Offer letter template
A clear, friendly job offer letter you can fill in and send in minutes. Every part to change is marked in brackets.
Download for Word (DOCX). Free to use, no sign-up needed.
[Company name]
[Company address]
[Date]
[Candidate full name]
[Candidate address]
Dear [Candidate first name],
We are pleased to offer you the position of [Job title] at [Company name]. We enjoyed getting to know you and believe you will be a strong addition to the team. The details of our offer are set out below.
Position. You will join us as [Job title], reporting to [Manager name and title]. This is a [full-time / part-time] position based [at our office in City / remotely / in a hybrid arrangement].
Start date. Your first day will be [Start date].
Pay. Your starting pay will be [Amount] per [year / hour], paid [every two weeks / monthly] and subject to the usual deductions and withholdings. This position is [exempt / non-exempt] from overtime.
Bonus and equity. [You will be eligible for an annual bonus of up to X% of your base pay, based on company and individual performance. / You will be granted X stock options, subject to board approval and the terms of the company’s equity plan. / Delete this paragraph if it does not apply.]
Benefits. You will be eligible for the benefits we offer to employees in similar roles, which currently include [health insurance, a retirement plan, X days of paid time off and paid public holidays]. Details, including when each benefit begins, are in [the benefits summary enclosed with this letter].
Conditions of this offer. This offer depends on [satisfactory references, a background check, and proof that you are legally entitled to work in Country]. You will also be asked to sign [our confidentiality agreement] before your start date.
At-will employment. Your employment with [Company name] will be at will. This means that either you or the company may end the employment relationship at any time, with or without cause or notice. This letter is not a contract of employment for any fixed period. [This paragraph reflects common practice in the United States. Remove or replace it if you are hiring elsewhere.]
Accepting this offer. To accept, please sign and date this letter and return it to [Name] at [Email] by [Response deadline]. This offer will lapse if we have not heard from you by then.
We are excited about the prospect of you joining us. If you have any questions, please contact [Name] at [Email or phone].
Sincerely,
[Your name]
[Your title]
[Company name]
Acceptance
I accept the offer of employment described in this letter.
Signature: ______________________________ Date: ______________
Printed name: ______________________________
What is an offer letter?
An offer letter is the document a company sends to a candidate it wants to hire. It confirms the job being offered and the main terms: the position, the start date, the pay and benefits, any conditions, and how to accept. It turns a verbal "we would like to hire you" into something both sides can read, check and sign.
A good offer letter is short, specific and warm. It should leave the candidate with no doubt about what is being offered and what to do next.
How to use this offer letter template
- Download the Word file and save a copy for this candidate.
- Fill in every part in brackets. They are highlighted in the file. Where a bracket offers choices, such as [full-time / part-time], keep one and delete the rest.
- Delete what does not apply. Not every job has a bonus, equity or a confidentiality agreement. Remove those paragraphs instead of leaving them vague.
- Check the details against what was agreed in the interviews: the title, the pay and the start date are where mistakes cause the most trouble.
- Have it reviewed before the first time you use it (see the note below), then send it with a clear deadline for a reply.
This template is a general starting point, not legal advice. Employment law differs between countries and states, and some places require specific wording or notices. Have a lawyer or HR adviser review your version before you rely on it.
What to include in an offer letter
- The position: job title, who the person reports to, whether it is full-time or part-time, and where the work is done.
- The start date.
- Pay: the amount, whether it is a salary or an hourly rate, and how often it is paid.
- Bonus or equity, if the role has either, with the conditions that apply.
- Benefits: what the person will be eligible for and where to find the details.
- Conditions of the offer: for example references, a background check and proof of the right to work.
- The nature of the employment. In the United States this is usually a statement that employment is at will. Elsewhere it may be the notice period or a reference to a separate contract.
- How and when to accept: who to return the signed letter to, and the deadline.
Offer letter or employment contract?
They are not the same. An offer letter summarizes the main terms and invites the candidate to accept. An employment contract is a longer, binding agreement that sets out the full terms of the relationship. Practice varies: in the United States many employers use an offer letter alone for most roles, while in many other countries a written contract or statement of terms is expected or required. If you use both, make sure they agree with each other.
Tips for a better offer letter
- Call first, then send the letter. Good news lands better in a conversation, and the letter then confirms what was said.
- Send it quickly. Strong candidates often have more than one offer in hand.
- Be specific. "Competitive benefits" tells the candidate nothing. Name them.
- Promise only what you will deliver. Avoid phrases that suggest guaranteed employment or guaranteed bonuses unless that is what you mean.
- Give a real deadline, usually three to seven days, and say who to contact with questions.
After the offer is accepted
A signed offer is the start of onboarding, not the end of hiring. The same set of jobs follows every time: set up accounts, order equipment, prepare the first week and collect the paperwork. In Coavon, you can save that list once as a project template in Flow and start it for each new hire, keep the signed letter in Drive, and let recurring steps run themselves. See our guide to workflow automation.
Frequently asked questions
Is this offer letter template free?
Yes. You can download the Word file and use it without creating an account.
Is an offer letter legally binding?
It can be. Depending on the wording and where you are, an offer letter that has been accepted may create binding obligations. That is one reason to keep the wording accurate and to have your version reviewed by a lawyer or HR adviser.
What does "at-will employment" mean?
It is a term used in the United States. It means either the employer or the employee can end the employment at any time, with or without cause or notice, subject to the law. The concept does not apply in the same way in most other countries, so remove or replace that paragraph if you are hiring elsewhere.
How long should a candidate have to respond?
Three to seven days is common. It gives the candidate time to consider the offer without leaving the position open for too long.
Should the offer letter include the salary?
Yes. The pay, how it is calculated and how often it is paid are among the most important things the letter confirms.