PeopleMuster

Job offer letter format

A job offer letter puts the deal in writing before anyone signs anything. Role, pay, start date, who the person reports to. Nothing else belongs in it.

Heading
[COMPANY NAME]
[COMPANY ADDRESS]
[DATE]
[CANDIDATE NAME]
[CANDIDATE ADDRESS]

Opening
Dear [CANDIDATE FIRST NAME],
We are delighted to offer you the role of [JOB TITLE] at [COMPANY NAME].
Everyone who met you wanted you on the team.

The offer
Job title: [JOB TITLE]
Department: [DEPARTMENT]
Reports to: [MANAGER NAME], [MANAGER TITLE]
Location: [WORK LOCATION]
Start date: [START DATE]
Employment type: [FULL TIME / PART TIME / FIXED TERM]
Gross pay: [ANNUAL SALARY] per year, paid [PAY FREQUENCY]
Probation: [PROBATION LENGTH] from your start date
Working hours: [WORKING HOURS], [WORKING DAYS]

What comes with it
Paid leave: [LEAVE DAYS] days a year
Other benefits: [LIST BENEFITS]
Notice period after probation: [NOTICE PERIOD]
Full terms are set out in the employment contract enclosed with this letter.

How to accept
Please sign below and return this letter by [OFFER EXPIRY DATE].
Your offer depends on [LIST ANY CONDITIONS: references, right to work, background check].
Ask me anything before then. My number is [HIRING CONTACT PHONE].
Warm regards,
[SENDER NAME]
[SENDER TITLE]
I accept the offer set out above.
Signed: ______________  Date: ____________

Before you send it

  • Write the pay line the way payroll will pay it. Gross or net, and how often.
  • Name a real person as the manager. A department reports to nobody.
  • Give the offer an expiry date. Open offers drift for weeks.
  • List every condition you will actually check. A condition you skip is one you cannot rely on later.
  • Send the contract with the letter, not after. The candidate is deciding now.
  • Keep the enclosed terms and this letter consistent. Two documents that disagree cause a bad first week.

Questions people ask about this letter

Does an offer letter have to state the salary?

Most do, because it is the number the candidate is deciding on. Put the gross figure and the pay frequency on one line. If the number depends on a condition you have not settled, say what the condition is rather than leaving the line vague.

How long should a candidate get to reply?

Pick a date and print it. A week is common for a mid-level role and gives someone time to talk it over at home. Senior hires often need longer because they are serving notice elsewhere.

Can an offer letter replace a contract?

Treat them as two documents with two jobs. The offer letter is short and persuasive. The contract carries confidentiality, ownership of work, notice and the rest, and it is the one you will reach for if something goes wrong.

Other templates