An offer letter template gives you a consistent, professional way to put a job offer in writing. A good offer letter confirms the job title, start date, pay, schedule, manager, benefits eligibility and any conditions of the offer, and asks the candidate to sign and return it by a set date. Below you will find what to include, a free sample offer letter you can copy, and the mistakes to avoid.
Offer letters are usually short, one to two pages. Their job is to make the offer clear and to set expectations, not to replace a detailed employment contract or your employee handbook.
What to include in an offer letter template
As a rule, most job offer letters for US employees cover the same core items:
- Job title and department, plus the manager the person will report to
- Start date and work location (on-site, hybrid or remote)
- Employment type: full-time, part-time, temporary or contract-to-hire
- Exempt or non-exempt status under the Fair Labor Standards Act
- Compensation: salary or hourly rate, pay frequency, and any bonus or commission plan described in general terms
- Benefits eligibility: health coverage, retirement plan, paid time off, with a note that plan documents govern
- Schedule: expected hours or shift pattern
- Contingencies: background check, reference check, drug test where lawful, and employment eligibility verification
- At-will statement, if applicable in your state and consistent with your policies
- Acceptance deadline and signature lines for both parties
Free offer letter template (sample)
Copy this offer letter template into your word processor or HR system and replace each bracketed field. Have it reviewed against your policies and state law before you use it.
| Section | Sample text |
|---|---|
| Date and address | [Date] [Candidate name] [Candidate address or email] |
| Opening | Dear [Candidate first name], we are pleased to offer you the position of [Job title] in our [Department] team at [Company name]. |
| Reporting and location | You will report to [Manager name, title]. Your primary work location will be [Office address / remote / hybrid schedule]. |
| Start date and schedule | Your anticipated start date is [Start date]. Your regular schedule will be [hours/days or shift pattern]. |
| Status | This is a [full-time / part-time / temporary] position classified as [exempt / non-exempt] under the Fair Labor Standards Act. |
| Compensation | You will be paid [$ amount per year / per hour], paid [weekly / biweekly / semimonthly], less applicable withholdings. [Brief description of any bonus or commission eligibility, if applicable.] |
| Benefits | You will be eligible for [list main benefits] subject to the terms of each plan. Plan documents govern eligibility and coverage. |
| Contingencies | This offer is contingent on [satisfactory background check / reference checks] and on verification of your identity and authorization to work in the United States on Form I-9. |
| Employment relationship | Your employment with [Company name] is at will, which means either you or the company may end it at any time, with or without cause or notice. This letter is not a contract for a fixed term. |
| Closing | Please sign and return this letter by [Deadline date] to accept this offer. We look forward to welcoming you to the team. |
| Signatures | [Hiring manager name, title, signature, date] Accepted: [Candidate signature, date] |
How to write an offer letter step by step
- Confirm the details internally. Get sign-off on title, pay, start date and classification before anything goes to the candidate.
- Make the verbal offer first. A call lets you answer questions and gauge interest before the written letter arrives.
- Then fill in the offer letter template. Use plain language and check every number, date and name.
- Review for consistency. Also, the letter should match the job description, your pay policies and any handbook language.
- Send it with a clear deadline. A few business days is common for most roles.
- Follow up. Once signed, move straight into onboarding paperwork and first-day planning.
If you are building your hiring process from scratch, our guide on how to hire your first employee covers the full sequence from job post to first paycheck.
Legal points to get right in a job offer letter
Exempt or non-exempt classification
Stating the classification in the letter forces a decision before day one. Under the FLSA, exempt status generally depends on both how the employee is paid and the duties of the role. The Department of Labor fact sheet on the white-collar exemptions explains the tests, and our guide to exempt vs non-exempt employees walks through them.
Background check contingencies
If the offer depends on a background check run by a screening company, federal law sets procedural steps. The EEOC and FTC guidance on background checks says the employer must tell the candidate in writing, in a stand-alone notice, and get written permission before ordering a report, with further notice steps before taking adverse action based on it.
Employment eligibility verification
Every new hire completes Form I-9. You can mention it as a condition of the offer, but don’t ask for specific documents in the letter. Our guide to completing Form I-9 covers timing and documents.
At-will language and promises
Avoid wording that implies guaranteed employment, such as “permanent position” or annual salaries described as fixed-term commitments. Keep bonus and equity descriptions general, and refer to the plan documents for the details.
This article is general information, not legal or tax advice. Check with a qualified professional for your situation.
Offer letter template variations
The core template works for most roles, but a few situations call for extra lines:
- Hourly roles: state the hourly rate, the expected weekly hours, and that overtime is paid as required by law for non-exempt employees.
- Remote roles: confirm the state where the employee will work, since payroll taxes and many employment laws follow the work location, and note any equipment you will provide.
- Contract-to-hire roles: explain who employs the person during the contract period, the expected length, and how and when a conversion to a permanent role may be considered.
- Sales roles: refer to a separate written commission plan rather than describing every rule in the letter.
- Relocation: describe any relocation support and whether it must be repaid if the employee leaves early.
Keeping one master offer letter template with optional clauses makes it easier to stay consistent across hiring managers and locations.
Offer letter mistakes to avoid
- Promising benefits, bonuses or promotions that are not approved in writing
- Leaving out the exempt or non-exempt classification
- Copying an old letter and forgetting to change names, dates or pay
- Adding confidential or restrictive covenants without legal review
- Sending a letter without a deadline, which leaves both sides in limbo
Offer letter template FAQ
What is the proper format for an offer letter?
Use your company letterhead, the date and the candidate’s name, then cover the role, reporting line, start date, pay, status, benefits, contingencies and the acceptance deadline, and end with signature lines. In short, keep it to one or two pages.
How do you write an offer letter?
Confirm the approved terms internally, make a verbal offer, then fill in a standard offer letter template with accurate details. Review it against your policies before sending, and set a clear date for the candidate to sign and return it.
What are red flags in a job offer?
For candidates, common red flags include vague pay terms, missing job titles or reporting lines, pressure to sign immediately, and promises that appear only verbally. That said, employers can avoid these by putting every key term in writing.
Is an offer letter legally binding?
It depends on the wording and on state law. Many offer letters for at-will roles state that they are not contracts for a fixed term, but promises in the letter may still create obligations. For that reason, have an employment lawyer review your template.
Make your next hire with confidence
Hiring for a permanent role and want a smoother path from search to signed offer? Bridgecore Partner’s full-time hiring services can help you find and close the right candidate. Contact Bridgecore Partner to talk through the role.