An offer letter is the written confirmation that you're offering someone a job, setting out the role, start date, pay, hours and any conditions they must meet first. Below is a template you can copy. Keep it short and factual, make conditions explicit, and remember that in the UK the offer letter doesn't replace the written statement the law requires on day one.
A good offer letter does three jobs: it gets a clear yes, it avoids promising things you didn't mean to promise, and it sets up the paperwork that follows. Most problems come from vague wording on pay, start dates and conditions.
What an offer letter should include
| Section | What to write | Why it matters |
|---|---|---|
| Job title and manager | The exact title and who they report to | Avoids disputes about the role later |
| Start date and location | The first day, place of work or remote arrangement | Needed for payroll and right-to-work checks |
| Pay | Salary or hourly rate, and how often it's paid | The most common source of misunderstanding |
| Hours | Normal hours and days, and any overtime expectations | Sets the baseline for overtime and pay |
| Employment type | Permanent, fixed term or casual; full or part time | Changes rights and notice |
| Conditions | References, background check, right to work, qualifications | Lets you withdraw if a condition isn't met |
| Probation | Length and what's reviewed | Sets expectations from day one |
| Benefits | Holiday, pension or retirement plan, other benefits | Part of the total offer |
| How to accept | Who to reply to and by when | Gets a clear, dated acceptance |
Free offer letter template
Copy this and fill in each line. Delete anything that doesn't apply rather than leaving it vague.
Copy this offer letter template
Dear (candidate's name),
I'm delighted to offer you the position of (job title) at (company name), reporting to (manager's name and title).
Start date: (date). Place of work: (address, or remote with details).
Pay: (salary per year or rate per hour), paid (weekly, every two weeks or monthly).
Hours: (normal hours and days of work).
Employment type: (permanent, fixed term until date, or casual), (full time or part time).
Probation: (length), during which we'll review (what's reviewed).
Benefits: (holiday entitlement, pension or retirement plan, other benefits).
This offer is conditional on: (for example, satisfactory references, proof of your right to work, and a background check where the role requires one).
Your full terms will be set out in your (employment contract or written statement), which you'll receive (when).
To accept, please sign and return a copy of this letter, or reply by email, by (date).
We're looking forward to working with you.
(Your name, title and signature)
UK: the offer letter isn't the written statement
In the UK, GOV.UK says employers must give employees and workers a 'principal statement' on the first day of employment and a wider written statement within 2 months. The principal statement has to include, at least, the employer's name, the employee's name, job title and start date, how much and how often they'll be paid, hours and days of work, holiday entitlement, where they'll work, how long the job is expected to last, any probation period, other benefits and obligatory training. Information about sick pay, other paid leave and notice periods must also be given on day one, either in the statement or a separate document they can access.
That's why Acas publishes two versions of its free job offer letter: one as a cover letter, and one 'with written statement'. If your offer letter already contains the principal statement details, sending the combined version saves a step. If it doesn't, the offer letter is just the invitation, and the statement still has to follow.
US: conditional offers and background checks
In the US, the offer letter is where you make conditions clear. That matters most for background checks. Under California's Fair Chance Act, employers with five or more employees can't ask about conviction history until after a conditional offer. If a check then leads you to reconsider, the law requires written notice and at least five business days for the candidate to respond. Saying in the letter that the offer is conditional on a background check sets up that process cleanly. Our guide to background check services compares providers, and our E-Verify guide covers the right-to-work side.
Many US employers also add a line confirming that employment is at will and that the letter isn't a contract for a fixed term. If you do, keep promises about bonuses, raises or job security out of the letter unless you mean them.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
Common mistakes
- Annual and monthly pay figures that don't match.
- A start date with no condition attached, followed by a failed check.
- Promising 'a review in six months' in a way that reads as a promised raise.
- Forgetting the acceptance deadline, so an offer stays open for weeks.
- Sending it before the hiring manager and payroll have agreed the details.
Once the offer is accepted, the contract is next. Our free employment contract template guide covers where to find one and what it should say.
The verdict
Use a short template, fill every line, and state conditions in plain words. In the UK, treat the offer letter as the step before the legally required written statement, or use Acas's combined version so one document does both. In the US, make background checks and right-to-work checks explicit conditions. A clear offer letter is the cheapest dispute you'll ever avoid.
Frequently asked questions
What should a job offer letter include?
The job title and manager, start date and location, pay and how often it's paid, hours, employment type, any conditions such as references or a background check, probation, benefits, and how and when to accept.
Is an offer letter legally binding?
Once accepted it can form part of the employment agreement, which is why conditions and pay need to be stated clearly. Many US employers state that the letter isn't a fixed-term contract.
Is an offer letter the same as a written statement in the UK?
No. GOV.UK says employers must give a principal statement on the first day of employment and a wider written statement within 2 months. Acas offers an offer letter template that includes the written statement.
Can I make a job offer conditional?
Yes. Offers are commonly conditional on references, right-to-work checks or a background check. In California, conviction history can only be checked after a conditional offer.
