What is a job offer letter?

After extending an initial verbal offer to your selected candidate, an offer letter is usually sent by email, somewhere between the completion of any reference checks and before the employee signs an employment contract. In some situations, this letter can serve as an entry point for negotiations to happen.

If the candidate accepts the offer, they sign the letter and send it back.

How does an employment contract differ from a job offer letter?

An employment contract is a legally binding agreement defining a working relationship. It typically includes a comprehensive outline of the role’s responsibilities, working hours, compensation, benefits and conditions of employment.

While some employment contracts can be verbal, especially for entry-level or casual roles, a written contract ensures both parties are clear on their obligations and expectations while also providing a paper trail. 

On the other hand, an offer letter, even once signed, is not necessarily a legally binding agreement for employment. A job offer letter can be considered a legally binding document only if it meets certain criteria and is accepted by the candidate.

Even so, it’s still a good idea to have a legal professional review your offer letter before sending it.

What to include in your job offer letter

There’s no one-size-fits-all job offer letter, but these documents typically include the following components and information:

• Company logo/letterhead
• Date and the candidate’s contact information
• Greeting
• Job details 
• Contingencies
• Compensation
• Benefits info

• Job offer expiration date
• Closing
• Signature
• Legal disclaimer 

Job offer templates

There are many ways to structure your job offer letter. This can vary according to the nature of the role, the industry and your company culture. Below, we provide two simple templates you can customise to meet your needs – a standard professional template and one suited to a more casual working environment.

Standard job offer letter template

[Company Logo]

DD/MM/YYYY

Candidate name 

Candidate address 

Dear [candidate name],

We are pleased to offer you the [full-time, part-time, etc.] position of [job title] at [company name], with a proposed start date of [date], contingent upon successful completion of [background checks, confidentiality agreement, etc.]. You’ll report directly to [manager/supervisor name] at [workplace location]. 

We believe your skills and experience are an excellent match for our company. In this role, you will be required to [briefly mention job duties and responsibilities].

The annual starting salary for this position is [amount] to be paid on a [monthly/weekly] basis, starting on [first pay period]. In addition to this starting salary, we are offering you [discuss bonuses, commission structures, leaves etc.].

Your employment is on a contractual basis for a period of [time period] subject to renewal, with an anticipated start date of [insert date] and an end date of [if applicable, add an end date]. There is a [time period] termination notice required, should you wish to leave your employment with [company name]. A probationary period of [time period] will apply.

As an employee of [company name], you are also eligible for our benefits programme, which includes private healthcare, [number] day(s) of holiday (including bank holidays) and other benefits, which will be described in more detail in the [employee handbook, welcome pack, etc.]. 

Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date]. 

Signature: __________________

Printed name: ______________

Date: __________

Please note that this letter is not a contract or guarantee of employment for any definitive amount of time.

We are looking forward to having you join our team! If you have any questions, please feel free to contact us at any time via this email or [contact number or alternative email address].

Sincerely,

[Your signature]

[Your name], [your job title]

Casual job offer letter template

Hi [candidate name],

Congratulations! [Company name] is excited to offer you the role of [job title]. [Hiring manager’s name] will be in touch soon to finalise details and next steps.

We’re looking to wrap up your [background checks, right to work in the UK check, etc.] and get you settled into your new position by [start date].

Here are a few more details about the role: [Company name] will start you off at [salary/wage amount] per [year, month, hour, etc.], and you can expect to receive payment [weekly/monthly], starting on [date of first pay period].

As the [job title], you’ll report to [manager/supervisor name and job title] at [workplace location] for [hours per day, days per week]. Daily responsibilities include [brief mention of job duties and responsibilities].

You will be a [contract, casual, part-time, full-time, etc.] employee of [company name] and will be able to participate in benefits, such as [private health insurance, leave allowance, etc.]. You’ll also have access to some great perks, including [additional offerings, such as a games room, snack bar and flexible or remote working]!

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

[Company name] looks forward to welcoming you on board! If you have any questions, feel free to contact us at any time, and we’ll be more than happy to help you.

Best,

[Your signature]

[Your name], [your job title]

Candidate signature: ___________________

Candidate printed name: _______________

Date: ____________

Tips and best practices

Here are a few more things to consider before sending your letter:

• Ensure you’ve made a verbal offer first: calling the candidate to offer them the job before sending an offer letter sets a positive tone, fostering a more personal connection between your company and the candidate from the outset.
• Include your company logo/letterhead and use a descriptive subject line: when welcoming potential new employees, branding matters. A high-resolution company letterhead displayed at the top sets a professional tone. An informative and catchy email subject line can also create a positive impression.
• Attach helpful documents: this could include your company policies, employee benefits information and compensation plans. You may want to send any important documents that need to be signed by a new employee before their start date, although this could also wait until the candidate has accepted the offer.
• Decide whether to send the letter as an attachment or in the email body: this is a question of preference, but including the letter in the email body is often read as more casual than including a separate attachment.

PDF & Word job offer letter template examples

Use the templates below to help you finalise an employment arrangement with your preferred candidate. If you are looking for more information on job application forms, you can find it here.