Job Offer Letter Template
A free job offer letter template that states the role, the pay, the start date, the contingencies, and the at-will nature of the job in plain language. Download in PDF or Word, fill in the bracketed fields, and send it to your candidate.
Last updated: August 5, 2026
What Is a Job Offer Letter?
A job offer letter is the document an employer sends to a selected candidate confirming the terms of the job being offered. It states the title, the reporting line, the compensation, the benefits, the expected start date, and any conditions the candidate must satisfy before the offer becomes final, such as a background check or proof of work authorization. It is usually the first written record of the deal and is often the only document the employee refers back to for years.
An offer letter is deliberately not an employment contract. It confirms terms without promising a fixed period of employment, and well-drafted letters say so directly by stating that employment is at will. That distinction matters: language such as annual salary, guaranteed bonus, or references to a first year of employment can be read as an implied promise of a term. Keeping the letter clear, short, and consistent with the rest of the onboarding paperwork is what keeps it a useful record rather than a source of dispute.
When to Use This Template
- ✓You have selected a candidate and need to confirm the offer in writing before they resign from another job
- ✓The offer depends on a background check, reference check, drug screen, or proof of work authorization
- ✓Compensation includes a signing bonus, commission, or equity that should be documented up front
- ✓You want a consistent, reviewable offer document across every hire and every hiring manager
- ✓A candidate is negotiating and you need a clear written version of the current terms
- ✓You are promoting or transferring an internal employee and want the new terms confirmed in writing
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Full text of the template. Fields in [BRACKETS] are placeholders you fill in.
Job Offer Letter
1. 1. Offer of Employment
Dear [CANDIDATE NAME]: On behalf of [COMPANY NAME] (the "Company"), I am pleased to offer you the position of [JOB TITLE], reporting to [MANAGER NAME AND TITLE] in the [DEPARTMENT] department. This letter sets out the principal terms of the offer. We were impressed by your background and believe you will make a strong contribution to the team. Please read this letter carefully, and let me know if you have any questions before you respond. This offer is made by [HIRING CONTACT NAME AND TITLE], who can be reached at [HIRING CONTACT EMAIL AND PHONE].
2. 2. Start Date and Work Location
Your anticipated first day of employment is [START DATE], subject to satisfaction of the contingencies in Section 10. Your primary work location will be [WORK LOCATION, e.g., the Company office at COMPANY ADDRESS / your approved remote location in CITY, STATE]. The role is [ONSITE / HYBRID, e.g., three days per week in office / FULLY REMOTE], and any remote or hybrid arrangement will be documented separately and may be modified by the Company on reasonable notice. Occasional travel of approximately [TRAVEL EXPECTATION] is expected for this role. If you need a different start date, please let us know as soon as possible so that onboarding can be rescheduled.
3. 3. Schedule and Classification
This is a [FULL-TIME / PART-TIME] position with a regular schedule of [SCHEDULE, e.g., approximately 40 hours per week, Monday through Friday]. For purposes of the Fair Labor Standards Act and applicable state wage laws, the position is classified as [EXEMPT / NON-EXEMPT]. If the position is non-exempt, you will record all hours worked in the timekeeping system of the Company and will be paid overtime for hours worked beyond the applicable threshold at the rate required by law. If the position is exempt, your salary compensates all hours worked and you will not be eligible for overtime pay. Classification is based on the actual duties of the role and may be reviewed if those duties change.
4. 4. Base Compensation
Your base compensation will be [SALARY OR HOURLY RATE], paid on a [PAY FREQUENCY, e.g., biweekly, semimonthly] basis in accordance with the standard payroll practices of the Company and subject to all legally required withholdings and deductions. For reference, an annualized figure is stated only to describe the rate of pay and does not imply employment for any fixed period. Pay is delivered by [PAYMENT METHOD, e.g., direct deposit]. Compensation is reviewed periodically as part of the Company performance and compensation cycle, and any adjustment is prospective and at the discretion of the Company. This position is located in [PAY LOCATION], and the posted pay range for the role is [PAY RANGE] where required by applicable pay transparency law.
5. 5. Signing Bonus, Bonus, and Commission
You will be eligible for a target annual bonus of [BONUS TARGET, e.g., 10 percent of base salary], based on [BONUS CRITERIA] and paid on or about [BONUS PAYMENT DATE], subject to the terms of the applicable bonus plan and to your being employed and in good standing on the payment date unless applicable law requires otherwise. If a signing bonus applies, the Company will pay you [SIGNING BONUS AMOUNT] within [SIGNING BONUS TIMING, e.g., 30 days] of your start date; if you resign or are terminated for cause within [CLAWBACK PERIOD, e.g., 12 months] of your start date, you agree to repay the signing bonus on a [PRORATED / FULL] basis to the extent permitted by applicable law. If the role is commission eligible, your commissions will be governed by the commission plan provided to you, which will control the calculation, crediting, and payment of all commissions. Bonus and commission programs may be modified or discontinued prospectively by the Company.
6. 6. Equity Award
Subject to approval by the board of directors of the Company, you will be recommended for an equity award of [EQUITY AMOUNT, e.g., NUMBER stock options / NUMBER restricted stock units], with a vesting schedule of [VESTING SCHEDULE, e.g., four years with a one-year cliff]. Any award is granted under and governed entirely by the [EQUITY PLAN NAME] and the individual grant agreement you will receive, which control in the event of any conflict with this letter. The exercise or purchase price, if applicable, will be set as required by that plan at the time of grant. No equity is granted or promised by this letter, and nothing here guarantees any particular valuation, liquidity event, or tax treatment. You should consult your own tax advisor about the consequences of any award.
7. 7. Benefits
You will be eligible to participate in the benefit programs the Company offers to similarly situated employees, which currently include [BENEFITS LIST, e.g., medical, dental, and vision coverage, a retirement savings plan with a company match, life and disability insurance, and an employee assistance program], subject to the eligibility rules and waiting periods in each plan. Coverage is expected to begin on [BENEFITS START DATE, e.g., the first of the month following your start date]. All benefits are governed by the applicable plan documents and insurance contracts, which control all questions of eligibility and coverage, and the Company may amend or terminate any plan at any time. A full summary of benefits will be provided during onboarding.
8. 8. Paid Time Off and Holidays
You will accrue paid time off at the rate of [PTO ACCRUAL, e.g., 15 days per year], subject to the accrual caps, carryover limits, approval requirements, and payout rules in the Company policy and applicable state and local law. The Company observes [NUMBER] paid holidays each year, published annually. Sick leave, family and medical leave, parental leave, and any other leave required by federal, state, or local law are provided in accordance with the applicable policy and law. Time off requests are submitted through [TIME OFF SYSTEM] and require approval from your manager, subject to business needs and to any leave you are legally entitled to take.
9. 9. At-Will Employment
Employment with the Company is at will. This means that you may resign at any time, with or without notice or reason, and the Company may end your employment at any time, with or without cause and with or without notice, subject only to applicable law. This letter is not a contract of employment for any specific period and does not guarantee employment for any length of time. Any reference in this letter to annual salary, annual bonus, or a yearly figure is a description of the rate of pay only and does not create a term of employment. Only a written agreement signed by [AUTHORIZED OFFICER TITLE] can change the at-will nature of your employment.
10. 10. Contingencies
This offer is contingent on each of the following: satisfactory completion of a background check conducted in accordance with the Fair Credit Reporting Act and applicable state law, with your written authorization; verification of your identity and legal authorization to work in the United States through completion of Form I-9 within three business days of your start date; [ADDITIONAL CONTINGENCIES, e.g., satisfactory reference checks, verification of credentials or licenses, completion of a pre-employment drug screening where permitted by law]; and your signing of the Company confidentiality and invention assignment agreement and any other onboarding documents. If any contingency is not satisfied, the Company may withdraw this offer or end employment. Please bring documentation establishing your identity and work authorization on your first day.
11. 11. Documents You Will Be Asked to Sign
As a condition of employment, you will be asked to sign the following documents, copies of which are enclosed or will be provided before your start date: [DOCUMENT LIST, e.g., the Employee Confidentiality and Invention Assignment Agreement, the Employee Handbook acknowledgment, the arbitration agreement if applicable, and any restrictive covenant agreement applicable to your role]. Please review these documents carefully before your start date and raise any questions with [HR CONTACT NAME AND EMAIL]. Where a restrictive covenant such as a non-solicitation or non-compete agreement applies to this role, the material terms are summarized as follows: [RESTRICTIVE COVENANT SUMMARY OR "not applicable"]. Some states require that restrictive covenant terms be disclosed a set number of days before a start date, and the Company will follow any such requirement that applies to your location.
12. 12. Prior Obligations and Confidentiality of This Offer
By accepting this offer, you confirm that you are not subject to any agreement with a former employer that would prevent or limit your performance of this role, and that you have disclosed any such agreement to the Company in writing. You agree not to bring to the Company, use, or disclose any confidential or proprietary material belonging to a former employer or any other third party. You also agree to keep the terms of this offer confidential except as needed to consult your family or advisors, or as otherwise permitted by law; nothing here restricts your right to discuss your own wages, hours, or working conditions with coworkers or others where that right is protected by law.
13. 13. Acceptance and Expiration of Offer
This offer supersedes any prior verbal or written discussions about the terms of your employment and represents the complete offer being made. If you accept, please sign and return this letter to [RETURN CONTACT AND EMAIL] by [OFFER EXPIRATION DATE], after which this offer expires unless extended in writing. We are excited about the possibility of you joining the team, and we are happy to answer any questions in the meantime. Please contact [HIRING CONTACT NAME] with anything you would like clarified before you sign.
14. 14. Signatures
Sincerely, [COMPANY NAME]. Signature: ______________________. Printed Name: [COMPANY SIGNER NAME]. Title: [TITLE]. Date: [DATE]. ACCEPTED AND AGREED: I have read this offer letter, I understand that my employment will be at will, and I accept the position on the terms described above. Signature: ______________________. Printed Name: [CANDIDATE NAME]. Anticipated Start Date: [START DATE]. Date: [DATE]. Electronic signatures and counterpart copies have the same effect as original signatures.
15. Disclaimer
This template is provided for general informational purposes only and is not legal advice. Offer letter requirements vary by state and city, including pay transparency disclosures, background check notices, wage notice requirements, and advance disclosure rules for restrictive covenants. Review and adapt this letter for your own facts and jurisdiction, and consult a licensed employment attorney before sending it to candidates. Use of this template does not create an attorney-client relationship with ScanContract.
Key Clauses Explained
What each important clause does — and what to watch out for before you sign.
At-Will Statement
Confirms that the letter is not a contract for a fixed term and that either side may end the relationship.
Candidates should understand that everything else in the letter can change after the start date, because at-will covers the terms as well as the job itself. Employers should keep this sentence prominent and avoid wording like "your first year" or "annual salary of" without the accompanying rate-of-pay clarification, since that phrasing has been used to argue an implied one-year term.
Compensation and Pay Frequency
States the base pay, how often it is paid, and that withholdings will be deducted.
Candidates should check that the figure and the pay frequency match what was discussed verbally, and that a stated annual number is not simply a recruiter estimate including bonus. If your state has pay transparency rules, confirm the posted range is consistent with the offer. Employers should avoid promising a raise timeline in the letter unless they intend to be held to it.
Signing Bonus Clawback
Requires repayment of a signing bonus if the employee leaves within a set period after starting.
This is the clause candidates most often overlook. Look at whether repayment is full or prorated, whether it applies to a layoff or only to resignation and termination for cause, and whether the amount to repay is gross or net of taxes you already paid. Employers should confirm that repayment through payroll deduction is permitted under the applicable state wage law.
Contingencies
Makes the offer conditional on background checks, work authorization, and other pre-start requirements.
Candidates should not resign from a current job until every contingency is cleared in writing, because a withdrawn offer after a resignation is an expensive lesson. Employers must follow the Fair Credit Reporting Act disclosure and adverse action steps for background checks, and several states and cities restrict when criminal history or salary history may be requested.
Documents to Be Signed
Lists the confidentiality, invention assignment, arbitration, and restrictive covenant agreements required on hire.
Ask for these documents before accepting, not on your first morning. An arbitration agreement can waive your right to a jury trial and to class actions, and a non-compete can limit your next job. Employers should note that some states require restrictive covenant terms to be disclosed a set number of days before the start date, or the covenant is void.
Equity Award Language
Describes a recommended equity grant while making clear that the plan and grant agreement control.
Candidates should treat equity in an offer letter as a proposal, not a grant, since board approval is required and the plan documents govern everything that matters. Ask for the total shares outstanding, the strike price basis, the vesting schedule, and the post-termination exercise window. Employers should avoid stating a dollar value for equity, since an implied valuation can become a claim later.
Prior Obligations to Former Employers
Has the candidate confirm that no existing agreement prevents them from taking the role.
Candidates who sign this while under an active non-compete or non-solicitation agreement can end up personally exposed if the former employer sues. Disclose the agreement in writing before signing rather than hoping it goes unnoticed. Employers should ask for a copy of any such agreement, since hiring into a known conflict can pull the company into the dispute.
Frequently Asked Questions
Is a job offer letter the same as an employment contract?▾
Can an employer withdraw a job offer after it has been accepted?▾
Should the offer letter include the bonus and equity details?▾
What can a candidate negotiate after receiving an offer letter?▾
Does an offer letter need to be signed to be valid?▾
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