Job offer letter template
A job offer letter confirms in writing that you're offering someone a job and on what terms: the role, start date, pay, hours and place of work, any conditions such as references and right to work checks, and how to accept. This free Word template covers all of it, with placeholders in square brackets.
Running a company of 30 to 200 people? Documents like this are now worth money.
In the UK, an accepted offer is a contract even if nothing is written down, so the letter is your first record of what was agreed.
What's in the template
Job offer letter
| Date | [date] |
|---|---|
| To | [candidate's full name and address] |
| Reference | [vacancy or offer reference] |
Dear [first name],
I'm pleased to offer you the job of [job title] at [company name], reporting to [manager's job title]. This letter sets out the main terms. [This offer is conditional on the checks listed below.] [This offer is unconditional.]
Main terms of the offer
| Term | Details |
|---|---|
| Job title | [job title] |
| Start date | [date], or another date we agree |
| Place of work | [address, and any hybrid or remote arrangement] |
| Pay | [amount] a [year / hour], paid [monthly / weekly] on [day] |
| Hours | [hours] a week, [days and times]; [overtime arrangements] |
| Holiday | [days] a year, [including / plus] public holidays |
| Pension or retirement plan | [scheme and contributions] |
| Other benefits | [for example bonus scheme, health cover, enhanced sick pay] |
| Probation | [length, and how it will be reviewed] |
| Notice | [during probation] / [after probation] |
Conditions
[Delete this section if the offer is unconditional. Keep only the checks you will actually carry out.]
- UK: proof of your right to work in the UK, which we must check before your employment starts
- US: completing Form I-9, including showing documents that establish your identity and your authorisation to work
- [Two] references we consider satisfactory, one from your most recent employer
- [Any other check the role needs, such as a criminal record check or proof of a qualification]
If a condition isn't met, we may withdraw this offer, and we will tell you why.
Accepting the offer
Please let us know by [date] whether you accept, by signing and returning the slip below or by email to [name] at [email address]. If you have any questions, call [name] on [phone number].
[UK: you will receive your written statement of employment particulars on or before your first day.] We look forward to working with you.
Yours sincerely,
[name], [job title]
Acceptance
| I accept the offer of employment on the terms in this letter | |
|---|---|
| Name | |
| Signature | |
| Date | |
| Start date agreed |
How to write a job offer letter
- Ring the candidate, then send the letter the same day. Acas says an offer can be made verbally but is better in writing, to avoid misunderstandings later.
- Take the terms from one approved source, such as the signed-off job description and budget, not interview notes, so the letter and the written statement agree.
- Decide whether the offer is conditional, and list only checks you'll actually make: right to work, references, a qualification, or a criminal record check if the role needs one.
- Fill every square bracket, delete the options you don't use, and set a reply-by date and a named contact. The wording is grey in the download to show what to edit; clear that formatting before sending.
- Ask for acceptance in writing, by signed slip or email, as Acas recommends.
- Complete the checks before the start date, then start the onboarding checklist.
Example: an offer for a fictional accounts assistant
The main terms as they might read for an accounts assistant joining a fictional 55-person printing company:
| Term | Details |
|---|---|
| Job title | Accounts assistant, reporting to the finance manager |
| Start date | Monday 4 January 2027, or another date we agree |
| Place of work | Our Bristol office; one day a week from home after probation |
| Pay | £27,500 a year, paid monthly on the last working day |
| Hours | 37.5 a week, Monday to Friday, 8.30am to 5pm with an unpaid hour for lunch |
| Holiday | 25 days a year plus public holidays |
| Probation | 3 months, with a review meeting in week 10 |
| Conditions | Right to work check; two references, one from the current employer |
| Reply by | Friday 27 November 2026 |
Common mistakes
- Promising what the contract won't say, such as a guaranteed bonus or a pay review date. The letter is evidence of what was agreed.
- Leaving the conditions out, then finding a problem with the references.
- Pay with no period, such as "£27,500" without "a year", or an hourly rate with no hours.
- No reply-by date, so you can't move on to your second choice.
What the law says
UK
- Accepting creates a contract. As soon as someone accepts a job offer they have a contract with the employer, and it doesn't have to be written down (GOV.UK).
- Conditional offers. You can withdraw an offer if the candidate doesn't meet its conditions, such as suitable references, and you should tell them why. Withdrawing an unconditional offer could be against the law (Acas).
- Right to work. Check that the person is allowed to work for you in the UK before their employment starts. Employing an illegal worker without a correct check can lead to a civil penalty, and you mustn't discriminate against anyone because of where they're from (GOV.UK).
- Written statement. Employees and workers must get a principal statement of their main terms on their first day, covering pay, hours, holiday, place of work and any probation among other things, and a wider statement within 2 months (GOV.UK).
US: every employer must complete Form I-9 for each person it hires, and both the employer and the new employee fill in parts of it (USCIS). Beyond that, rules on offer letters vary by state, so have your template checked for the states where you hire.
This template isn't legal advice: check the linked guidance, and take advice before anything unusual, such as withdrawing an offer.
Frequently asked questions
Is a job offer letter legally binding?
In the UK, an accepted offer creates a contract, whether or not it's written down. In the US, the answer depends on the state and on what the letter says.
What's the difference between an offer letter and an employment contract?
The offer letter proposes the main terms, and once it's accepted there's a contract. In the UK, a written statement of the main terms must also follow on the first day; GOV.UK notes that the statement itself isn't the contract.