Free template · Employment
Job offer letter template
Short answer
A job offer letter tells a candidate the role, pay, hours, start date and any conditions of the offer, and asks them to accept by signing before a deadline. This template is free to fill in and download as a PDF, and you can send it for e-signature in Sign PDF with the Employer's and Candidate's boxes placed for you.
Updated 25 October 2026
What's in this job offer letter
The full text. Words in brackets are filled in from the form above.
- 1. Offer. Dear [Candidate name], [Employer name] is pleased to offer you the position of [Job title], reporting to [Reports to], on the terms in this letter.
- 2. Start date. Your employment will start on [Start date], or another date we agree in writing.
- 3. Place of work and hours. Your place of work will be [Place of work]. Your normal hours will be [Hours]. You may sometimes need to work additional hours to meet the needs of the role, in line with the law that applies.
- 4. Pay. Your pay will be [Pay], less any deductions required by law. Pay is reviewed in line with company policy.
- 5. Benefits and holiday. You will be entitled to paid holiday and any other benefits set out in your contract of employment and the staff handbook, and at least the minimum the law requires.
- 6. Probation and notice. Your first [Probation period] will be a probation period, during which either of us may end your employment with one week's notice or the legal minimum if longer. After probation, the notice period will be [Notice period after probation], or the legal minimum if longer.
- 7. Conditions. This offer depends on you providing proof of your right to work, references we find satisfactory, and the results of any checks we have told you about that the role requires and the law allows. If any condition is not met, we may withdraw this offer.
- 8. Contract of employment. This letter sets out the main terms of the offer. Your full terms will be in a written contract of employment that we will give you on or before your start date. If this letter and the contract differ, the contract applies.
- 9. Confidentiality. Please keep the terms of this offer confidential, except for sharing them with your family and professional advisers.
- 10. Acceptance. To accept, please sign this letter by [Accept by]. If we have not received your signed acceptance by then, the offer will lapse.
- 11. Governing law. This letter is governed by the laws of [Governing law].
- Signed by: the Employer, the Candidate, each with a signature, printed name and date.
When to use a job offer letter
Send it once you have made a verbal offer and want it in writing: it confirms what was agreed, sets the conditions, and gives the candidate a clear way to accept. A signed offer letter lets you plan the start date and stop the rest of the hiring process.
It is not a full employment contract. This template says the detailed terms will follow in a written contract, which is what most employers do and what the law in many countries expects.
What each part covers
These are the points candidates look for and the ones employers most often forget to put in writing.
- Role and manager: the job title and who the person reports to.
- Start date, place of work and hours.
- Pay: salary or hourly rate and how often it is paid.
- Probation and notice: how long the trial period is and how much notice either side gives.
- Conditions: right to work checks, references and any background checks, stated up front.
- Deadline: the date by which the candidate must sign, after which the offer lapses.
How to adapt it
Employment law varies more than most areas. In much of the US, employment is at will and offer letters usually say so; in the UK, EU and UAE a written statement of terms or a contract is required and notice periods have legal minimums. Add benefits, bonus or equity only if you are sure of the wording, because promises in an offer letter can be binding.
This template is a starting point, not legal advice. Have an HR adviser or lawyer check the final wording, especially for senior roles, visa sponsorship or roles in another country.
Getting the offer letter signed
Fill in the boxes above and download the offer letter as a PDF, free and with no account. To get it signed, send it from Sign PDF: the signature, name and date boxes for the Employer and the Candidate are already placed and labelled, so you only add each signer's email.
Each signer opens an email link, confirms a six-digit code sent to their inbox and signs in the browser on a phone or laptop, with no app and no account. When the last person signs, the boxes are written into the PDF, a certificate of completion is added at the end, and the file is sealed with a digital signature and a timestamp so any later change shows.
Candidates usually sign on a phone within minutes of the email arriving. If you hire often, the Full plan at $10 a month lets you save the letter as a template with the boxes already placed.
Questions people ask
Is a signed offer letter a contract?
It can be. Once accepted, the terms it states may be binding, which is why this template keeps them clear and says a full contract will follow.
Can a candidate sign an offer letter electronically?
Yes. Electronic signatures are widely accepted for offer letters and employment contracts. The candidate signs in the browser with no account.
What conditions can an offer depend on?
Common conditions are proof of the right to work, satisfactory references, background or qualification checks where the law allows, and in some roles a medical or licence check.
How long should a candidate have to accept?
Three to seven days is typical. Put the date in the acceptance deadline box so it is clear when the offer lapses.
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