It should state the job title, start date, compensation and pay schedule, benefits, and reporting line, along with any contingencies, an at-will statement where it applies, and a deadline to accept. The goal is that nothing in the letter surprises the candidate who already heard the offer by phone.
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Employment Letter Template
FREE TEMPLATE
Offer of Employment Letter
This free employment letter template puts a job offer in writing, so your new hire knows exactly what they're accepting. It's the document they rely on to understand the terms, which is why precision and a warm, clear tone both matter. This page covers the offer-of-employment letter you send a new hire, not an employment verification letter for a current or former employee.
Once you've chosen your candidate and made the offer by phone, the written letter confirms the details. Copy the version that fits the role, fill in the terms, and send it.
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Giving the candidate 24 to 48 hours to think about the position and make a final decision is in the best interests of everyone involved. The last thing you want to do is hire someone who isn't fully committed to your organization. Plus, don't you want to hire people who are thoughtful and deliberate when making important decisions on behalf of your business?
Making a thoughtful decision is always better than making a snap decision when it comes to accepting a new job. Being thoughtful may take more time, but it also limits the risk of you having to hire a replacement 6 months later when things don't work out. So, be patient.
Immediately after making the offer verbally, attach a formal Offer of Employment letter and send via email. If necessary, send the formal offer via regular mail, but understand that it may take an extra 2-3 days to arrive.
While you are waiting for the winning candidate to accept your offer, start following up with other candidates that you interviewed. At this point, only call those candidates who are not qualified for the position or those you've identified as not a good fit, for whatever reason. Simply thank them for their time and interest in the position and inform them you made an offer to another candidate. (You don't have to tell them whether the candidate accepted yet or not.)
"Far and away the best prize that life offers is the chance to work hard at work worth doing."
- Theodore Roosevelt
Do not contact "runner-up" candidates before the winning candidate has formally accepted the job offer. If for some reason the winning candidate declines your offer, you'll still have the option of making an offer to the #2 candidate without putting anyone in an awkward position.
Using our free offer of employment letter template, you can help the applicant make a decision with confidence by including all the important details. In the letter you should restate the official job position, annual salary, associated benefits, work schedule, travel requirement, reporting structure, etc.
If the job offer is conditional for any reason, spell this out clearly. For example, if the offer is contingent on passing a drug test or criminal background check, provide details on what's required and the process involved.
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When to Use an Offer of Employment Letter
Send an offer letter after you've chosen a candidate and made the offer by phone. The same template covers the two most common pay structures.
- A salaried, exempt role: Pay is stated as an annual figure, and the position isn't eligible for overtime.
- An hourly, non-exempt role: Pay is stated as an hourly rate, and the position is eligible for overtime.
The format of the employee letter template works the same for both. Only the compensation section and a note about overtime change.
The Leadership Lens
Put every term in writing, and leave no daylight between what you said on the phone and what they sign. The offer letter is the document a new hire relies on for clarity, so restate the title, the start date, the pay, the benefits, and the reporting line, plainly enough that there's nothing to dispute later.
Make it precise and welcoming. It's both a legal document and a new hire's first real look at how you operate. Include the at-will language and any contingencies, have HR or counsel review it before it goes out, and keep the tone warm enough that the person is glad they said yes.
Offer of Employment Letter Template
Copy the employment letter template below onto your letterhead, replace each blue field with your own details, and treat the italic blue notes as guidance rather than text to send. The email version follows.
Make sure the offer covers each of these:
- Job title and start date
- Compensation and pay schedule (plus overtime for hourly roles)
- Benefits summary
- Reporting line
- Any contingencies (background check, references, work authorization)
- At-will language where it applies
- An acceptance deadline
Tip: have the new hire sign and return one copy, and keep it with their personnel file as the record of what was agreed.
Offer of Employment Email Version
An offer is a signed document, so the email simply delivers it. This short note sends the formal letter as an attachment and asks for the signed return.
Worked Examples
These offers show the template filled in two ways: first a salaried role, then an hourly one, so you can see how the compensation section changes.
Salaried Role Example
Hourly Role Example
Both offers state the same core terms, and only the pay section changes. That's what a written offer is for: nothing in it should surprise the person who already heard it on the phone.
Take the version of the offer of employment letter template that fits the role, fill in your terms, and have HR or counsel look it over before it goes out.
"Most people like hard work. Particularly when they are paying for it."
- Franklin P. Jones
How to Customize This Template
The sample provided should get you started quickly. A few quick changes will turn it into an offer for your specific hire.
- Match the pay structure: Use the annual-salary line for a salaried role, or the hourly-rate and overtime lines for an hourly one.
- Fill in the real terms: Title, start date, pay, benefits, and reporting line, exactly as you gave them on the phone.
- State any contingencies: Name anything the offer depends on, such as a background check or proof of work authorization.
- Set the at-will language: Keep, adjust, or remove it to match your state's law and your counsel's guidance.
- Give a deadline: Add a clear date to sign and return, along with your contact details for questions.
Additional Offer of Employment Tips
Here are a few habits to consider when completing the employment letter template that make an offer land well and protect everyone involved:
- Call first, then confirm in writing: Make the offer by phone, then send the letter to put what you discussed on paper.
- State any contingencies: If the offer depends on a background check, references, or work authorization, say so and explain what's involved.
- Give them room to decide: Allow a couple of days to consider, and resist pressuring a quick yes, since a thoughtful acceptance tends to stick.
- Hold the other candidates: Don't decline other candidates until your first choice has formally accepted and any required background checks are completed.
- Keep it to the key facts: Include the terms that matter and leave out anything that doesn't belong in a formal offer.
Before you send: Have HR or legal review the letter, and make sure it includes an at-will statement where that applies, so the offer doesn't read as a guarantee of employment for a fixed term. Employment law varies by state, so treat this template as a starting point rather than a finished legal document.
Frequently Asked Questions
Click on the (+) sign below to expand each question. Click the (-) sign to collapse it again.
What should an offer of employment letter include?
Is this an offer letter or an employment verification letter?
This is an offer-of-employment letter, the one you send a candidate you're hiring. An employment verification letter is a different document that confirms a current or former employee's job and dates for a third party. If that's what you need, this template isn't the right fit.
Can a job offer be contingent on a background check?
Yes. Many offers are contingent on a background check, references, or proof of work authorization. State the contingency plainly in the letter and explain what's involved, so the candidate knows the offer isn't final until those steps clear.
Should the offer letter include at-will language?
In most of the United States, yes. An at-will statement makes clear the offer isn't a guarantee of employment for a fixed term. Because employment law varies by state, keep, adjust, or remove that paragraph based on your state's law and your counsel's guidance.
How long should I give a candidate to accept?
A couple of days is reasonable. Give a clear deadline to sign and return the letter, and resist pressuring a fast yes. A thoughtful acceptance tends to stick, and a rushed one can lead to a hire who backs out later.
Do salaried and hourly roles use the same letter?
Yes. The skeleton is identical. Only the compensation section changes: a salaried role states an annual figure and pay schedule, while an hourly role states the rate, the schedule, and overtime eligibility. The two examples above show each version.
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