Job Offer Letter Template: What to Include and How to Word It

A job offer letter should state the role, the start date, the pay, the main terms and what the offer depends on, in plain words, and should say how and by when to accept. It is not the full contract. Keep it short, accurate and consistent with what was discussed, and have a lawyer review the template for your country.

The essentials

Include the job title, who the person reports to, the start date, the pay and how often it is paid, the working pattern and location, and any bonus or benefits you are committing to. If the offer is conditional, say on what: references, a right-to-work check, a background check the role requires, or a probation period.

Match the type of engagement

A permanent employee, a fixed-term employee, an intern and a contractor are different arrangements, and the wording should differ. A fixed-term letter needs an end date or a reason it ends. An internship should state whether it is paid and its length. A contractor letter should describe the work and fee, not employment terms. Rules on contractor status vary by country, so take local advice.

What to leave to the contract

Detailed clauses such as notice periods, intellectual property, restrictive covenants and confidentiality belong in the employment contract or agreement the letter refers to. The letter can say that a full contract will follow or is attached, and that the letter is subject to it.

Say how to accept

Give a clear way to accept and a date after which the offer lapses. A deadline that gives the candidate reasonable time is fairer and gets better answers than a very short one.

A short skeleton

Dear [Name], we are pleased to offer you the position of [Title] reporting to [Manager], starting on [Date]. Your pay will be [Amount] per [Period], paid [Frequency]. Your normal working pattern is [Pattern] at [Location]. This offer is conditional on [Conditions]. A full contract will [follow/is attached]. Please confirm your acceptance by [Date] by [Method]. We look forward to working with you.

Get approval before it goes out

A wrong figure in a sent offer is hard to take back. Ask the budget holder or a named approver to approve the letter before it is sent, and keep a record of who approved it and when.

In Rezumz

Rezumz drafts an offer letter from templates for permanent, fixed-term, internship and contractor roles, asks a named approver to approve it, and sends it to the candidate to sign online. It keeps a printable record of who approved it and when it was sent and signed. The templates are starting points, not legal advice.