Recruiting template

Offer Letter Template

An offer letter confirms a job offer in writing: the role, start date, pay, hours and the conditions attached, with a date to accept by. Use one of the five versions below, fill in your details and copy it.

Updated October 27, 2026

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Candidate name

Job title

Company name

Date of the letter

Start date

End date

Manager name

Team

Place of work

Working hours

Salary

Hourly rate

Pay frequency

Benefits

Probation period

Conditions of the offer

Reply by

Your name

Your job title

Your email

Email versions open straight in your email app with the subject and text filled in. You add the recipient there.

Your company and sender details are remembered, so the next template starts with them filled in.

Note

Employment law differs by country and state: check the letter against local requirements before you send it. This template is not legal advice.

Full-time offer letter

When to use it: A permanent, full-time role, once the candidate has accepted the offer verbally.

[Company name] [Date of the letter] Dear [Candidate name], Offer of employment: [Job title] I am delighted to offer you the position of [Job title] at [Company name]. Thank you for the time you gave to the interviews; we enjoyed getting to know you and would like you to join the [Team]. The main terms of the offer are below. Your employment contract, which will follow, sets out the full terms. Job title: [Job title] Reporting to: [Manager name] Start date: [Start date] Place of work: [Place of work] Working hours: [Working hours] Salary: [Salary], paid [Pay frequency] Benefits: [Benefits] Probation period: [Probation period] This offer is subject to [Conditions of the offer]. To accept, please sign and return a copy of this letter by [Reply by]. If you have any questions before then, email me at [Your email]. We look forward to welcoming you on [Start date]. Yours sincerely, [Your name] [Your job title], [Company name] I accept this offer. Signed: ____________________ Date: ____________ [Candidate name]

Part-time or hourly offer letter

When to use it: A part-time role, or any role paid by the hour, where the hours and the rate need to be clear.

[Company name] [Date of the letter] Dear [Candidate name], Offer of employment: [Job title] (part-time) I am pleased to offer you the part-time position of [Job title] at [Company name], starting on [Start date]. You will report to [Manager name] in the [Team]. The main terms of the offer are: Hours: [Working hours] Pay: [Hourly rate] per hour, paid [Pay frequency] for the hours you work Place of work: [Place of work] Benefits: [Benefits] Probation period: [Probation period] Any hours beyond these will be agreed with [Manager name] in advance. Your employment contract, which will follow, sets out the full terms, including holiday. This offer is subject to [Conditions of the offer]. Please sign and return a copy of this letter by [Reply by] to accept. If you would like to talk about the hours or anything else first, email me at [Your email]. We look forward to working with you. Yours sincerely, [Your name] [Your job title], [Company name] I accept this offer. Signed: ____________________ Date: ____________ [Candidate name]

Internship offer letter

When to use it: A fixed-term internship or placement, with a start and an end date.

[Company name] [Date of the letter] Dear [Candidate name], Internship offer: [Job title] I am pleased to offer you an internship as [Job title] in the [Team] at [Company name]. The internship runs from [Start date] to [End date]. During the internship you will work on real projects with the team, and [Manager name] will be your manager and your first point of contact. You will have regular check-ins to review your work and plan what comes next. The main terms are: Dates: [Start date] to [End date] Place of work: [Place of work] Hours: [Working hours] Pay: [Salary], paid [Pay frequency] The internship is a fixed-term arrangement and ends on [End date]. This offer is subject to [Conditions of the offer]. To accept, please sign and return a copy of this letter by [Reply by]. If you have any questions, email me at [Your email]. We are looking forward to having you with us. Yours sincerely, [Your name] [Your job title], [Company name] I accept this offer. Signed: ____________________ Date: ____________ [Candidate name]

Conditional offer letter

When to use it: You want to make the offer now, but it depends on checks that are still under way, such as references or a background check.

[Company name] [Date of the letter] Dear [Candidate name], Conditional offer of employment: [Job title] I am pleased to offer you the position of [Job title] at [Company name], reporting to [Manager name], with a planned start date of [Start date]. This offer is conditional on [Conditions of the offer]. We will be in touch as soon as these checks are complete. If any of the conditions is not met, we may withdraw the offer. Until we confirm in writing that the conditions are met, please do not resign from your current job or make commitments that depend on starting with us. Once the offer is confirmed, the main terms will be: Job title: [Job title] Place of work: [Place of work] Working hours: [Working hours] Salary: [Salary], paid [Pay frequency] Benefits: [Benefits] Probation period: [Probation period] Please sign and return a copy of this letter by [Reply by] to accept the offer on these terms. If you have questions about any of the checks, email me at [Your email]. Yours sincerely, [Your name] [Your job title], [Company name] I accept this conditional offer. Signed: ____________________ Date: ____________ [Candidate name]

Offer letter email

When to use it: The email you send with the offer letter attached, after you have made the offer by phone.

SubjectYour offer from [Company name]: [Job title]

Hi [Candidate name], Thank you for your time on the phone today. As promised, I've attached your offer letter for the [Job title] role at [Company name]. It sets out the start date, pay, hours and benefits we discussed, and the conditions of the offer. Please read it carefully, and if everything looks right, sign and return it by [Reply by]. If you have any questions, or want to talk anything through, reply to this email or let me know a good time to call. We're excited about you joining [Manager name] and the [Team]. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

1Make the offer by phone or video call first, so the candidate hears it from a person and can ask questions straight away. Send the letter afterwards to confirm it.
2Pick the version that matches the role: full-time, part-time or hourly, internship, or a conditional offer if checks are still running.
3Fill in every field above. Anything left empty stays as a [Label] in the copied text, so you can see what is missing before you send it.
4Make sure the terms match what was agreed verbally and what the employment contract will say. If they differ, the candidate will notice.
5Give a clear date to accept by, and name one person to contact with questions.

Mistakes to avoid

Sending the letter before the offer has been made by phone, so the candidate learns the details from a document rather than a conversation.
Leaving the pay vague, for example "competitive salary", instead of stating the amount and how often it is paid.
Promising things in the letter, such as a bonus or a promotion date, that the contract or the budget does not cover.
Forgetting the conditions: if the offer depends on references or checks, say so in the letter.
No date to reply by, which leaves the offer open and the rest of the shortlist waiting.

Questions

What should an offer letter include?

The job title, the manager the person reports to, the start date, the place of work, the hours, the pay and how often it is paid, the main benefits, any probation period, the conditions of the offer and a date to accept by.

What is the difference between an offer letter and an employment contract?

An offer letter confirms the offer and its main terms. The employment contract sets out the full terms of the job. Many employers send the letter first and the contract once the offer is accepted; check what is required where you hire.

Is an offer letter legally binding?

That depends on the country or state and on the wording of the letter. This template is not legal advice: have the letter checked against local employment law before you use it.

How long should a candidate have to accept an offer?

Long enough to read the letter, ask questions and talk it over with their family. Set a specific date in the letter rather than leaving it open, and say who to contact if they need more time.

When should I use a conditional offer letter?

When you want to secure the candidate before checks such as references, a background check or a right-to-work check are complete. Name the conditions, and ask the candidate not to resign from their current job until you confirm the offer.

Related templates

Interview Invitation Email TemplateEmails

Free tool

Time to hire calculatorTool

Cohesyve · Skill assessments for hiring

Make your next offer to someone you have seen do the work

Cohesyve takes a job description, finds candidates, reaches out to them and runs an AI job simulation of the real work, then returns a ranked shortlist.

1,500+

assessments completed

50%

faster time-to-hire

5 min

from JD to assessment

Try it free →Book a 30-min demo

No credit card · 10 free candidates · Plans sized to your hiring volume

Case study: Indago Research went from 10–15 interviews per role to 3–4 →Plans from $199/month, sized to your hiring volume →