What’s included in an offer letter?
You can customize a job offer letter to suit your desired level of formality and the amount of detail your organization wishes to include. For a professional touch, consider using your company’s official letterhead.
Your job offer letter may include the following information:
- Job title
- Base salary
- Compensation details, including bonuses, stock options and overtime pay
- Employment start date
- Employment contingencies, such as background checks, drug screenings, reference checks and I-9 forms
- At-will statement
If you wish to include more details, consider adding:
- Description of job responsibilities
- Manager/supervisor name and title
- Workplace location and expected working hours
- Employee benefits and perks, such as insurance coverage, 401(k) plans and paid time off (PTO)
- Offer letter expiration date
Including specific job responsibilities and expectations in writing can help set clear expectations in advance and potentially reduce future misunderstandings about role scope.
Job offer templates
These templates can be used as starting points for your job offer letters, including the structure, detail and formality.
Standard job offer letter
This job offer letter template includes the information listed above and is suitable for most positions. Highly specialized roles or executive positions may require additional detail.
Dear [Candidate name],
[Company name] is delighted to offer you the [full-time, part-time, etc.] position of [job title] with an anticipated start date of [start date], contingent upon [background check, drug screening, etc.]. This letter serves as a formal job offer confirming the terms of your employment.
As the [job title], you’ll be responsible for [brief mention of job responsibilities and expectations].
You’ll report directly to [manager/supervisor name and title] at [workplace location]. Working hours are from [hours of day, days of week].
The starting salary for this position is [dollar amount] per [hour, year, etc.]. Payment is on a [weekly, biweekly, monthly, etc.] basis by [direct deposit, check, etc.], starting on [date of first pay period]. You’ll also be eligible to receive [discuss additional compensation potential].
[Company name] offers a comprehensive benefits program, which includes [medical insurance, 401(k), paid time off, etc.].
Your employment with [company name] will be on an at-will basis, meaning both parties can terminate employment at any time, with or without cause or advance notice. This letter isn’t a contract indicating employment terms or duration.
Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].
Sincerely,
[Your signature]
[Your printed name] [Your job title]
[Candidate signature]
[Candidate printed name]
[Date]
Simple job offer letter template
If you prefer a job offer letter that provides only key information, you may customize this template.
Template
Dear [Candidate name],
With great pleasure, I would like to extend the following employment offer.
Position: [Job title]
Start date: No later than [date]
Salary: [Dollar amount] per [hour, year, etc.]
This is a conditional offer of employment, contingent upon the successful completion of [background check, drug screening, reference check, I-9 form, etc.].
This offer isn’t a contract of employment, and either party may terminate employment at any time, with or without cause. We will provide a more detailed agreement after the offer letter to outline specific responsibilities, role expectations, rights, or legal provisions.
To accept the position, please sign below and return the letter.
Sincerely,
[Your signature]
[Your printed name]
[Your job title]
[Candidate signature]
[Candidate printed name]
[Date]
Casual job offer letter template
If you prefer a more casual job offer letter, consider this template.
Dear [Candidate name],
Congratulations! [Company name] is excited to call you our new [job title].
We need to complete several formalities, including your [background check, drug screening, reference check, etc.]. We plan to get you settled into your new role by [start date].
Keep reading to learn more about this opportunity and get answers to any questions you may have.
[Company name] will start you out at [dollar amount] per [hour, year, etc.]. You can expect to receive payment [weekly, biweekly, monthly, etc.], starting on [date of first pay period].
As the [job title], you’ll report to [manager/supervisor name and title] at [workplace location] from [hours of day, days of week]. Your daily responsibilities will include [brief mention of job duties and responsibilities].
As a regular employee of [company name], you can participate in benefits such as [medical insurance, 401(k), paid time off, etc.]. You’ll also have access to some unique workplace benefits, including [additional offerings, such as a game room, snack bar, etc.].
Please note that this employment offer isn’t a legally binding contract. As an at-will employee, both you and [company name] can terminate employment for any reason at any time.
[Company name] looks forward to welcoming you! Simply sign and date this letter and return it to accept this offer.
As a new hire, you’ll begin our onboarding process to help you transition smoothly into your role. If you have any questions, please feel free to reach out, and we’ll be more than happy to assist.
Best,
[Your signature]
[Your printed name]
[Your job title]
[Candidate signature]
[Candidate printed name]
[Date]
Internal job offer letter template
If you’re hiring from within, you can customize this promotion letter template to share the details of the position.
Dear [Candidate name],
Congratulations on your promotion to [position title] with the [department name] at [company name].
[Company name] will start your salary at [dollar amount] per [hour, year, etc.]. Paychecks will be distributed [weekly, biweekly, monthly, etc.], starting on [date of first pay period].
As this is a new position within the company, you’re expected to complete a [week, month, etc.] of paid training with the [department name] [manager, supervisor, etc.]. This training compensation will appear on your next paycheck.
[Company name] looks forward to continuing a positive working relationship with you. If you have questions, please reach out to HR or contact us directly. Otherwise, please sign this letter to accept the position and return it to me.
Best,
[Your signature]
[Your printed name]
[Your job title]
[Employee signature]
[Employee printed name]
[Date]
Part-time/contract to full-time job offer letter
If you’re offering a full-time position to a part-time, contingent or contract worker, this template may be well-suited and help new employees transition smoothly into their full-time roles.
Dear [Worker name],
[Company name] is offering to extend your current employment status from [current employment type] to full-time employment as of [date].
If you choose to accept our offer, please review the terms and conditions of your new employment contract below:
- Position: You’ll be working as a [position] and reporting to [supervisor name] [supervisor position].
- Working hours: [days per week] [hours]
- Compensation: Your [hourly, weekly, biweekly, annual] salary will be [salary amount].
- Benefits: As a full-time employee, you’ll be eligible for the following employee benefits: [health insurance, 401k, PTO, etc.].
To accept our offer, please sign and date this full-time offer letter as indicated below and email it back to us by [date].
If you have any questions, contact the HR department at [contact information] or contact your supervisor directly.
Sincerely,
[Your signature]
[Your printed name]
[Your job title]
[Worker signature]
[Worker printed name]
[Date]
Internship position offer letter sample
When extending an offer to a candidate for your internship program, the following template may apply for unpaid internships. However, unpaid internships are generally heavily regulated and may not be legal in all cases, so consider checking with your local regulations before determining the status of your internship.
Dear [Candidate name],
[Company name] is pleased to offer you an internship position in our [department name], with an effective start date of [start date].
The internship isn’t a paid position, so you won’t receive wages or be eligible for benefits such as [unemployment, health insurance, PTO, sick pay, etc.]. However, [company name] aims to place all interns in permanent positions following the end of their program.
Throughout your internship, you may be given access to confidential information belonging to [company name]. Upon acceptance of this offer, you agree to keep all [company name] information private and confidential.
We look forward to working with you. Please feel free to contact us directly if you have any questions.
Sincerely,
[Your name]
[Your title]
[Your signature]
Job offer letter best practices
To improve the hiring process and job acceptance rates, consider following these best practices:
Make an initial job offer
Once you choose a candidate, contact them via email or phone to inform them of your hiring decision. Congratulate the candidate and let them know you’ll send a formal job offer shortly after. Taking this step can help reduce the risk of a candidate accepting another position while you write your job offer letter email.
Send the official letter promptly
If possible, send the job offer letter within 24 hours of your verbal offer. Prompt follow-up may help demonstrate your eagerness to add the candidate to your team and contribute to a positive candidate experience.
Include a call to action (CTA)
Ensure the candidate knows how to proceed by adding a clear CTA to your letter. In most cases, this involves asking the candidate to sign and return the original letter by mail or email.
Introduce a letter review process
Creating a formal review process for job offer letters can reduce the risk of errors, omissions and other issues. Some individuals you may wish to add to this process include:
- The new hire’s supervisor
- Human resources (HR), such as an HR representative or manager
- Internal or external legal counsel
- Accounting manager or another member of the accounting team
Proofread before sending
Even after you receive final approval, read your job offer letter again before sending it. Correct any grammatical errors or typos to help ensure your letter makes a good impression.
Follow up with the candidate
A few days after sending the job offer letter, contact the candidate by phone or email. Confirm they received the offer letter and ask if they have questions or concerns. Avoid pressuring the candidate for a response, but remind them of the deadline if you included one in the letter.
Retain signed copies
Once you receive a returned job offer letter, keep a copy for your new employee’s file. You may also wish to make a copy for the employee.
Track metrics to improve over time
To continually improve your job offer letters and the hiring process, you can monitor the following stats over time:
- Time between verbal offer made and job offer letter sent: Long wait times can indicate issues with efficiency in the letter-writing process. Find ways to shorten legal and HR reviews, such as using standard templates or human resources information system (HRIS) tools.
- Number of follow-up emails and calls exchanged between the candidate and hiring manager per job offer letter sent: A high volume of follow-up requests could indicate that the job offer letter may need adjustments. Review it for clarity and consider adding language that addresses common questions.
- Job acceptance rate per letter: If you use multiple templates, track the acceptance rate for each letter used to determine if a particular version is more effective.
- Overall job offer acceptance rate: A low job offer acceptance rate could indicate that changes in job terms or improvements in the job offer letter are needed.
- Time between offer letter sent and official candidate response: Delayed responses from candidates could indicate that the job offer letter doesn’t build adequate enthusiasm in candidates.
- Lack of response rate: A high lack of response rate may mean candidates aren’t receiving your job offer letters or the letter might benefit from revisions.
Job offer letter template for PDF and Word
Check out our job offer letter template to help you create an offer letter for your next hire.
*Indeed provides these examples as a courtesy to users of this site. Please note that we aren’t your HR or legal adviser, and these documents don’t reflect current labor or employment regulations.
