Offer letter template

What a job offer letter should include

An offer letter is the document that turns a verbal yes into a clear, written agreement. It confirms the role and the pay, sets the start date, and lays out the main terms so the new hire can accept with confidence. A good offer letter is short and specific, and it answers the questions a candidate cares about most.

• The job title and role. The exact position and who the person reports to.
• The pay. The salary or hourly rate and how often it is paid.
• The start date. The first day of work.
• Employment type. Full time or part time, and whether it is at-will where that applies.
• Hours and location. The schedule and whether the role is on-site, remote, or a mix.
• Benefits. A short summary of what is offered, with details to follow.
• Conditions. Anything the offer depends on, such as references or a background check.
• Acceptance. A signature line and a date by which to reply.

An offer letter is not usually a full employment contract, and this is a general template rather than legal advice. Employment rules differ by region, so check the rules where the role is based, and for a senior or complex hire have a professional review the terms.

Free offer letter template you can copy

Copy the template below, or open it in the fill tool and type your details straight onto the page. Replace every bracketed prompt with your own words.

[Company name]
[Company address]
[Date]

[Candidate name]
[Candidate address]

Dear [Candidate name],

We are pleased to offer you the position of [job title] at [company name].
We were impressed by your background and believe you will be a strong
addition to our team. The details of your offer are set out below.

1. POSITION
   Title: ______________________________
   You will report to: _________________
   Employment type: [ ] Full time  [ ] Part time

2. START DATE
   Your first day will be ____________________.

3. COMPENSATION
   [ ] Annual salary of $ ______________, paid [ ] monthly [ ] biweekly.
   [ ] Hourly rate of $ ____________, for ______ hours per week.

4. HOURS AND LOCATION
   Schedule: ____________________________
   Location: [ ] On-site  [ ] Remote  [ ] Hybrid at ________________

5. BENEFITS
   You will be eligible for: ____________________________________
   Full details will be provided in your benefits package.

6. CONDITIONS
   This offer is contingent on: _________________________________
   (for example references, eligibility to work, or a background check)

7. ACCEPTANCE
   To accept, please sign and return this letter by ______________.

We are excited to welcome you to [company name]. If you have any questions,
please contact [name and contact details].

Sincerely,
[Your signature]
[Your name]
[Your title]

ACCEPTED AND AGREED

Candidate: __________________   Date: ____________
Print name: ________________

How to fill out the offer letter template

1. Open the template in the fill tool. Copy the text above, or load it into the fill a PDF tool to type your details directly onto the page.
2. Add the header details. Enter the company name and address, the date, and the candidate's name and address at the top.
3. Confirm the position. Fill in the exact job title, who the person reports to, and whether the role is full time or part time.
4. Set the start date and pay. Add the first day of work, then the salary or hourly rate and how often it is paid.
5. Describe hours, location, and benefits. Fill in the schedule, whether the role is on-site, remote, or hybrid, and a short summary of the benefits.
6. List any conditions. Note anything the offer depends on, such as references or eligibility to work, and set the date by which to reply.
7. Sign and send. Add your signature with the sign a PDF tool, then download a clean PDF and send it to the candidate.
8. Collect the acceptance. The candidate signs the acceptance line and returns the same PDF, giving you a signed record on file.

Getting the compensation section right

Pay is the part a candidate reads first, so make it clear and complete. State the salary or hourly rate as a firm number, and say how often it is paid, whether monthly or every two weeks, so the person can plan. If the role includes a bonus, commission, or a signing amount, name it and describe how it is earned rather than leaving it vague, because a promise the candidate remembers differently later is a common source of friction. Keep the pay figure consistent everywhere it appears in the letter. A precise compensation section is what lets a candidate accept without a follow-up call.

Start date, hours, and location

These practical details decide how smoothly the first weeks go. Set an exact first day rather than a vague month, and confirm the working hours so expectations match from day one. Say plainly whether the role is on-site, remote, or a mix, and name the location or the office the person is tied to, since remote and hybrid arrangements are worth putting in writing to avoid a mismatch later. If the schedule has any fixed elements, such as required core hours or shift patterns, note them here so the candidate knows what they are agreeing to before they sign.

Conditions and contingencies

Many offers depend on a few checks clearing, and naming them protects both sides. Common conditions include satisfactory references, proof of eligibility to work, a background check, or the completion of required paperwork on the first day. State each condition plainly so the candidate understands the offer is firm once those steps are met. This section also protects you, because it makes clear that the offer stands on the terms written, not on any side conversation. Keep the list short and specific, and avoid conditions you do not actually intend to check.

Tips for a clean offer letter

• Name a real contact. Give the candidate a person to reach with questions, not just a company address.
• Set a reply deadline. A clear date to respond keeps the process moving and reserves the role.
• Match every number. Check that the title, pay, and dates read the same throughout the letter.
• Keep it to one page. A short, clear offer is easier to accept than a dense one.
• Save the signed copy. Keep the returned, signed PDF on file with the new hire's records.

Before you send an offer, read it once as if you were the candidate. Confirm the pay, start date, and conditions are all present and consistent, since those are the fields most often left over from an earlier draft. A two-minute check prevents the awkward correction email that undercuts a warm first impression.

After the candidate accepts

Once the signed letter comes back, keep the record tidy so onboarding runs smoothly. Save the accepted PDF with the new hire's file, and use it as the reference point for setting up payroll, benefits, and a first-day plan. Send a short welcome note confirming the start date and what the person needs to bring or complete before day one. If any term changes after acceptance, put the change in a brief written note that both sides acknowledge, rather than relying on a spoken update. Starting with clear, written terms sets the tone for a professional working relationship.

Offer letter versus employment contract

It helps to know how an offer letter differs from a full employment contract, because the two are often confused. An offer letter confirms the core terms and invites the candidate to accept, and once signed it records what both sides agreed. A full contract goes further, setting out detailed clauses on things like notice periods, restrictive terms, and the full scope of duties. Many roles are hired on an offer letter alone, with the finer detail covered by a handbook or policy the new hire receives on day one. For a senior role, one with equity, or one carrying unusual obligations, a fuller contract often follows the offer. Whichever route you take, keep the language consistent, so the offer letter and any later contract describe the same job, pay, and start date without contradiction.

When your letter is ready, open the fill tool, type in your details, and download a clean PDF you can send today. You can also browse other document templates for a matching contract or form. Because everything runs in your browser, the offer and its terms stay private on your own device.