What to include in an offer letter 

An offer letter typically follows a verbal job offer and can be customised based on your preferred level of formality and the amount of detail you wish to include. For a professional touch, we recommend using your company’s official letterhead at the top of the letter.

You can organise your offer letter however you see fit, but it’s a good idea to consider including the following information:

• Job title
• Base salary
• Start date 
• Employment contingencies (e.g. background checks, right to work in the UK, etc.) 
• Type of employment (casual, shift, part-time, full-time or contract)
• Probation period (optional)
• Holiday entitlement
• Key benefits

If you would like to provide further details, you could add information such as:

• Description of primary job responsibilities and expectations
• The name and position of the person the candidate will be working under (manager/supervisor)
• Workplace location and expected working hours
• Additional compensation potential, such as bonuses, commission, share options, etc.
• Employee benefits, such as private healthcare, paid time off, flexible working, etc.
• Job offer expiration date

Employment contracts and legally binding agreements

Unlike the job offer letter, an employment contract is a legally binding agreement that sets out the terms and conditions of employment between your company and the new employee.

However, in some circumstances, the job offer letter may be considered a legally binding contract. For this to happen, it would need to contain all the necessary terms and conditions of employment.

To avoid potential legal ramifications, try to make sure that your offer letter is clear about its intent and does not unintentionally create a binding agreement, unless that is the goal.

You could do this by adding a disclaimer in the offer letter clarifying that it’s an offer of employment and not a legally binding contract.

If possible, consult with a legal professional when drafting your offer letter, and again when creating the official contract to ensure it’s legally binding and complies with employment law. 

Job offer templates

Below, you can find three template options to help you structure your job offer letter, depending on the tone you want to set and your company culture.

Standard job offer letter template

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 [date], contingent upon [background check, right to work in the UK check etc.].  

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

You will report directly to [manager/supervisor name and job title] at [workplace location]. Working hours are from [hours per day, days per week].

The starting salary for this position is [amount] per [year/month/week/hour etc.]. Payment is on a [weekly/monthly] basis, starting on [date of first pay period].

In addition, you will be eligible to receive [additional compensation-related benefits, if applicable].

[Company name] offers a comprehensive benefits programme, which includes [private healthcare, flexible working, etc.], [number] days of holiday (including bank holidays) and sick leave in accordance with statutory and contractual provisions.

Your employment is on a [part-time, full-time, contractual, etc.] basis. Please note that this letter is not a contract indicating employment terms or duration.

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

Sincerely,

[Your signature]

[Your name], [your job title]

Candidate signature: _________________

Candidate printed name: _____________

Date: ____________

Simple job offer letter template

Dear [candidate name],

It gives me great pleasure to extend the following employment offer to you.

Position: job title

Start date: no later than [insert date]
Salary: [amount] per [year, month, hour, etc.]

This employment offer is contingent upon the successful completion of [background checks, right to work in the UK checks, etc.]. Kindly note that this offer letter is not a contract of employment.

Sincerely,

[Your signature]

[Your name], [your job title]

Candidate signature: _________________

Candidate printed name: _____________

Date: _____________

Casual job offer letter template

Dear [candidate name],

Congratulations! [Company name] is excited to call you our new [job title]. The hiring manager will be in touch soon to finalise the details of your offer and next steps.

We will focus on wrapping up a few more formalities, including the successful completion of your [background checks, right to work in the UK check, etc.] and aim to get you settled into your new position by [start date].

Keep reading to learn more about this opportunity and, hopefully, receive answers to any lingering questions you may have.

[Company name] will start you off at [salary/wage amount] per [year, month, hour, etc.]. You can expect to receive payment [weekly/monthly], starting on [date of first pay period].

As the [job title], you will report to [manager/supervisor name and job title] at [workplace location] for [hours per day, days per week]. Your daily responsibilities will 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, like [private healthcare, leave allowance, etc.]. You will also have access to some great perks, including [additional offerings, such as a games room, snack bar, half-day Fridays, etc.]!

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

[Company name] looks forward to welcoming you on board! If you have questions, 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: ____________

Employment contract negotiation

Negotiating the terms of an employment contract is often part of the hiring process. During the negotiation process, you and the candidate may discuss and agree upon changes to the employment contract. It’s important that any modifications are documented in writing and agreed upon by both parties to provide clarity and avoid disputes. Being transparent and thorough in the employment contract negotiation can lay the foundation for a positive working relationship and set clear expectations for the new recruit.

Job offer acceptance rate

The job offer acceptance rate measures the percentage of candidates who accept job offers extended by an employer. This metric is a valuable indicator of the effectiveness of your company’s hiring process and the competitiveness of its job offers. A high job offer acceptance rate suggests that offer letters and their terms are clear, comprehensive and appealing to candidates, while a low acceptance rate may indicate the need for improvement in areas like remuneration, benefits or working conditions. 

You can boost your job offer acceptance rate by using a professional job offer letter template, checking that all key details are included and making your employment offers as attractive as possible. 

In addition, maintaining clear and respectful communication with all candidates, including by sending well-crafted rejection letters to unsuccessful individuals, helps preserve a positive employer brand. Regularly tracking and analysing the job offer acceptance rate may also help you refine your hiring process and secure top talent.