and GDPR consents.
10. What is the definition of an Employer of Record (EOR)?
A third-party organization that legally employs staff on behalf of another business, handling payroll and compliance.
11. What is the onboarding process with an EOR in Belgium?
It includes offer acceptance, contract signing, employee registration with ONSS, and benefit enrollments.
12. What is the difference between contractors and employees in Belgium?
Employees have fixed hours, benefits, and are on payroll. Contractors work independently without employment protections.
13. What are the costs of employment in Belgium?
Typically 25–30% above gross salary, including social contributions, insurance, and bonuses.
14. How can I calculate the Cost to Company (CTC) for an employee in Belgium?
Include gross salary, ONSS contributions, insurance, and any applicable benefits or perks.
15. What is a take-home salary calculator, and how does it work in Belgium?
It estimates net salary after deductions like income tax and social contributions.
16. What are the options for comprehensive health insurance in Belgium for remote teams?
Employees are covered under public healthcare; private top-ups are optional and can be offered via EOR.
17. How do we go about creating offer letters for remote employees in Belgium?
Work with your EOR partner, who will prepare compliant offer documents based on your input.
18. What should be included in the job title section of an offer letter?
The specific role, seniority level, and department or team alignment.
19. Is health insurance typically included in offer letters for remote employees in Belgium?
Yes, public insurance coverage is mandated, and private options are often added.
20. Why is it important to detail job duties in an offer letter?
It provides role clarity, ensures legal protection, and aligns expectations.
21. What components should be included in the compensation package of an offer letter?
Gross salary, bonuses, meal vouchers, insurance, pension plans, and mobility allowance.
22. Why is an offer letter considered a formal document?
It documents the intent to hire and lays the groundwork for the legal contract.
23. How important is the starting date in an offer letter?
It triggers payroll, tax, and onboarding timelines. It must be accurate and agreed upon.
24. What role does the hiring manager play in the offer letter process?
They define job duties and may approve final drafts before issuance.
25. Should an offer letter specify if the position is for a full-time employee?
Absolutely. Employment type affects legal rights, benefits, and contributions.
26. What key elements does an offer letter outline?
Job title, duties, salary, benefits, work location, hours, start date, and legal terms.
27. What is “at-will employment” and should it be included in the offer letter?
It’s not applicable in Belgium. Belgian employment requires justified termination and notice.
28. How should the office location be addressed in an offer letter for a remote employee?
Specify “remote” clearly and include the home address for legal purposes.
29. How can an offer letter reflect the company culture?
Use approachable language, customize the tone, and highlight company values or mission.
30. What does “at-will basis” mean in a European context (and is it valid in Belgium)?
It’s a U.S. concept and not recognized in Belgium. Belgian law requires due process for terminations.
31. What should be included in a formal job offer letter?
All employment essentials: job details, compensation, contract terms, and applicable legal clauses.
32. Why are compensation details important in an offer letter?
They clarify expectations, aid in payroll setup, and ensure transparency under labor law.
Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant or Labour Law expert for specific guidance.