Employment offer letter template
Offer a job in writing with the role, pay, and start date set out clearly.
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About Employment offer letter
An employment offer letter is a written offer from an employer to a candidate for a job. It states the role, the pay, the start date, and the main terms, and it gives the candidate a clear record of what they are agreeing to before they accept.
This page is a general template and a convenience for drafting, not legal advice, and for important matters consult a qualified professional in your jurisdiction. Employment rules vary by state, so confirm what applies to your workplace before you rely on this document.
Who needs to complete it
- Employers making a formal job offer to a candidate.
- Small businesses hiring their first employees.
- HR staff who want a consistent offer format.
- Candidates who want the terms of a job in writing before accepting.
How to fill out Employment offer letter
- 1Enter the date, the company name, and the candidate's name and address.
- 2State the job title and a short description of the role.
- 3Give the pay, whether it is a salary or an hourly rate, and how often it is paid.
- 4State the start date and whether the position is full time or part time.
- 5Note the main benefits, the work location, and who the person reports to.
- 6Describe any conditions of the offer, such as references or a background check.
- 7State that the offer is not a contract for a set term if that reflects your arrangement.
- 8Have an authorized person sign, and provide a space for the candidate to sign to accept.
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Frequently asked questions
What should an offer letter include?
It usually states the job title, pay, start date, whether it is full or part time, and the main terms and conditions. This page is a general template and a convenience, not legal advice, and for important matters consult a qualified professional in your jurisdiction.
Is an offer letter a contract?
It depends on how it is written and the rules where you operate. Some offer letters are just an offer, while others form part of a contract. Be clear about what you intend and get advice if you are unsure.
Can I make the offer conditional?
Yes. Many offers depend on things like references, eligibility to work, or a background check. Use the conditions section to state what must be met before the job starts.
Should the candidate sign it?
Adding a space for the candidate to sign and date gives both sides a clear record that the offer was accepted on the stated terms.