Six Offer Letter Templates

Wondering how to the right the perfect offer letter? Offer letters are the first step to initiate a contract with a new employee. Here are some great tips and examples for you.

What is Included in an Offer Letter?

After figuring out the best candidate for your job role, it is time to send an employment offer letter to the perfect candidate. 

An offer letter includes information about the role and company and commonly requests that the candidate returns the signed offer letter upon acceptance. 

The candidate will receive the offer via email or in writing after a verbal job offer, depending on the company’s hiring process and policy. 

A hiring manager sends a job offer to a candidate, whether made via phone or email, which must be followed by a formal job offer letter where the details of the offer of employment are confirmed.

An official job offer letter can be customized as per your selected level of formality and the detail your company wishes to include. 

You can organize your job offer template however you see fit, but consider including basic information, like:

Official Logo

To show professionalism and authenticity, incorporate your company’s logo and letterhead with a good resolution image of the logo. 

This portrayal encourages a potential employee to read on and be attentive to the offer.

Date and Personal Information

In the upper left corner, including the present date, candidate’s first and last name, and their area of residence:


Candidate First and Last Name





Greeting/Starting Line

Start the offer letter by addressing your potential employee using “title,” followed by their first and last name. 

Congratulate them enthusiastically by offering them the job with a positive and upbeat opening line: “We are excited to have you on board at [Company Name].” 

You can customize this opening line to be as formal or casual as you like to reflect your work culture.

Details of the Job

After greeting the prospective employee, continue to the specifics about the job position, including the description. 

You should include the job title, the name of the employee’s mentor or supervisor, a brief job description of the role and the responsibilities, and any other essential matters related to the job. 

This will help the candidate set their job expectations and give them clarity on any misunderstandings during the recruitment process.

Contingencies Involved

If the job offer is dependent on the candidate qualifying for specific achievements or completing certain documents, then state this primary requirement in the job offer letter. 

Contingencies may also involve:

  • Reference or background checks.
  • Drug tests.
  • Signed confidentiality agreements.
  • Proof of employment or citizenship eligibility such as a visa.


Use the job offer letter to explain the compensation program in great detail. Specific details include payment details and how much the candidate will make on an hourly, fortnightly, weekly, monthly or annual basis, how often payment will be made, and the available payment methods. 

If there are any other compensation benefits, you should mention them as well, such as bonuses, equity, commissions, etc.

Additional Benefits

To encourage a prospective candidate to accept your job offer, summarise the key benefits offered by your company effectively, starting with the most attractive ones. 

However, avoid including too many details as they are better suited during the orientation process or within an employee handbook. 

Other attractive benefits that may be worth mentioning in a job offer letter include:

  • Paid time off
  • Insurance coverage
  • Personal Pension Plan
  • Work from home options
  • Flexible work hours
  • Work culture and the employment relationship

Job Offer Expiry Date 

When finishing the offer letter, decide if you want to place an expiration date on the job offer. Providing a hard deadline can save you from losing other qualified candidates should the prospect decline your request. 

If you decide to include a time limit, be sure to give the candidate enough time, like a week, to consider before making a final decision.


End the job offer letter by expressing excitement about welcoming the candidate to the company. Please provide your contact information should they have any questions, and seal the deal by including a line for them to sign and date the offer should they choose to accept.


To avoid any impending confusion, include a brief disclaimer explaining that the job offer letter is informational and not legally binding. Then, consult your lawyers to draft an offer letter with language that avoids any contractual ambiguities.

Standard Job Offer Letter Template

Dear [Insert Candidate Name],

[Company name] is happy to offer you [full-time, part-time, etc.] role of with a starting date of [start date], contingent upon [background check, drug screening, etc.].

As the [title], you will be responsible for [brief mention of the job description, expectations, and job responsibilities].

You will report directly to [supervisor/manager name and job title] at [work location, place]. Working hours are set from [example: 9 to 5, 5 days a week].

The starting salary for this role is [dollar] per [hour, year, etc.]. Payment is on a [weekly, fortnightly, monthly] basis by [cheque, direct deposit, etc.], starting on [date and month of first pay period]

Additionally, you will be eligible to receive [additional compensation potential].

[Company name] offers extensive benefits, including [health insurance, paid leaves, time off, etc.]

Your employment is on a [contractual, part-time, full-time, etc.] basis. Therefore, this letter is not to be taken as a contract indicating employment terms or duration.

Please confirm your acceptance by signing and returning this letter by the maximum .


[Your Signature]

[Your Printed Name]

[Your Role in the organization]

Signature of candidate: ______________________________

Printed Name of candidate: ______________________________

Present Date: ______________________________

Simple Job Offer Letter Template

Dear [Name],

It is with great pleasure that I extend the following employment offer to you.

Position: [Job title]

Start date: No later than set [date]

Salary: [Dollar amount] per [hour, year, etc.] through [bank transfer, direct deposit.]

This employment offer is based on successful completion of [background checks, drug screening, reference checks, etc.]

Please note that this offer letter is not a contract of employment.



[Printed Name]

[Job Role]

Candidate Signature: ______________________________

Candidate Printed Name: ______________________________

Date: ______________________________

Casual Job Offer Letter Template

Dear [Candidate Name],

[Candidate address city]

Congratulations! [Company name] is happy to call you on our new at [start date].

We will focus on finishing up a few more formalities, including successfully completing your [reference checks, background checks, drug screening, etc.], and get you settled into your new role as soon as possible, tentatively by [start date].

[Company name] will start you out at [$$$ amount] per [hour, year, etc.]. After that, you can expect to receive payment [daily, weekly, monthly], beginning on [date of first pay period].

As per the , you will be reporting to [supervisor name and job title] at [location] from [xx hours per day, xx days per week]. Your regular daily responsibilities will include [slight mention of job duties and responsibilities].

You’ll be a [contractual, casual, part-time, full-time] employee of [company name] and will get benefits, like [personal health insurance, paid time off, etc.]. In addition, you’ll also have access to some fantastic perks, including [additional offerings, such as a game room, snack bar, etc.]

Please keep in mind that this employment offer is in not a legally binding contract.

[Company name] looks forward to bringing you on board! 

If you have any questions, reach out at any time, and we’ll be more than happy to help you.


[Your Signature]

[Your Printed Name]

[Your Job Title]

Candidate Signature: ______________________________

Candidate Printed Name: ______________________________

Date: ______________________________

Full-Time Job Offer Letter Template

If you have decided to change a part-time employee to full-time, then this is an appropriate template.

Dear [Employee’s name],

We are elated to announce that we’re offering to extend your employment status from part-time to full-time as of [start date].

If you choose to accept this offer, then please find the terms and conditions of your revised employment contract below:

  • Position title:
  • [For example, you will be working as a [Job_title] and reporting to the [e.g., Marketing] department’s supervisor.]
  • Working hours:
  • [For example, Monday to Friday, from 9 a.m. to 5 p.m., with a 30-minute break per day]
  • Total Compensation:
  • [e.g., Your gross salary will be $XXX (Divided into 12 monthly wages per year).]
  • Bonuses:
  • [If applicable, mention any increments, bonus options, or rewards you offer.]
  • Total Benefits:
  • [for example, as a full-time employee, you will be eligible for the benefits that [Company_name] offers. These benefits include: 
    • Private dental and medical insurance plans
    • X days of paid vacation leave each year.
    • Educational materials and expenses, subject to management approval

You will also be eligible for any additional employee benefits that the company may provide in the future.]

To accept, sign and date this full-time offer letter as indicated below and email it back to us by [date].

Feel free to contact the HR department [include contact details] or your supervisor if you have any questions.


[Your Name]



Company Representative (Sign)


Company Representative (Print)




Employee (Sign)


Employee (Print)


Internal Job Offer Letter Template

It is not uncommon for companies to offer a new job opening to a current employee. 

Although this is a present employee, the company still has to send an internal job offer in order to make this promotion official.

Dear [Employee’s name],

As discussed before, we are excited to officially promote you to [Senior Account Manager / Team Leader] as of [date].

Attached, you’ll find your updated contract containing your new employment terms and your compensation benefits and package.

Please assess, review and [come by the HR’s office to sign it / send back signed via email] until [date]. Feel free to connect if you have any questions.

We appreciate your commitment and hard work to the [Company_name] team for the past [___ years]. We are all looking forward to seeing you achieve brilliant things in your new role.



[Your name]

[Your email signature]

Managerial Job Offer Letter Template



Candidate Name______


Subject: Job Offer for Manager x

Dear [Name]

Please refer to your interview held in office on dated (__________) for the above-subjected role.

Furthermore, the management has decided to make an official job offer to you, for employment with us for the position of manager for _____ department with our workplace. You will be placed at our office based in ____ and will be reporting to the Director of ____ department.

You are offered _______ dollars as an annual cost to the company. Details break-up is attached as an Annexure. 

You will be eligible for performance appraisal after successfully completing a year of employment with the company, and your salary will increase according to your performance within the calendar year.  

You will get an elaborate appointment letter after you join the organization.

Please submit the following documents at the time of your joining:

  1. Job Offer Letter / Appointment Letter of your last organization
  2. Experience Letter
  3. 3 Months Salary Slip.
  4. Two Passports sized photographs.
  5. Identity and Address proof. (Passport/ Driving license/ identification)

We are excited to welcome you on board and congratulate you on your appointment. We wish you a long and successful career with us.

Please bring a signed copy of this job offer letter or reply with an affirmation on our official email to accept and confirm your joining date.


[Company Name]

Name, Designation & Signature

[Signing Authority]


Job offer letters are sent or issued by the employer to the selected candidate who has been interviewed and found suitable for the organization. 

They are a way to officially confirm selection for the job applied and interviewed for, followed by a detailed Appointment Letter, which includes clear employment terms and conditions with the company policies and procedures with eligibility criteria of various employment benefits.  

An employer sends a job offer letter to an employee, which ensures and guarantees the availability of a job and employment in that organization. Sending an offer letter is necessary for any company’s recruitment process.

The job offer letter email is also well-known as a Letter of Intent, which is for confirming the appointment for employment is an essential requirement for any candidate as well as anyone who has been selected for a specific job in an organization. 

On the statement of the offer letter from the prospective employer, the candidate will plan and follow the additional procedures such as resigning from their present job, completing the handover of tasks, getting clearance, or acceptance of resignation letter from the employer, etc.  

All of these documents are required to be submitted to the new employer during the joining date.

These are some examples to help you create an offer letter template that best suits your company’s needs and culture. 


Josh Fechter
Josh Fechter is the founder of HR.University. He's a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.