Job Offer Letter
Turn a verbal offer into a clear, professional letter that spells out the role, start date, pay and conditions, with a signature line for the candidate to accept.
Includes 30 days of edits
- 5 to 20 minutes
- Print-ready PDF
What is a Job Offer Letter?
A job offer letter is the employer's written invitation to a candidate to join the company. It confirms the essentials discussed during hiring: the job title, who the person will report to, the start date, the pay rate and schedule, the main benefits, and any conditions the offer depends on, such as a background check.
An offer letter is usually shorter and less formal than an employment contract. Most US offer letters confirm that employment is at-will and that the letter is not a promise of employment for a fixed period. Keeping that language clear helps avoid a letter being read as a binding long-term contract.
The letter also sets a deadline to accept and includes an acceptance section the candidate signs and returns. A signed offer letter gives both sides a simple record of what was agreed and becomes a useful reference during onboarding and payroll setup.
When to use it
- You have chosen a candidate and want to confirm the offer in writing before their first day.
- You are hiring a full-time, part-time or temporary employee and do not need a full employment contract.
- The offer depends on conditions such as a background check, references or proof of work authorization.
- You want a dated record of the pay, bonus and benefits promised to a new hire.
- You are promoting or rehiring someone into a new position with different terms.
What is included
- Company letterhead, date and candidate address
- Job title, department, manager and start date
- Full-time, part-time or temporary status and work location
- Salary or hourly pay, pay schedule and exempt or non-exempt status
- Optional bonus, signing bonus, equity and relocation terms
- Summary of benefits and paid time off
- Contingencies such as background checks and work authorization
- At-will employment statement
- Acceptance deadline and candidate signature block
How to make your Offer Letter
Answer the questions
Tell us about the parties and the terms you want. Most documents take about 5 to 20 minutes.
Review the preview
Check the draft as you go and change any answer. The document updates instantly.
Download, sign and keep a copy
Download a print-ready PDF, sign it with the other parties, and give everyone a copy.
Frequently asked questions
Is a job offer letter legally binding?
An offer letter can create legal obligations, especially about pay and promised bonuses, but most letters state that employment is at-will and that the letter is not a contract for a fixed term. That language keeps the letter from guaranteeing employment for any period. The exact effect depends on the wording and on state law.
What is the difference between an offer letter and an employment contract?
An offer letter summarizes the key terms of a job and is usually short and at-will. An employment contract is a more detailed agreement that may set a fixed term, define reasons for termination, and include confidentiality, invention assignment or non-compete clauses. Many employers use both: an offer letter to make the offer and a separate agreement for detailed protections.
Can an employer withdraw a job offer?
In an at-will relationship, an employer can generally withdraw an offer, but not for a discriminatory or otherwise unlawful reason. Withdrawing after a candidate has relied on the offer, for example by quitting another job or moving, can create legal risk in some states. Stating clear contingencies in the letter helps set expectations.
What contingencies are common in offer letters?
Common conditions include a satisfactory background or reference check, verification of identity and authorization to work in the United States, a drug screening where lawful, proof of a required license or degree, and signing a confidentiality or invention assignment agreement. Some states and cities limit when and how background checks can be done.
Should an offer letter include salary information?
Yes. Stating the pay rate and pay schedule avoids confusion and is useful for payroll. Some states require employers to give new hires written notice of their pay rate and payday, and an offer letter can help with that, though it may not replace any state-required form.
How long should a candidate have to accept an offer?
There is no legal standard. Many employers give a few business days to a week, depending on the role and how competitive the market is. The letter sets a specific deadline so both sides know when the offer expires.
Does a job offer letter need to be signed?
The employer signs the letter, and the candidate signs the acceptance section to accept it. A signed copy is good evidence of the agreed terms. Electronic signatures are generally accepted.
