You've finally found someone to hire and you're at the job offer stage. Maybe you've already had a conversation and gotten a verbal "yes" from your candidate. Now it's time to secure everything in writing.
You'll need to provide the candidate with a job offer letter that explains the details of the job (the who, what, when, where and how), and encourages them to sign on the dotted line so you can start your journey together!
Whether you're hiring your first employee or just looking to improve your onboarding process, we've got the job offer letter templates you need to make your job offer stand out and provide a smooth experience for your new hire.
📣 New to hiring? Be sure to check out our guide to hiring process
What is included in a job offer letter?
Job offer letters will vary based on how much information you wish to include. (Think about what a candidate absolutely needs to know and also other details they'll want to know to help them make their decision.)
Typically, a job offer letter will include basic information like:
- Job title
- Type of employment (full-time, part-time, contract)
- Start date
- Employment contingencies such as background checks or reference checks
- Job responsibilities
- Compensation
You may also want to include additional information, such as:
- Reporting structure, including the manager/supervisor's name and title
- Workplace location and expected working hours
- Employee benefits, e.g. insurance, paid time off, flexible working hours, a 4-day work week, etc.
- The offer letter expiration date
Pro Tip
It's always good to consult with a lawyer who can review your final offer letter template and verify the wording so you can avoid potential legal implications. Also, some offer letters ask for signatures as an acknowledgment of receipt, but this may lead to confusion about the letter being an employment agreement and in some cases, lead to liabilities. To keep things simple and straightforward, our advice is to skip the signatures on the offer letter and save them for the actual employment contract.
7 job offer letter template examples for every situation
Select one of our templates for a job offer letter based on your situation and customize it to make it your own! Remember to include any additional terms or conditions that are relevant to the role or your company policies.
NOTE: It's up to you to decide whether you want to send the offer letter as an email or attach it as a separate document. Homerun's People Ops Manager, Sanne Leunissen, says, "I personally like sending a nicely formatted document. It’s not a necessity, but I do think it makes it feel more special and welcoming.✨”
1. Standard job offer letter template
This template can be used to extend a job offer to your preferred candidate and is suitable for various positions and industries, providing a comprehensive outline of your offer details and terms.
Subject line: Congratulations! Job Offer from [Company Name]
Dear [Candidate's Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. After careful consideration, we’re confident that you possess the skills and experience necessary to excel in this role.
As the [Job Title], you will be responsible for [brief mention of job responsibilities]. You will be reporting to [Supervisor/Manager Name and Title] and your tentative start date will be [Start Date].
The details of your compensation and benefits package are as follows:
• Salary: [Amount]
• Bonuses: [If applicable]
• Employee Benefits: [Healthcare, retirement plans, etc.]
• Vacation/Leave Policy: [Details]
Please note that this offer is contingent upon the successful completion of any required background checks or references.
To accept this offer, please reply to us via email by [Acceptance Deadline Date]. Once we receive your acceptance, we’ll provide you with additional onboarding details and all the necessary paperwork (e.g. your contract [if necessary, mention confidentiality, nondisclosure and/or non-compete agreements]).
We’re excited to have you join our team and look forward to working together. If you have any questions or concerns, please feel free to contact [Contact Person] at [Contact Email/Phone].
Congratulations once again, and welcome to [Company Name]!
Kind regards,
[Your Name and Job Title]
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2. Formal job offer letter template
You may be wondering, "What does a formal job offer look like?” This sample job offer letter template maintains a professional tone and structure, suitable for senior-level positions or for when the company itself uses a more formal communication style. You may choose to add an attachment that covers other important terms of employment if needed.
Subject line: Job Offer from [Company Name]
Dear [Candidate's Name],
On behalf of [Company Name], I am delighted to extend an offer of employment for the position of [Job Title]. Your extensive experience and track record make you an excellent fit for our organization's goals and aspirations.
As the [Job Title], you will play a vital role in leading our [Department/Division] and contributing to [Company Name]'s growth. Your anticipated start date will be [Start Date], and you will report directly to [Supervisor/Manager Name and Title].
The terms of your employment package are as follows:
• Base salary: [Amount]
• Annual bonuses: [If applicable]
• Equity stock options: [If applicable]
• Employee Benefits: [Healthcare, 401K, etc.]
• Vacation/Leave Policy: [Details]
Please note that this offer is subject to the satisfactory completion of any necessary background checks and references.
To accept this offer, please reply to us via email by [Acceptance Deadline Date]. Once we receive your acceptance, we’ll provide you with further details regarding onboarding and all the necessary paperwork (e.g. your contract [if necessary, mention confidentiality, nondisclosure and/or non-compete agreements]).
We’re thrilled to welcome you to the team and have no doubt that your contributions will help drive our company's success. If you have any questions or need additional information, please contact [Contact Person] at [Contact Email/Phone].
We look forward to working together.
Sincerely,
[Your Name and Job Title]
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3. Casual job offer letter template
Designed to convey a warm and friendly tone, this template is used for extending a job offer in a casual and approachable manner. (Think creative or startup environments where a relaxed communication style is often encouraged.)
Subject line: Joining [Company Name]
Hi [Candidate's Name],
Congratulations! The fact that you're reading this means that we officially want to invite you to join [Company Name]. We believe that our aligned values combined with your skills and personality will make you the perfect addition to our team.
Here's what we have in store for you:
• Start Date: [Insert Date]
• Hours: [Hours per week]
• Salary [Amount]
• Employee Benefits: [Personal computer, gym allowance, L&D budget, etc.]
• Vacation/Leave Policy: [Details]
To accept this offer, please email us with your response by [Acceptance Deadline Date]. Once we receive your acceptance and we've completed reference checks, we will provide you with additional onboarding details and any necessary paperwork.
We can't wait for you to join us and make a difference. If you have any questions, don't hesitate to reach out to me or [HR Person's Name] at [HR Person's Contact Info].
We look forward to working together.
All the best,
[Your Name and Job Title]
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4. Internal job offer letter template
This template can be used when offering a job to an existing team member within your company. It recognizes their current contributions and offers them an opportunity for growth and advancement within the organization.
Subject line: Promotion at [Company Name]!
Dear [Employee's Name],
Congratulations! I am thrilled to let you know that you've been accepted for the position of [Job Title] within [Company Name]. We recognize your exceptional talent, dedication, and contributions to our team, which make you the ideal candidate for this role.
[Include a brief paragraph acknowledging the employee's accomplishments and highlighting the value they bring to the business.]
Here are the details of the new role:
• Start date: [Date]
• Base salary: [Amount]
• Bonuses: [If applicable]
• Equity stock options [If applicable]
• Employee Benefits: [Pension contribution, mental healthcare, flexible work hours, etc.]
• Vacation/Leave Policy: [Details]
To accept this offer, please email us by [Acceptance Deadline Date] with your decision. Once we receive your acceptance, we will provide you with additional onboarding details and any necessary paperwork.
We are excited to see you thrive in this new role and contribute to the continued success of our company. If you have any questions or need further information, please contact [Contact Person] at [Contact Email/Phone].
Congratulations once again, and we look forward to your response.
Best,
[Your Name and Job Title]
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📣 Like these templates? We have plenty of other hiring email templates to help you create a positive candidate experience and streamline your hiring process
5. Part-time job offer letter template
This template outlines the terms and conditions of a part-time job offer, including working hours, compensation and any specific benefits or perks associated with the position.
Subject line: Congratulations! Part-Time Job Offer from [Company Name]
Dear [Candidate's Name],
I am delighted to offer you the opportunity to join our team as a part-time [Job Title] at [Company Name]. Your skills, enthusiasm and availability align perfectly with our requirements, and we believe you’ll make an excellent addition to our team.
Here are the details of your part-time employment:
• Start Date: [Date]
• Salary: [Amount] per [hour, year, etc.]
• Hours: [Number of hours per week]
• Employee Benefits: [E-book allowance, L&D budget, etc.]
Please note that this offer is contingent upon the successful completion of any required background checks or references.
To accept this offer, please email us with your decision by [Acceptance Deadline Date]. Once we receive your acceptance, we will provide you with additional onboarding details and any necessary paperwork.
We are excited to have you join our team and contribute your skills and expertise. If you have any questions or need further clarification, please feel free to contact [Contact Person] at [Contact Email/Phone].
Welcome aboard, and congratulations on your new part-time role!
Sincerely,
[Your Name and Job Title]
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6. Simple job offer letter template
When a shorter and more straightforward job offer letter is required, this template is the ideal choice. It provides the necessary details of the offer in a concise manner, making it suitable for positions with fewer complexities or when you prefer a simplified communication approach.
Subject line: Job offer from [Company Name]
Dear [Candidate's Name],
We are very happy to offer you a position as a [Job Title] at [Company Name]. We are truly impressed with your qualifications and experience, and we believe you’ll be a valuable addition to our team.
Here are the details of your employment:
• Start Date: [Date]
• Salary [Amount]
• Hours [Hours//Week]
• Employee Benefits: [Healthcare, retirement contribution, etc.]
• Vacation/Leave Policy: [Details]
Please note that this offer is contingent upon the successful completion of any required background checks or references.
To accept this offer, please email us by [Acceptance Deadline Date]. Once we receive your acceptance, we will provide you with further instructions and any necessary paperwork.
We’re looking forward to having you on board! If you have any questions, don't hesitate to reach out to [HR Person's Name] at [HR Person's Contact Info].
Sincerely,
[Your Name and Job Title]
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7. Paid internship offer letter template
This template for a paid internship offer letter outlines the duration of the internship, compensation details and the responsibilities the intern will undertake. It highlights how the internship will impact the candidate's professional growth and it can be customized to reflect the unique aspects of your internship program.
Subject line: Congratulations! Paid Internship Offer from [Company Name]
Dear [Intern Applicant's Name],
We’re thrilled to offer you a paid internship opportunity at [Company Name]. Your passion, skills and eagerness to learn align perfectly with our organization, and we believe this internship will provide you with valuable experience and growth opportunities.
[Include a brief paragraph about the company's commitment to supporting interns and providing a conducive learning environment.]
Here are the details of your internship:
• Internship Position: [Job Title]
• Duration: [Start Date] to [End Date]
• Compensation: [Stipend or Hourly Rate]
• Weekly Hours: [Number of hours per week]
Please note that this offer is contingent upon the successful completion of any required background checks or references.
During your internship, you will have the opportunity to work closely with our team, gain hands-on experience in [specific areas], and contribute to meaningful projects. We are committed to providing you with mentorship, guidance, and support throughout your internship journey.
To accept this offer, please email us with your response by [Acceptance Deadline Date]. Once we receive your acceptance, we’ll provide you with additional details regarding your internship start date, onboarding process and any necessary paperwork.
We’re excited to have you join our team as an intern, and we believe this experience will be invaluable in shaping your career. If you have any questions or need further information, please feel free to contact [Contact Person] at [Contact Email/Phone].
Congratulations once again on this opportunity, and we look forward to your response.
Sincerely,
[Your Name and Job Title]
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⚡️Quick tips for making a job offer to a candidate
- Clearly state the job title and position being offered.
- Include the key details of the offer, such as salary, benefits and any additional compensation.
- Outline the start date and working hours, including full-time, part-time, contract or internship duration.
- Mention any specific contingencies, such as background checks or references.
- Provide a deadline for the candidate to accept the offer and instructions for how to respond.
- Express enthusiasm and excitement about the candidate joining the team.
- Offer to answer any questions or provide additional information.
- Sign off with a warm and professional closing.
Sealing the deal: Sending your job offer letter
You've got the templates. Now all that's left to do is to send your offer letter and seal the deal! 📩
With Homerun you can copy and paste these templates directly into our hiring tool, send your job offer letter from the app and your hiring team members can view all conversations in one organized thread. Homerun provides a seamless experience for hiring managers, recruiters and candidates, ensuring a smooth transition from the offer stage to onboarding.
By leveraging these templates and tools, you can enhance your entire hiring process, improve communication and ultimately secure the right talent for your team!
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Add any of these email templates to Homerun’s hiring software and streamline your hiring process from start to finish.
Start free trialFAQs
What is a job offer letter?
A job offer letter is a formal document that extends an offer of employment to a candidate. It outlines the basic terms of the offer, including details such as the position, start date, compensation, benefits and any other relevant information. The job offer letter can be sent as an email or an attached document and usually comes after a candidate has been notified verbally that they have been selected for the job.
What is the difference between a job offer letter and an employment contract?
While a job offer letter outlines the basic terms and conditions of the job, an employment contract is a more comprehensive and legally binding agreement that specifies the detailed terms and conditions of employment – including responsibilities, rights and obligations – and any relevant provisions or clauses related to things like termination, non-compete agreements, intellectual property and dispute resolution. Obtaining signatures on employment contracts is a common practice to show mutual consent and agreement between the employer and the employee regarding the terms and conditions of employment.
Can I write my own job offer letter?
Yes, you can write your own job offer letter. It is important to ensure that you include all the necessary elements and details, such as the position title, start date, compensation, benefits and any relevant terms and conditions. You can refer to templates and best practices to guide you in structuring the letter effectively. Templates provide a framework that you can customize to reflect your organization's needs, values and company culture. When you're done with your job offer letter, it is always helpful to consult with legal professionals or HR experts to ensure that it complies with local employment laws and regulations and protects both the employer and the employee.
Brook Fischer
With a background in education and journalism, Brook has spent the past 18 years crafting and editing insightful content for small to medium-sized businesses. Her current favorite topics in the hiring space include employer branding and how to create a positive candidate experience. She lives in Toulouse with her husband, two sons and one sweet Staffy.
