Offer Letter Template
An offer letter template is a reusable document that confirms a job offer in writing, covering the role, compensation, start date and key terms so a candidate can accept with confidence. Use it to move fast after a verbal offer, keep every hire consistent, and reduce back-and-forth before onboarding begins.
Use this offer letter template once a candidate has verbally accepted, to confirm the role and terms in writing before onboarding begins. A clear, prompt written offer keeps the candidate engaged, prevents misunderstandings about pay and start date, and gives both sides a record to sign. Adapt it to your company and always have it reviewed for your local employment law.
Header & Date
[Company Name]
[Company Street Address, City, State/Region, Postcode]
[Today's Date]
Private & Confidential
Dear [Candidate First Name],
Position & Start Date
We are delighted to offer you the position of [Job Title], reporting to [Manager Name, Job Title], at [Company Name].
This is a [full-time / part-time / fixed-term] role based at [Location / Remote / Hybrid: X days on-site].
Your proposed start date is [Start Date], subject to the conditions below.
Your standard working hours are [e.g. 40 hours per week, Monday to Friday].
Compensation & Benefits
Base salary: [Amount] per [year / month], paid [monthly / bi-weekly] by [bank transfer].
Variable pay: [bonus / commission structure, or 'Not applicable'].
Benefits: [health cover, retirement/PF contribution, paid time off of X days, other perks].
Equity: [number of options / shares and vesting schedule, or 'Not applicable'].
Any salary review or bonus is at the company's discretion unless stated in your contract.
Conditions of Offer
This offer is contingent on: [satisfactory reference checks], [proof of right to work in Location], [background verification, if applicable], and [any required qualifications].
Your employment is subject to a probationary period of [e.g. 3 months].
Full terms will be set out in your formal employment contract, which will govern the relationship.
How to Accept
To accept, please sign and return this letter by [Acceptance Deadline], or reply to this email confirming your acceptance.
If you have any questions, contact [Recruiter / HR Name] at [Email] or [Phone].
We look forward to welcoming you to the team.
Sincerely,
[Signatory Name], [Signatory Title], [Company Name]
Accepted by: ______________________ Date: ____________
Note
Note: This is a generic template, not legal advice. Employment law and required clauses vary by country and region, so have a qualified professional review it for your location before you send it.
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How to use this template
- Replace every [PLACEHOLDER] with the real details from your approved offer and the candidate's file.
- Confirm the numbers — base salary, bonus, benefits and start date — match what the hiring manager and finance approved.
- List only the contingencies you actually verify (references, right to work, background check) so the offer stays honest.
- Have HR or a local legal advisor review the terms for your country before sending.
- Send it promptly after the verbal offer, set a clear acceptance deadline, and store the signed copy in the candidate's record.
Tips
Related tools & guides
Offer Letter Template — FAQs
Is an offer letter legally binding?
What should always be in an offer letter?
How long should I give a candidate to accept?
Should the offer letter mention contingencies?
Send this from your ATS instead of an email thread
Pitch N Hire is an applicant tracking system. Offers, interview invitations, feedback requests, and rejections go out from the candidate record — so nothing is retyped and nothing is lost in someone's inbox.
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