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Free job offer letter template

A job offer letter tells the successful candidate they have the job and sets out the main terms: job title, start date, pay, hours, place of work, any conditions, and how to accept. Fill in the form below and the letter is written for you, ready to send as a free PDF or by email.

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Please read first: employment law varies by country and US state, and an offer letter can form part of the employment contract once it is accepted. Use this template as a starting point and have the final letter checked by an HR professional or employment lawyer before you send it. This is general information, not legal advice.

Your job offer letter

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Letter style
Where is the job?

Changes the date format and the contract wording. Paper size is under the preview.

From (employer)
Candidate
The job
Conditions and reply

Checks that must be passed before the offer is final. Leave blank for an unconditional offer.

At-will statement (US only)

Most US jobs are at will, but Montana and union or contract roles differ. Check before including it.

Wording

Happy with the details? You can change the wording itself before you download.

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Design: Classic

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What to include in a job offer letter

A good offer letter answers the questions a candidate will ask before they resign from their current job. Put the terms where they are easy to find:

  • The job title and type of contract. Permanent or fixed-term, full-time or part-time, so the candidate knows exactly what they are being offered.
  • Start date. A real date. If it depends on checks or a notice period, say so.
  • Pay. The amount, whether it is yearly or hourly, and how often it is paid.
  • Hours and place of work. Days and hours, and where they will work: an office, a site, hybrid or remote.
  • Who they report to. A name and job title helps the new starter know who to contact.
  • Conditions. Any checks the offer depends on, such as references, right-to-work checks, background checks or exam results.
  • How and when to accept. Who to reply to and a deadline, usually a week or so.

Offer letter, contract and written terms

The offer letter is usually the first written step, not the last. What comes after depends on where the job is:

  • UK: employees and workers must receive a written statement of their main terms (pay, hours, holiday, notice and more) by their first day. Most employers send a full contract with or soon after the offer.
  • US: most jobs are at will, and many employers use the offer letter as the main written document, with policies in an employee handbook. Some states have rules on what you can ask, such as salary history bans and pay transparency laws.
  • Elsewhere: many countries, including Nigeria, Ghana, Kenya, India and South Africa, expect a written contract or letter of appointment setting out the terms within a set time of starting.

Employment law varies by country, state and sector. An offer letter may be treated as part of the contract, and promises in it (about pay, bonuses or length of employment) can be binding. This page describes common practice only. It is general information, not legal advice: have your letter checked before you send it.

Before you send it

  1. Call the candidate first. Give the good news by phone, then send the letter the same day so they have the details in writing.
  2. Check the numbers. Pay, hours and start date must match what you agreed and what payroll will set up.
  3. Only promise what you can deliver. Avoid words like "guaranteed" or "permanent job for life", and leave out bonuses that are not certain.
  4. Be clear about conditions. If the offer depends on checks, say which ones and that the offer can be withdrawn if they are not met.
  5. Keep a record. Save the PDF you sent and the candidate’s written acceptance.

What to leave out

Keep the letter to the job and its terms. Leave out comments about the candidate’s age, health, family plans or anything else that is not about the role. Do not copy in long policies; refer to the contract or handbook instead. And do not let the letter contradict the contract: the template says the contract applies if the two differ.

Job offer letter examples

Six offers for different kinds of job, from a part-time bakery role to a US field technician. Load one into the tool and change the details.

Permanent full-time job (UK)

A conditional offer with references and right-to-work checks.

Offer of employment: Veterinary Receptionist

Dear Ellie,

Following your recent interview, I am pleased to offer you a permanent, full-time position as Veterinary Receptionist at Willow Lane Vets. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday 2 November 2026 • Pay: £24,500 a year, paid monthly • Hours: 37.5 hours a week on a rota, including one Saturday in four • Place of work: Our Hexham practice • Reporting to: Helen Carter, Practice Manager • Probation period: three months • Benefits: 28 days’ holiday including bank holidays, workplace pension and 50% off pet care

This offer is conditional on two satisfactory references and proof of your right to work in the UK. We will confirm in writing once these checks are complete.

Your full terms and conditions will be set out in your written contract of employment, which we will send you before or on your first day. If anything in this letter differs from your contract, the contract will apply.

To accept this offer, please reply in writing to helen@willowlanevets.co.uk by Friday 16 October 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to Willow Lane Vets.

Yours sincerely,
Helen Carter

Why it works: Every key term is in a short list the candidate can scan, and the conditions are spelled out so nobody is surprised later.

US full-time role with at-will statement

American dates, salary and an at-will paragraph.

Offer of employment: Field Service Technician

Dear Carlos,

Following your recent interview, I am pleased to offer you a full-time position as Field Service Technician at Summit Field Services. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday, November 9, 2026 • Pay: $58,000 per year, paid every two weeks • Hours: Monday to Friday, 7:30 a.m. to 4 p.m., with occasional on-call weekends • Place of work: Denver, Colorado, with travel to customer sites • Reporting to: Dana Price, Field Supervisor • Benefits: medical and dental coverage after 30 days, 401(k) with a 4% match, and 15 days of paid time off

This offer is conditional on a satisfactory background check and a valid driver’s license. We will confirm in writing once these checks are complete.

Your employment with Summit Field Services will be at will. This means that either you or Summit Field Services may end the employment relationship at any time, with or without cause or notice. This letter is not a contract for any fixed period of employment.

To accept this offer, please reply in writing to jordan.blake@summitfield.com by Wednesday, October 14, 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to Summit Field Services.

Sincerely,
Jordan Blake

Why it works: The at-will paragraph is kept separate and plain, and the letter avoids promising a fixed length of employment.

Part-time job offer

Hours and days are written out clearly for a part-time role.

Offer of employment: Bakery Assistant

Dear Megan,

Following your recent interview, I am pleased to offer you a permanent, part-time position as Bakery Assistant at The Corner Bakehouse. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday 19 October 2026 • Pay: £12.60 an hour, paid weekly • Hours: 20 hours a week: Thursday to Saturday, 7am to 2pm with a short break • Place of work: High Street shop, Rhyl • Reporting to: Owen Price • Probation period: four weeks • Benefits: paid holiday in proportion to your hours and a free lunch on every shift

This offer is conditional on proof of your right to work in the UK. We will confirm in writing once these checks are complete.

Your full terms and conditions will be set out in your written contract of employment, which we will send you before or on your first day. If anything in this letter differs from your contract, the contract will apply.

To accept this offer, please reply in writing by Friday 9 October 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to The Corner Bakehouse.

Yours sincerely,
Owen Price

Why it works: Part-time candidates care most about which days they will work, so the hours line says exactly that.

Fixed-term contract (maternity cover)

Explains why the job is fixed-term and when it ends.

Offer of employment: Tenancy Officer (maternity cover)

Dear Abdul,

Following your recent interview, I am pleased to offer you a fixed-term position as Tenancy Officer (maternity cover) at Fenwick Housing Association. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday 16 November 2026 • Pay: £30,200 a year pro rata, paid monthly • Hours: 35 hours a week for 12 months, with hybrid working after your first month • Place of work: Fenwick House, Newcastle • Reporting to: Lorraine Shaw, Housing Manager • Benefits: 27 days’ holiday plus bank holidays (pro rata) and the Local Government Pension Scheme

This offer is conditional on two satisfactory references, a basic DBS check and proof of your right to work in the UK. We will confirm in writing once these checks are complete.

Your full terms and conditions will be set out in your written contract of employment, which we will send you before or on your first day. If anything in this letter differs from your contract, the contract will apply.

To accept this offer, please reply in writing to recruitment@fenwickha.org.uk by Tuesday 13 October 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to Fenwick Housing Association.

Yours sincerely,
Sarah Whitfield

Why it works: Being clear that the role covers a period of leave sets honest expectations from the start.

Graduate scheme offer

Made months ahead, conditional on the candidate’s degree.

Offer of employment: Graduate Trainee, Supply Chain

Dear Kwame,

Following your recent interview, I am pleased to offer you a permanent, full-time position as Graduate Trainee, Supply Chain at Atlantic Freight Partners. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday 6 September 2027 • Pay: GH₵ 7,800 a month, reviewed after the first year • Hours: 40 hours a week, Monday to Friday • Place of work: Tema office, with rotations to Accra and Takoradi • Reporting to: Esi Mensah, Graduate Programme Manager • Probation period: six months • Benefits: health insurance, a transport allowance and a study budget for professional exams

This offer is conditional on confirmation that you have completed your degree with at least second class upper honours. We will confirm in writing once these checks are complete.

Your full terms and conditions will be set out in your written contract of employment, which we will send you before or on your first day. If anything in this letter differs from your contract, the contract will apply.

To accept this offer, please reply in writing to graduates@atlanticfreight.com by Friday 30 October 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to Atlantic Freight Partners.

Yours sincerely,
Nimi Johnson

Why it works: Graduate offers are often made before results day. Making the degree a stated condition protects both sides.

Remote role offer

Sets out working hours across time zones and equipment.

Offer of employment: Backend Developer

Dear Rohan,

Following your recent interview, I am pleased to offer you a permanent, full-time position as Backend Developer at Brightpath Software. We were impressed by your experience and think you will be a great addition to the team.

The main terms of the offer are: • Start date: Monday 2 November 2026 • Pay: ₹2,400,000 a year, paid monthly • Hours: 40 hours a week, with core hours of 1pm to 5pm India time • Place of work: Remote, from anywhere in India • Reporting to: Anna Kowalski, Head of Engineering • Probation period: three months • Benefits: a laptop and a one-off home office allowance of ₹40,000, and 24 days of paid leave

This offer is conditional on satisfactory references and verification of your degree certificate. We will confirm in writing once these checks are complete.

Your full terms and conditions will be set out in your written contract of employment, which we will send you before or on your first day. If anything in this letter differs from your contract, the contract will apply.

To accept this offer, please reply in writing to anna@brightpath.dev by Monday 12 October 2026. If you have any questions about the role or the terms, please get in touch with me. We look forward to welcoming you to Brightpath Software.

Yours sincerely,
Anna Kowalski

Why it works: Remote roles need the basics written down: core hours, where the person may work from, and what kit they get.

Frequently asked questions

Is a job offer letter legally binding?

It can be. In many countries, once a candidate accepts an unconditional offer, a contract may exist even before anything else is signed, and the terms in the letter can become part of it. That is why the wording matters. Employment law varies by country and US state, so have your offer letter checked by an HR or employment law adviser. This is general information, not legal advice.

What is the difference between an offer letter and a contract?

An offer letter sets out the main terms and invites the candidate to accept. A contract of employment (or written statement of terms) covers everything in detail: notice periods, holiday, sick pay, policies and so on. In the UK, employees must get a written statement of their main terms by their first day. The letter generated here says the full contract will follow.

What is a conditional job offer?

An offer that only becomes final once certain checks are passed, such as references, a right-to-work check, a background or DBS check, a medical, or exam results. Put the conditions in the "Conditions of the offer" box and the letter states them clearly.

Should a US offer letter include an at-will statement?

Many US employers include one, because most US employment is at will. It is not right for every job: Montana has different rules, and union or contract roles may differ. The statement is off by default; turn it on only if it applies. Ask an employment lawyer if you are unsure.

Can I email a job offer letter?

Yes. Most offers are now sent by email, often after a phone call to give the good news. Attach the PDF, or paste the text with "Copy as text". Ask the candidate to reply in writing to accept, and keep their reply.

Is this offer letter template free?

Yes. Fill in the form, download a free PDF or copy the text. There is no watermark (you just need a free account to download), and your draft is saved in your own browser (or in your free account, if you choose to save it there).

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