Write a job offer letter
Role, money, start date and what the offer depends on, in plain words.
An offer letter is the document a person makes a life decision on, so the useful ones are specific: the exact job title, who they report to, the salary and how it is paid, the start date, the probation period, and anything the offer is conditional on, such as references or documents. This gives you that structure as a letter on your own letterhead details, ready to print and sign.
How to write a job offer letter
- 1
Choose Offer letter
The document becomes a letter with a salutation, body and signature block rather than a table of lines.
- 2
Be specific about the terms
Title, reporting line, salary, start date, probation, notice period and any conditions. Vagueness here becomes a dispute later.
- 3
Print, sign and send two copies
One for the candidate to keep, one to sign and return as acceptance.
Why specificity is kindness
Someone is going to resign from a job on the strength of this letter. Every detail that is written down is a detail they do not have to trust a memory of a conversation for.
On your letterhead
Apply your company letterhead to the printed letter so it carries the logo and registration details.
Frequently asked questions
Is an offer letter a contract?+
Once accepted it usually creates binding obligations, even where a fuller contract follows. Write it as though it will be read back to you.
What should I avoid promising?+
Anything you cannot control: a bonus stated as certain, a promotion date, a team that may be reorganised. Say what is actually agreed.
Should the offer be conditional?+
If it depends on references, qualification documents or a background check, say so in the letter rather than assuming it is understood.
Is candidate data uploaded?+
No. Names and salaries stay in your browser.