Job Offer Letter Template (Free): Examples for Every Hire
You found the right person. Now you need the offer in writing — today, not after a week of back-and-forth with a lawyer.
A job offer letter turns a verbal "you're hired" into a written record: title, pay, start date, and conditions. Below are free, copy-paste templates for every kind of hire, plus a checklist, at-will wording, and companion letters.
Note: Examples only, not legal advice. Rules vary by state.
What to Include in a Job Offer Letter
- Job title and start date.
- Reporting line: [name], [title].
- Pay: salary or hourly rate, pay frequency, exempt or non-exempt status.
- Hours and location: full-time or part-time, hours, office, hybrid, or remote.
- Benefits: a summary is fine.
- Conditions: background check, references, work eligibility.
- At-will statement: one sentence confirming at-will employment.
- Deadline and signatures: a date to sign and return by.
Full-Time Job Offer Letter Template
Subject: Offer — [Job Title]
Dear [Candidate Name],
We offer you the [Job Title] position at [Company Name], starting [Date], reporting to [Manager Name], [Manager Title].
Salary: $[Amount]/year, paid [biweekly/monthly]. Status: [exempt / non-exempt; overtime applies if non-exempt].
Benefits: [health insurance, paid time off, retirement plan].
Contingent on a background check. Employment is at will.
Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Part-Time Job Offer Letter Template
Subject: Offer — [Job Title] (Part-Time)
Dear [Candidate Name],
We offer you the part-time [Job Title] position at [Company Name], starting [Date], reporting to [Manager Name].
Schedule: about [Number] hours/week, on [Days/Times]. Pay: $[Amount]/hour, paid [weekly/biweekly]. Benefits: [state which apply, if any].
Contingent on [background check / references]. Employment is at will. Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Hourly / Non-Exempt Job Offer Letter Template
Subject: Offer — [Job Title]
Dear [Candidate Name],
We offer you the [Job Title] position at [Company Name], starting [Date], reporting to [Manager Name].
Status: non-exempt. Pay: $[Amount]/hour, paid [weekly/biweekly]. Overtime: paid for hours over [40/week / as required by law]. Schedule: [Days and Hours].
[Benefits, if any.] Contingent on [background check / references]. Employment is at will. Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Contract Job Offer Letter Template
Subject: Offer — [Job Title] (Contract)
Dear [Candidate Name],
We offer you a contract position as [Job Title] at [Company Name], from [Start Date] to [End Date], or until completion of [Project Name].
Pay: $[Amount] per [hour/week/month], paid [weekly/biweekly]. Benefits: [state whether they apply; most contract roles do not include the full package].
Contingent on [background check / references]. Employment is at will, unless a separate written agreement states otherwise. Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Remote Job Offer Letter Template
Subject: Offer — [Job Title] (Remote)
Dear [Candidate Name],
We offer you the remote [Job Title] position at [Company Name], starting [Date], reporting to [Manager Name].
Salary: $[Amount]/year, paid [biweekly/monthly]. Status: [exempt / non-exempt]. Hours: [Hours], [Time Zone] time zone. Work location: your home office in [City, State].
Equipment: [laptop / home-office stipend of $X].
[Benefits summary.] Contingent on [background check / references]. Employment is at will. Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Internship Offer Letter Template
Subject: Internship Offer — [Job Title]
Dear [Candidate Name],
We offer you an internship as [Job Title] at [Company Name], from [Start Date] to [End Date], reporting to [Manager Name].
Pay: $[Amount] per [hour/week/month]. [Or: "Unpaid, for academic credit — please confirm your school's credit requirements with your advisor."] Schedule: about [Number] hours/week.
This internship is temporary and does not guarantee future employment. [If applicable: contingent on proof of enrollment.] Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Conditional Offer Letter Template
Subject: Conditional Offer — [Job Title]
Dear [Candidate Name],
We offer you the [Job Title] position at [Company Name], starting [Date], subject to: (1) background check; (2) reference checks; (3) proof of work eligibility; (4) [other conditions, e.g. a required license].
[Pay, hours, benefits — as in the full-time template.] If any condition is not met, this offer may be withdrawn. Employment is at will. Sign and return by [Deadline Date] to accept.
[Your Name], [Title] — Accepted by: ______________________ Date: __________
Offer Letter vs. Employment Contract: What's the Difference?
The two terms are often used interchangeably, but they are not the same.
| Offer letter | Employment contract | |
|---|---|---|
| Purpose | Key terms, summarized | Binding terms in detail |
| Length | 1–2 pages | Several pages |
| Term | At will, no fixed end | Often a fixed term |
| Changes | Employer can change terms | Both sides must agree |
| Termination | Either side can end it | As stated — often "for cause" only |
| Common for | Most US hires | Executives, commissioned sales roles |
Use an offer letter for most hires, and a contract for a fixed term, a large commission plan, a non-compete, or an executive package.
At-Will Employment Wording: What to Write (and the Montana Exception)
The at-will sentence says the employment has no guaranteed length.
"Your employment with [Company Name] is at will. Either party may end it at any time, for any lawful reason, with or without cause or notice."
California
California presumes employment is at will (Labor Code section 2922), but put the statement in the letter anyway. California also requires written notice of pay rate, payday, and other wage information at hiring (section 2810.5).
Montana — the one exception
Montana is the only state that is not at-will. Under its Wrongful Discharge from Employment Act, after a probationary period (12 months by default) the employer must have "good cause" — a reasonable, job-related reason — to fire someone. During probation, either side can still end the relationship at will.
Other states
In the other 48 states and the District of Columbia, at-will is the default, though courts recognize exceptions, such as firings that violate public policy.
Companion Templates: Rescind, Accept, and Decline
Offer-Rescind Letter
Subject: Withdrawal of Offer — [Job Title]
Dear [Candidate Name],
The offer for [Job Title] at [Company Name], dated [Date], is withdrawn. ["Background check not completed satisfactorily." / "The position has been eliminated."]
We wish you well.
[Your Name], [Title]
Candidate Acceptance Reply
Subject: Re: Offer — [Job Title]
Dear [Hiring Manager Name],
Thank you for offering me the [Job Title] position at [Company Name]. I accept the terms in your letter dated [Date] and look forward to starting on [Start Date].
Best regards, [Your Name]
Candidate Decline Reply
Subject: Re: Offer — [Job Title]
Dear [Hiring Manager Name],
Thank you for offering me the [Job Title] position at [Company Name]. After careful consideration, I have decided to decline, as I have accepted another opportunity. I appreciate your time.
Best regards, [Your Name]
How to Send a Job Offer Letter
Send it by email — in the body or as a signed PDF — and ask for a signed copy back within five business days. If the candidate negotiates, send a revised letter.
FAQ
Is a job offer letter legally binding?
It can be. Once signed, it can be treated as an agreement on its terms — especially pay and start date.
What is the difference between an offer letter and an employment contract?
An offer letter briefly summarizes the key terms, usually for at-will employment. A contract is longer and fully binding, often with a fixed term.
Do I need a lawyer to write an offer letter?
For a standard hire, a template is usually enough. Get a lawyer for executive roles, large commission plans, non-competes, or unusual state rules.
What should I do if a candidate asks to negotiate the offer?
Negotiate, then put the final terms in a revised letter and have the candidate sign it.
Can I withdraw a job offer after sending it?
Usually yes, if a condition was not met, or if the offer was not yet accepted. Withdrawing an accepted offer is riskier — get legal advice first.