A well-crafted job offer can be the difference between securing a top candidate and losing them to a competitor.
It’s a powerful tool for warmly inviting your new hire into the team, setting expectations for the role, and leaving a solid first impression of the company. Like going down on one knee, it’s important to get your offer letter right.
Here, we’ll explain what makes a good job offer letter, provide versatile templates for different hiring scenarios, and offer our best tips for crafting a compelling employment letter.
TL;DR — Key Takeaways
Job offer letters are the last step in the hiring process and are often an overlooked yet pretty important part of securing top talent.
Things to include: A description of the responsibilities, work schedules, compensation details, contingencies, and any important information, such as legal or statutory obligations.
Depending on the role you’re hiring for, you should always tailor the template accordingly, for example, by adding the scope of work for freelancers or academic credit potential for internships.
When using a job offer letter template, it’s key to double-check the details to ensure you’re sending the right information and making the right impression!
Using a hiring tool like Toggl Hire can help streamline your candidate communication through dozens of pre-made templates, including job offer letter templates.
What’s included in a job offer letter?
It’s important to strike the right balance between including all the relevant information and keeping the letter short and engaging. Every job offer letter should include a few essential details:
Introduction: Open the letter on a bright and positive note. Congratulate the selected candidate on the offer and add a personal note about why they stood out.
Job Description: Briefly outline whether the role is full-time or part-time, who’s supervising the position, and a brief overview of the job responsibilities.
Work Schedule: Highlight when the new hire is expected to be at work. This could be fixed, e.g., Mon-Fri 9-5, or flexible, e.g., core hours of 10-3 pm, or totally asynchronous.
Compensation: Clearly explain compensation. State whether pay is annual or hourly, how and when payments are made, and any information about equity or bonuses you can offer.
Employee benefits: You can also briefly list benefits like 401K, insurance, and company culture.
Contingencies: If the job offer hinges on background checks, references, or any other necessary paperwork, ensure that these are clearly defined in the offer letter.
Closing: Wrap up warmly. Provide contact information in case your applicant needs to get in touch. Outline when the offer expires by setting a deadline for acceptance. And leave space for the candidate’s signature and date.
Before we dive into the templates, it’s worth highlighting the fact that sending out a job offer letter likely means you’ll also be writing a number of rejection letters. It’s equally important to craft your letters carefully for these runner-up candidates and others, as they could still be potential future hires or customers!
Top tip:
A nice ‘no’ can go a long way. Nurture your talent pool by following our 8 Tips for Writing a Compassionate Rejection Letter + Samples. It also helps to use pre-built email templates (that you customize, of course). Hiring software like Toggl Hire usually comes with these built into its automation features (at least it should).
7 free job offer letter templates
When crafting a job offer letter, you should always personalize the letter to the type of role, industry, employer brand, and, of course, the individual. Here are seven different options to help get you started:
1. General offer letter
This template should live in every hiring manager’s toolbox. It’s a general letter suitable for most positions and easy to tweak accordingly. It contains all the essential elements we discussed, such as an overview of the role, compensation, and work schedule.
Subject: Welcome to [Your Company Name]! We’re excited to have you join us.
Dear [Candidate Name],
We are delighted to offer you the position of [Job Title] at [Company Name]. The team really enjoyed meeting you, and we’re impressed by your background and enthusiasm for the role. We have no doubt you’ll be a valuable addition to our team.
As our new [Job Title], you will be responsible for [briefly describe key responsibilities].
This is a [full-time/part-time] offer, reporting to [Supervisor Name and Title]. Your regular work hours will be [days and hours, e.g., Monday to Friday, 9 AM to 5 PM]. Your anticipated start date is [Proposed Start Date].
The starting salary for this position is [$XXXX], paid on a [weekly/bi-monthly/monthly] basis. In addition, you will be eligible to receive [discuss additional compensation potential].
To accept this offer, please review, sign, and return this letter by [Date]. We are excited to have you join our team and look forward to your contributions.
Best,
[Your Name]
Top tip:
Need help deciding which job offer letter template is most appropriate? First, try considering the seniority of the role. This will help set the right tone and length. Next, look at the nature of the role, whether it’s for a permanent or contract hire, as candidates will feel differently about joining your company (permanent) versus offering their services to your company (contract). Finally, consider the position and industry to help pick the right template.
2. Formal offer letter
Use this template when extending a formal job offer for a high-level position or for other corporate management roles. It’s best used when you want to emphasize leadership and professionalism.
Subject: Congratulations! Join [Your Company Name] as our New [Job Title]
Dear [Candidate’s Name],
I am delighted to formally extend an offer for the position of [Job Title] at [Your Company Name]. After a thorough selection process, your exceptional qualifications and vision stood out, and we are confident that your leadership will significantly contribute to our strategic goals.
Position Details
As [Job Title], you will be instrumental in driving our [specific area, e.g., marketing, sales, operations] strategy. Your key responsibilities will include:
[Responsibility 1]
[Responsibility 2]
[Responsibility 3]
[Additional significant responsibility]
In this senior executive role, you will report directly to [Supervisor’s Name], [Supervisor’s Title], and work closely with our executive team to shape and execute our long-term vision.
Compensation and Benefits
Your starting annual salary will be [$XXXX], paid on a [weekly/bi-monthly/monthly] basis, beginning on [date of first pay period]. In addition, you will be eligible for:
Performance-based bonuses
Stock options or equity incentives
Comprehensive health benefits package
Retirement savings plan with company match
Professional development opportunities
[Any other relevant perks, e.g., company car, flexible working hours, etc.]
Onboarding and Integration
We anticipate your start date to be [Proposed Start Date]. To ensure a smooth transition, we will provide a comprehensive onboarding program tailored to your role. This includes meetings with key stakeholders and a thorough briefing on our strategic initiatives.
Acceptance and Next Steps
Please confirm your acceptance of this offer by signing and returning this letter by [Date]. Should you have any questions or need further information, do not hesitate to contact me directly at [Contact Details] or [Supervisor’s Name] at [Contact Details].
We are thrilled at the prospect of you joining our leadership team and look forward to the innovative and strategic contributions you will bring to [Your Company Name].
Warm regards,
[Your Name]
[Your Title]
[Your Contact Information]
Top tip:
Don’t forget to actually offer a great onboarding experience once your candidate has accepted their offer!
3. Part-time offer letter
This template is best used for positions where hours and eligibility for employee benefits may vary. It still sets clear expectations for responsibilities and compensation while being slightly more flexible.
Subject: Exciting Part-Time Opportunity with [Your Company Name]
Dear [Candidate’s Name],
We are delighted to offer you the position of [Job Title] at [Your Company Name]. The team was thrilled to meet you and impressed by your expertise and professional background.
Position Details
As our new [Job Title], your responsibilities will include:
[Responsibility 1]
[Responsibility 2]
[Responsibility 3]
Your first day with us will be [Proposed Start Date]. This is a part-time position with up to [X hours] per week. Your core working hours will be [days and hours, e.g., Monday, Wednesday, and Friday, 9 AM to 1 PM].
We understand that the nature of the role might require some flexibility, and we are willing to accommodate where possible. Any changes to your schedule can be discussed with your supervisor, [Supervisor’s Name and Title].
Compensation and Benefits
The starting salary for this position is [an hourly wage of $XX.XX/an annual gross salary of $XXX], paid on a [weekly/bi-monthly/monthly] basis. Additionally, you are entitled to the following benefits:
Prorated paid time off
Health benefits
Retirement plans
[Any other applicable benefits]
Acceptance and Next Steps
To accept this offer, please sign and return a copy of this letter by [Date]. Should you have any questions or need further information, do not hesitate to contact me directly at [Contact Details] or [Supervisor’s Name] at [Contact Details].
We are excited to have you join our team and look forward to working with you.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
[Signature]
4. Contractor/freelancer offer letter
Designed for freelancers, this template details the scope of work, project duration, payment terms, and any additional agreements relevant to independent contractors. It also highlights that the new hire is not an employee of the company and is responsible for all their own tax obligations.
Subject:
Subject: Great news! We’re excited to work with you.
Dear [Freelancer’s Name],
We are delighted to extend you the offer of freelance [Job Title] at [Your Company Name].
Role Details
Within this role, you will be responsible for:
[Briefly describe the scope of work]
The duration of this project will be from [Start Date] to [End Date]. Please be aware that any extensions or modifications to the project timeline should involve both parties and require their consent.
Compensation and Payment Terms
Your compensation for this project will be [total project fee or hourly rate], paid on a [weekly/monthly] basis based on the submission of invoices. Payments will be made [7/14/30 days] following receipt of the invoice.
Independent Contractor Status
As a freelancer, you will be working as an independent contractor and not as an employee of [Your Company Name]. You will be responsible for your own taxes, insurance, and other statutory obligations.
Termination Clause
Either party may terminate this agreement with [X] days’ notice. In the event of termination, you will be compensated for all completed work up to the termination date.
Acceptance and Next Steps
To accept this offer, please sign and return a copy of this letter by [Date]. We are excited to work with you and look forward to your contributions.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
[Signature]
5. Internship offer letter
When offering an internship, it’s important to highlight learning opportunities, potential for academic credit, duration, and compensation, if applicable. This employment offer letter template does just that.
Subject: You did it! Get ready for your next adventure 🚀
Dear [Intern’s Name],
[Company Name] is excited to offer you an internship within our [Department Name] department. The position has an anticipated start date of [Start Date] and an end date of [End Date].
Internship Details
During this internship, you will report to [Supervisor Name and Title] and will have the opportunity to:
[Outline learning and development opportunities]
Your working hours will be [outline working schedule], and your daily tasks and projects will be aligned to provide you with a meaningful experience in [specific areas/skills].
Compensation and Academic Credit
This internship is [unpaid/paid]. [If applicable: Your compensation will be [specific details about payment frequency and amount, e.g., hourly wage of $XX.XX paid bi-monthly]].
Additionally, we offer the possibility of earning academic credit for your internship. We encourage you to discuss this option with your academic advisor or institution to determine eligibility and requirements.
Acceptance and Next Steps
To accept this position, please sign and return a copy of this letter by [Acceptance Deadline]. Should you have any questions or need further information, do not hesitate to reach out to me at [Your Contact Information].
We are excited to welcome you to our team and look forward to a mutually beneficial internship experience.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
[Signature]
6. Internal offer letter
Generally slightly more informal, this template is best for promoting existing employees or transferring them to new roles within the company. It is usually sent following a discussion and tends to be the shortest employment offer letter.
Subject: Congratulations on Your Promotion!
Hi [Employee’s Name],
As discussed, we are thrilled to officially promote you to [Job Title] as of [Date].
You’ll find your updated contract with your new employment terms and details about your compensation package attached. Please sign and return it by [Date]. If you have any questions, feel free to reach out to me.
We appreciate your hard work and commitment to the [Company Name] team for the past [X months/years]. I know you’ll achieve great things in your new role.
Congratulations!
Best,
[Your Name]
[Your Title]
[Your Contact Information]
7. Sales offer letter
This template emphasizes important terms specific to the sales industry: commission structures, sales targets, and performance incentives. It serves as an example of how you can tailor your job offer letter to the relevant industry.
Subject: Congrats! You’ve been selected for the job.
Dear [Candidate Name],
We are delighted to extend this offer of employment for the position of [Job Title] with [Company Name], with an anticipated start date of [Date]. Below is an overview of the terms and conditions for your anticipated employment with us:
Position Details
You will be working as a [Job Title] and reporting to [Supervisor Name], the [Team/Department Name] manager. Your expected work schedule will be [outline the expected work schedule, e.g., Monday to Friday, 8 AM—5 PM].
Compensation Structure
You will receive an annual base salary of $X (gross) plus a Y% commission on all sales. This commission structure is designed to reward your performance and success.
You will be eligible for a bonus of X% of your base salary upon hitting Y targets. This incentive is in place to recognize your efforts and contributions to our sales goals.
Additional Benefits
In addition to your compensation, we offer a comprehensive benefits package, including:
Retirement plan
Healthcare coverage
Paid time off
[Any other benefits specific to your company]
Acceptance and Next Steps
To accept this offer, please sign and return this letter by [Date].
We are all looking forward to having you on our team and are excited about the contributions you will bring to [Company Name].
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
[Signature]
Top tip:
Struggling to hire great salespeople? It’s hard to measure someone’s experience and fit by looking at their resume alone. Instead, incorporate skills tests into the hiring process.
If you have a high volume of candidates, we suggest placing the skills test step at the beginning of the process. Set a high pass filter to weed out unqualified candidates, leaving you with only the top handful to focus on screening via video interviews or paid test weeks.
Take a look at our Sales Manager skills test to see how it might fit into your hiring process!
Tips for crafting a formal job offer
After weeks, maybe months, you’re finally ready to close the hiring process. You’ve found the best candidate and are ready to make the offer. You wouldn’t want to make a mistake at the last hurdle, would you?
When extending an employment offer letter, double-check legal policies and customize important job details, like salaries and candidate names, before sending it. After all, an offer letter is a formal document.
Here are a few more tips for crafting the perfect employment offer letter.
Personalize your approach
You found the right talent — now’s the time to sing their praises! It’s important to make your potential new employees feel truly valued.
You can customize the subject line and introduction to include specific details about what impressed you during their interview or how their skill set aligns perfectly with the needs of the employer.
Clarify legal details before hitting send
Clearly outline any legal requirements, contractual obligations, and company policies that apply to the position. While this formal letter is not the same as an employment contract, it’s good practice to include a few specific terms, such as non-disclosure agreements, non-compete clauses, and intellectual property rights, upfront to avoid confusion later.
Outline growth opportunities
Highlighting the opportunities for professional growth within the company can make your offer look more appealing. Briefly detail pathways for advancement, training programs, and mentorship opportunities that demonstrate the company’s investment in employee development.
Include a warm welcome from the team
Including a warm welcome message or video from the company leadership or their new peers can be a really nice surprise for new hires. If you’re a smaller company, even a personal note from the CEO could go a long way toward reinforcing a positive candidate experience and sense of community right from the start.
Encourage open communication
Always invite the candidate to ask any questions they may have. Usually, the contact person will be the head of recruitment or the candidate’s future manager. This not only helps the candidate get clarity but also fosters a culture of openness and accessibility.
Top tip:
Once your email is sent and the offer accepted, it’s time to log the time to fill. What’s that? It’s an important recruiting metric that tracks the entire recruitment cycle from job posting to acceptance.
Learn more: Time to Fill: A Key Recruitment Metric
Access more hiring templates and tools
A well-written employment offer letter is to HR professionals what a strong closing argument is to lawyers. It’s the last impression a candidate will have of you before deciding to join your company and embark on their onboarding process. How you handle the offer letter sets their expectations for the role as well as the company culture.
Using hiring software like Toggl Hire allows you to access dozens of email templates. From rejection emails to job offers, we have everything you need to automate and streamline candidate communications. Ensure you’re covering all bases while freeing up your time and mental space.
Let’s make hiring more efficient and effective. Create a free Toggl Hire account today.
Julia is a freelance writer and fierce remote work advocate. While traveling full-time, she writes about the intersection of technology and productivity, the future of work, and more. Outside work, you can find her hiking, dancing, or reading in a coffee shop.
