Job Offer Letter Template (with Example & Writing Tips)

You spent months finding the right candidate for the job, but you’ve finally met the one. The perfect candidate—intelligent, easy-going, and with realistic expectations.

But once you email them the job offer, they fall silent. No reply nor answering the phone. Sigh

Time to resume the search. And to learn how to write a job offer letter that candidates won’t turn down in a million years.

This guide will show you:

• A job offer letter sample better than 9 out of 10 other job offer letters.
• Tips and examples of what to include in a job offer letter.
• How to write an offer letter for a job that will get a response in no time.
• A job offer letter template you can quickly fill in and send to a successful candidate.

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Job Offer Letter Example

You know how to write job descriptions and perform interviews. Now, don’t let the best candidates go to other employers. Start by reading everything you need to know about the job offer letters:

What Is a Job Offer Letter?

Talking to Nathalie, ambitious accounts receivable specialist, was an absolute pleasure. She answered all situational interview questions perfectly. She even used the STAR method instinctively to talk about her achievements. And she’s perfectly qualified for the job. It’s no wonder she passed all recruitment stages. Now, it’s time to give her the job with a job offer letter.

A job offer letter is sent to applicants who successfully went through the recruitment process and are selected to join the company. The job offer letter serves as a written confirmation of the offer and includes basic information about the position and further steps the applicant must take.

The job offer letter can be sent by post or via email. If the candidate accepts the job, they must sign the letter and return it to the recruiter within a specified period.

Are you an applicant who wants to decline a job offer? We’ve got a better guide for you. Read here: Decline a Job Offer by Email

What to Include in a Job Offer Letter?

The contents of a job offer letter are important—after all, you don’t want to scare the perfect candidate away after weeks of recruitment. That’s why your letter must include the following information:

• Your name and contact information
• Candidate’s full name and contact information
• Offered position with the job title and type of work (full-time, part-time, etc.)
• Starting date of employment
• Salary and benefits
• The expiration date of the offer
• Space for the candidate’s signature

That is the absolute minimum—I will provide more details about each point in the following chapters.

Don’t be a nightmare for job applicants. Learn more: Can Recruiters Avoid Becoming a Job-Hunting Nightmare?

How to Write a Job Offer Letter?

Writing an offer letter for a job isn’t as exciting as sending anonymous notes to that colleague who parked in your spot again. Though you are free to write them in any way you like, even using a slightly menacing tone, it’s important to write job offer letters using only professional HR terminology.

Follow these steps to write a simple offer letter for a job:

1. List the contact information at the top of the letter

Many applicants go through several face-to-face or phone job interviews with a handful of people. Listing your company's contact details will help them recognize you easily.

Remember to include these in the job offer letter:

• Your full name and job title
• Name and address of the company
• Date of the letter
• Full name of the candidate
• Candidate’s address

You may also include additional information, such as the candidate's phone number and email address.

2. Mention the official job title

The same person could apply for different positions within the company. Specifying the offered title in the job offer letter helps avoid confusion. Additionally, you can mention the department name as well as who is their direct supervisor. 

3. Specify the type of position offered

Is this a full-time or a part-time job? Is it a temporary or permanent position? Those things really matter to job applicants. Include them in the job offer letter to ensure everyone is on the same page.

4. Add the dates of employment

That sounds like an obvious thing, right? But, sadly, it’s often omitted in job offer letters by mistake. Come on, show that HR is human, and you don’t expect the applicant to remember every single thing you said during the interview. 

Clarifying when the period of employment starts is crucial. You also need to mention if it’s a fixed-term contract with a predicted end date, even if you covered that during the recruitment process.

5. Provide salary details

Let’s be honest—this is the part that makes a job candidate’s heart beat faster. Maybe you’ve already negotiated the salary during the interview. It doesn’t matter! Always specify the offered remuneration in a job offer letter. Mention if it’s an hourly-paid wage or a fixed weekly/bi-weekly/monthly salary, as well as when and how it is paid.

6. List the benefits

Another part that quickly catches the applicant’s attention. Nowadays, the list of benefits can be pretty long and even surprising at times, with companies offering taco Thursdays, pawternity leave for pet owners, and getting paid in cryptocurrencies. No matter what’s offered by your business, remember to list at least the most important elements in the job offer letter.

Benefits that you should mention in an offer letter for a job include:

• Bonuses: It’s good to explain if they’re performance-based, monthly, yearly, etc.
• Paid sick leave: over 70% of private sector companies offer it to employees, so it’s one of the benefits many people expect.
• Insurance: Health insurance is one of the key benefits employees need.
• 401(k): While many generation Z workers don’t think about retirement plans yet, it can be valuable for others, even those who are afraid of becoming retired.
• Paid vacation: It’s good to specify the amount of paid time off an employee can get.
• Equipment: Laptops, smartphones, company cars—it’s good to mention if it’s something necessary to do the job.

You can mention additional benefits in a separate document that details the job.

7. Add legal information

Remember that a job offer letter can serve as a contractual agreement. You can avoid this by including a statement that the employment is at will, meaning that it can be terminated by either party at any time and for any or no reason, for example, with a two-weeks notice letter. Otherwise, you can be accused of wrongful termination if the employer decides to end the business relationship with the employee.

8. Mention the expiration date of the job offer letter

Do you want to wait for a reply forever? Probably not. That’s why it’s good to include the expiration date of the job offer letter. After the date passes and the candidate doesn’t reply, you can send the offer to other candidates or resume the recruitment process.

9. Ask for confirmation of acceptance

After reading the job offer letter, the candidate should respond to accept or decline the offer. A short reply with hell yeah!!! isn’t enough, though. It’s best to include spaces in the letter that the candidate can simply fill in with their full name and signature. They can print the letter, sign it, and scan it afterwards. Alternatively, you can use one of the PDF solutions that offer an electronic signature that is more environmentally friendly. They can also write a job acceptance letter by themselves.

10. Include optional information

Most job offer letters include additional information that depends on company policy. It’s best to add at least some things from the list below to ensure the candidate is adequately informed about the conditions of employment.

Common additional information in an offer letter for a job includes:

• Working hours: It’s best to mention those if they’re non-standard, i.e., night shifts.
• Workplace location: Companies may have several locations or offer remote jobs. In that case, it’s best to specify to which one the employee is assigned.
• Description of responsibilities: A brief description of the key duties is good enough.
• Job contingencies: You’ve probably checked the applicant's online presence already. Do you need to do a background check or a pre-employment drug test? Maybe need to follow up on the authors of reference letters? 
• Confidentiality or non-compete agreements: They can be mentioned in the letter or added as separate documents that the candidate must sign.
• Workplace surveillance: Not everyone is happy with CCTV monitoring or desktop-recording software. Inform the applicant beforehand in case it’s a deal-breaker for them.

Including such additional information can help to avoid future misunderstandings between the staff and the employer.

Catch up with resume trends and learn what to expect from candidates. See here: What Should a Resume Look Like in 2023

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Job Offer Letter Template

Need a job offer letter template to fill out? You’re lucky! Just scroll down and complete the information in the brackets.

See? This couldn’t get easier. Just fill out this simple job offer letter template and send it via email or post.

Pro Tip: Hoping to receive a prompt response from the candidate? Remember to call them before sending the job offer letter. Announcing the offer by phone can give you an overview of their reaction and prepare them to receive the email. Without a phone call, the applicant might not notice your letter, which may easily land in the junk mail folder.

Is a Job Offer Letter Legally Binding?

You’re worried about the legal implications of job offer letters, but you don’t want to consult Jeff from Legal. However, it’s worth checking the verbiage of a job offer letter with in-house counsel.

Why?

Because most job offer letters are legally binding unless they include a clause saying the letter doesn’t serve as a binding contract. Tricky, isn’t it?

If you want to avoid creating contractual implications with a job offer letter, you should:

• Add a statement that the employment is at will.
• Avoid referring to a definite employment period (unless it’s a temporary or fixed-period job).
• Eliminate vocabulary related to grounds for termination or resignation.

It’s worth consulting Legal for specifics.

Speaking about the legality of things… Do you always ask proper questions during job interviews? Check here: Illegal Job Interview Questions

Key Takeaways

Writing a job offer letter can be a quick and easy experience if you follow these steps:

1. Add contact information at the top of the letter.
2. Highlight the offered job title.
3. Mention the type of position.
4. List the starting date of the employment period.
5. Include the salary information.
6. Provide an overview of the benefits.
7. Include legal information if necessary.
8. Add the expiration date of the letter.
9. Request confirmation of acceptance.
10. Add optional information for clarification.

Time to send job offer letters that will work like McDonald's leftovers on trash pandas.

Thanks for reading my guide! Now, over to you:

• Do you have your own formula for irresistible job offer letters?
• What’s the toughest part of a job offer letter to write?
• Are any steps unclear to you?

Let me know in the comments below!