Free Employment Offer Letter

Make offering a job candidate simple by using our Offer of Employment Letter template. Create a formal job offer to send to the candidate that makes it clear you want them to fill the position.

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Last Update February 4th, 2024


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What Is an Employment Offer Letter

An Employment Offer Letter is a document that formally communicates your desire to propose a job opportunity to a candidate. 

Once the candidate receives the offer and would like to accept the position, they must sign the letter and send it back to you. While this is not a legally binding document, it is still considered an essential part of the selection process

The letter should remind the candidate of the position’s duties and what they can expect from the company. They can then decide if they will accept the offer or not. 

The benefit of this letter is that it represents a formal offer, demonstrating how much you want the candidate to work for your company. 

The document goes by a few other names, such as: 

  • Job Offer Letter

  • Offer of Employment Letter 

  • Letter of Offer

Use LawDistrict’s Offer of Employment Letter template to draft your job proposal in minutes.

Employment Offer Letter Example

To help you understand how to draft your document, we have included an example Offer Letter for Employment below. 

Look over the structure of the sample to make the writing process simple. 




[Candidate’s full name]

[Candidate’s address]

Dear [Candidate Name],

We are excited to offer you the [full-time/part-time] position of [position] at [company name] beginning on [start date], conditional on a background check and completion of the I9 tax form.

In this role, you will [mention the duties and responsibilities of the position]. 

The position’s salary is [annual salary] a year, and you will be paid on a [weekly/monthly] basis.

As an employee of [company name], you will receive [amount of days] of paid vacation per year, medical insurance, and a 401(k). 

By acknowledging this letter with your signature and mailing it back, you declare that you have accepted the job offer. 

Please provide a response to the offer by [date] at the latest. 

We think you are a perfect match for the role, and we are looking forward to having you join us! If you have any concerns, please feel free to contact me at any time at [email address] or by phone at [your phone number]. 

Kind Regards,

[Your Signature]

[Your Full Name]

[Your Job Title]

By using our Employment Offer Letter template, you can make the writing process of your document error-free

When to Use an Employment Offer Letter

The correct time to use an Employment Offer Letter is when you have chosen who you believe is the ideal candidate for the job vacancy. 

It is used as a formal offer and will provide a candidate with the assurance that the position is theirs if they accept it and the role and salary they will have if the position is taken. 

It’s also essential to understand the difference between an employment agreement vs. Offer Letter.

Employment Agreement Offer Letter
This is an employment contract that becomes legally binding once the candidate signs. This is a letter that is used to offer a position and is not legally binding if signed.

Normally, the Employment Offer Letter is sent before the contract.

How to Write an Employment Offer Letter

When you write an offer or a legal document, it is always critical that you do not leave out any essential information.

By leaving details out, you leave terms up to interpretation. Doing this can lead to confusion down the line, such as a misunderstanding of salary. 

This is what you must include in your Employment Offer Letter: 

  • Candidate’s details: Add the selected candidate’s name, address, and contact information.

  • Company information: Enter your company’s name, address, and contact information.

  • Role that will be filled: Include the title of the position that the candidate will fill. 

  • Annual salary: Mention the potential employee’s annual salary and if it will be paid weekly, monthly, etc.

  • Start date: Include that the potential employee will begin working at your company. 

  • Working hours: Mention if the position is a full-time or part-time job. 

It would also be a good idea to include working hours, vacation days, probation period details, and any benefits that come with the position. 

You can also write a temporary Employment Offer Letter if the job position is only for the short term

What is the Objective of a Job Offer Letter

A Job Offer Letter completes a few objectives when you want to hire someone for your business or company. 

There are a few reasons why it is important to send an Employment Offer Letter before sending an official employment contract template

An Offer Letter completes the following objectives: 

  • Provides important information regarding the position

  • Gives you and the employee a copy of the conditions in writing 

  • Shows you are a legit and professional employer

  • Permits the candidate to formally accept the position without signing

  • Serves as the beginning of negotiations 

Even though the letter is not legally binding, it is a huge benefit to send this document for these reasons. 

Sample Employment Offer Letter

To give you a clearer picture of what your letter should look like when finished, you can review the example Offer Letter of Employment document below. 

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Employment Offer Letter Sample

Employment Offer Letter FAQs

If you still have any doubts about writing or sending an Employment Offer Letter, read the following answers to the most common questions.

Use the replies to clear up any doubts you may still have. 

What Should be in an Offer of Employment Letter?

Apart from the basic information such as contact details, salary, and details regarding the position, other elements should also be included in your employment offer letter.

You should include any information that relates to conditions that need to be fulfilled to begin working at the company, such as completing a background check

Additionally, mention that the letter outweighs the significance of any oral offer that was made in the past. 

Is an Offer Letter Proof of Employment?

An Employment Offer Letter is not proof that you are employed by a company or business yet. It is only an offer, which means that a company would like you to work for them. 

However, you still need to go through the negotiation and complete any prerequisites before signing a contract. 

Once you sign an employment agreement, you will have signed a valid contract, and officially be considered an employee of the company that sent you the Offer Letter. 

Does an Offer Letter Include Salary

Yes, an Employment Offer Letter includes the employee’s salary as well as the rate they are paid, whether it is weekly, monthly, or otherwise. 

However, before signing a contract, your employee may want to negotiate the salary, and if you are open to it, you can hold talks with them.  

Download our Offer of Employment Letter template to draft your document without hassle.

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Employment Offer Letter Sample

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Preview of your Employment Offer Letter

Dear _________,
Re: Offer of Employment - _________
We are very pleased to offer you the position of _________ at _________. The employment offer is for a permanent full-time position beginning on _________.
You will be reporting to work directly at _________.
Your annual starting salary for this position will be $_________. The salary is to be paid on a biweekly basis. This salary does not include any required deductions.
We are excited to have you join our team and look forward to your response. If you have any questions, please feel free to contact us at any time by phone at _________ or by email at _________.

_________, _________, _________
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