Job Offer Letter Guide: Templates & Compliance

When you’ve found your hire, a clear, compliant job offer letter helps you secure a fast “yes” and avoid rework. Use the templates and guidance below to write and send an offer quickly—without missing must-have clauses or legal nuances.

Overview

A job offer letter confirms key terms of employment in writing—title, pay, start date, and conditions. It sets expectations so both sides align before day one. Hiring managers or recruiters typically draft it with HR review, and it’s sent after a verbal offer is accepted.

E-signatures on a job offer letter are valid in the U.S. under the federal ESIGN Act and state-level UETA. You do not need a wet-ink signature for most hires. Follow standard consent and record-keeping practices.

In the U.S., employment eligibility verification (Form I‑9) occurs after the hire. It must generally be completed within three business days of the employee’s first day of work, not at the offer stage (according to USCIS).

What to include in a job offer letter

A strong offer letter is clear, concise, and covers the essentials a candidate needs to say yes decisively. The list below includes copy-ready example lines you can adapt.

1. Role title and reporting line: “You will join as Senior Product Manager, reporting to the VP of Product.”
2. Start date and location/work model: “Your anticipated start date is March 11, 2026, working hybrid from our Seattle office (3 days onsite).”
3. Compensation (base, bonuses, equity): “Your base salary will be $118,000 per year, paid biweekly; you are eligible for a 10% annual bonus; we also intend to grant you options for 10,000 shares, subject to Board approval and the equity plan.”
4. FLSA classification and overtime: “This position is classified as Exempt under the FLSA and is not eligible for overtime pay.” Or: “This role is Non-Exempt and eligible for overtime in accordance with applicable law.”
5. Work schedule: “Your regular schedule is Monday–Friday, 9:00 a.m.–5:30 p.m. local time.”
6. Benefits summary: “You will be eligible for medical, dental, and vision insurance, 401(k) with match, and 15 days of paid time off, subject to plan terms.”
7. Contingencies: “This offer is contingent upon successful completion of a background check and verification of work authorization.”
8. At-will statement (where applicable): “Employment is at-will, meaning either you or the Company may terminate the relationship at any time, with or without cause or notice.”
9. Acceptance deadline and instructions: “Please sign and return this offer by Friday, March 1, 2026, at 5:00 p.m. PT via e‑signature.”
10. Contacts and next steps: “If you have questions, contact Alex Lee (HR) at alex@company.com; onboarding details will follow upon acceptance.”

Keep wording precise and consistent with internal approvals. If anything changes (pay, title, start date), update all references before sending.

Editable job offer letter templates for common scenarios

Use the templates below as copy-ready starting points. Customize placeholders for your role, jurisdiction, and policies. Each includes acceptance steps and the core clauses candidates expect to see.

To download and share, paste a template into Word or Google Docs. In Google Docs, select File > Make a copy (or File > Download > PDF). Then send via your e‑signature tool.

Standard job offer letter template

Subject: Offer of Employment – [Job Title], [Company Name]

Hi [First Name],

We are excited to offer you the position of [Job Title] with [Company Name].

Position and manager

1. Title: [Job Title]
2. Department/Team: [Team]
3. Manager: [Manager Name, Title]
4. Location/Work model: [Onsite/Hybrid/Remote from [City/State]; standard hours [Schedule/Time Zone]]

Compensation and benefits

1. Base salary: [$X per year], paid [biweekly/monthly]
2. Bonus: [X% target annual bonus], per plan terms (not guaranteed)
3. Equity (if applicable): We intend to recommend an equity grant of [X options/RSUs] under our [Plan Name], subject to [Board] approval and plan documents
4. Benefits: Eligibility for [health, dental, vision], [401(k)/pension], and [PTO/holidays]; details provided in the benefits summary

Classification and schedule

1. FLSA status: [Exempt/Non-Exempt]
2. Overtime (if non-exempt): Eligible in accordance with applicable law
3. Regular schedule: [Days/hours]; occasional overtime may be required

Start date and contingencies

1. Start date: [Target Date]
2. This offer is contingent upon [successful background check], [reference check], and verification of your authorization to work in the [U.S./country].

At-will employment

Your employment with [Company Name] is at-will. This means either you or the Company may terminate employment at any time, with or without cause or advance notice.

Confidentiality and policies

You will be required to comply with Company policies, including our Confidentiality/IP Assignment and Code of Conduct, provided separately.

Acceptance

Please sign and return this letter by [Deadline: Day, Date, Time, Time Zone] via [e‑signature platform]. If you have questions, contact [HR/Recruiter Name, Email, Phone].

We look forward to working together.

Sincerely,

[Name]

[Title]

[Company Name]

[Email] | [Phone]

Formal job offer letter template

Subject: Formal Offer of Employment – [Job Title], [Company Name]

[Date]

[Candidate Full Name]

[Address Line 1]

[City, State ZIP]

Dear [Mr./Ms./Mx. Last Name],

We are pleased to extend this formal offer of employment for the position of [Job Title] with [Company Name], reporting to [Manager Title], effective [Start Date].

1. Position and Duties: You will serve as [Job Title] in [Department]. You agree to devote your full professional time and attention to the duties assigned. You also agree to comply with Company policies and procedures.
2. Compensation: Your base salary will be [$X] per [year/hour], payable in accordance with our standard payroll practices and subject to applicable withholdings. You will be eligible for a discretionary bonus with a current target of [X%] of base salary. This is subject to plan terms and Company performance.
3. Equity (if applicable): Subject to approval by [Board/Compensation Committee], we intend to grant you [X options/RSUs] under the [Plan Name]. The plan document and your grant agreement govern and control in case of any conflict with this letter.
4. Benefits: You will be eligible to participate in Company benefit plans on the same basis as similarly situated employees. Eligibility is subject to the terms of those plans.
5. Classification: This position is [Exempt/Non-Exempt] under the Fair Labor Standards Act and corresponding state law. [If Non-Exempt: You will be eligible for overtime pay in accordance with applicable law.]
6. Work Location: Your primary work location is [Address/Remote]. Your standard work hours are [Schedule/Time Zone].
7. Contingencies: This offer is contingent upon [successful background check], [reference verification], and confirmation of your authorization to work in the [U.S./country].
8. At-Will Employment: Your employment is at-will and may be terminated by you or the Company at any time, with or without cause or notice. No written or oral statements can alter this at-will relationship except a written agreement signed by you and [Authorized Officer Title].
9. Confidentiality and IP: As a condition of employment, you must execute and comply with the Company’s Confidentiality and Proprietary Rights Agreement and related policies.
10. Acceptance: Please indicate your acceptance by signing below and returning this letter by [Deadline] via [e‑signature platform].

We look forward to your contributions to [Company Name].

Sincerely,

[Authorized Officer Name]

[Title]

Accepted and Agreed:

__________________________ Date: __________

[Candidate Name]

Casual job offer letter template

Subject: Welcome to [Company]! Your offer for [Job Title]

Hi [First Name] —

Great news: we’d love you to join us as [Job Title] on the [Team] at [Company]. Here are the highlights:

1. Pay: [$X/year or $X/hour], paid [biweekly/monthly], plus a [X% bonus target].
2. Equity (if applicable): We plan to grant [X options/RSUs], pending approval and plan docs.
3. Schedule: [Hours] in [Time Zone], [remote/hybrid/in-office at Location].
4. Benefits: [Healthcare, retirement, PTO, holidays]—full details attached.
5. Start date: [Target Date]; we’ll confirm onboarding details after you sign.

This role is [Exempt/Non-Exempt] under the FLSA. If non-exempt, you’ll be overtime-eligible per law. Your employment is at-will, meaning either of us can end it at any time, for any lawful reason (or none), with or without notice.

This offer is contingent on [background check/reference checks] and verifying your work authorization.

To accept, please e‑sign by [Deadline, Time, Time Zone]. Questions? Ping [HR/Recruiter Name] at [email/phone]. We’re thrilled to make this official!

— [Manager or Recruiter Name]

Internal job offer letter template

Subject: Internal Offer: [New Job Title], [Team]

Hi [First Name],

Congratulations on your internal move to [New Job Title]! Here’s what changes on [Effective Date]:

1. Title and team: [New Title], reporting to [New Manager]
2. Compensation: [New base salary $X/year], [bonus target X%], [equity refresh if any]
3. Classification: [Exempt/Non-Exempt] status remains [same/changes to…]
4. Schedule/location: [New hours], [hybrid/remote/onsite at Location]
5. Benefits: [No change/Updated PTO accrual/Benefit eligibility adjustments]
6. Seniority and service date: [No change/Updated as follows]

This role remains at-will. Please e‑sign by [Deadline] to acknowledge your acceptance. HR will coordinate transition timing with your current manager to ensure smooth handover.

Congrats again—we’re excited to see your impact in this new role.

Best,

[HR/People Ops Name]

Part-time or contract-to-full-time job offer letter template

Subject: Offer for [Part-Time/Contract-to-FT] [Job Title]

Hi [First Name],

We’re pleased to offer you a [part-time/contract-to-full-time] role as [Job Title].

1. Hours: [X] hours per week; schedule [Days/Times]; overtime must be pre-approved
2. Compensation: [$X/hour or $X/year pro-rated], paid [weekly/biweekly]
3. Classification: [Non-Exempt/Exempt]; if non-exempt, you are eligible for overtime per applicable law
4. Benefits: [List any pro-rated benefits or “eligible for benefits per plan when averaging ≥ X hours/week”]
5. Work model: [Remote/Hybrid/Onsite] in [Time Zone]
6. Start date: [Date]

If contract-to-full-time: Subject to performance and business needs, we anticipate conversion to full-time on or about [Target Date]. The expected base salary is [$X/year] with [bonus/equity eligibility]. Conversion is not guaranteed and requires approval.

This offer is contingent upon [background check] and verification of work authorization. Employment is at-will.

Please e‑sign and return by [Deadline]. Reach out to [HR/Recruiter Name] with any questions.

Thanks,

[Name], [Title]

Internship offer letter template

Subject: Internship Offer – [Intern Title], [Team]

Hi [First Name],

We’re excited to offer you a [paid/unpaid—if permissible] internship as [Intern Title] on the [Team] from [Start Date] to [End Date].

1. Schedule: Approximately [X] hours per week; [Remote/Hybrid/Onsite]
2. Compensation: [If paid] [$X/hour or stipend $X]; [If for credit] The internship may be eligible for academic credit per your institution’s requirements.
3. Mentorship and learning: You’ll work with [Mentor Name] on projects like [Example Projects].
4. Benefits: [List any intern benefits or “Interns are not eligible for Company benefits.”]
5. At-will: Your internship is at-will; either party may end it at any time.

This offer is contingent upon [background check if applicable] and verification of work authorization where required.

Please e‑sign by [Deadline] to accept. We’re excited to support your growth this term.

Best,

[Name], [Title]

Conditional offer of employment template

Subject: Conditional Offer of Employment – [Job Title]

Dear [First Name],

We are pleased to extend a conditional offer for the [Job Title] position at [Company Name], with a target start date of [Date], contingent upon completion of the items below:

Conditions

1. Satisfactory background check results
2. Verification of work authorization
3. [Any role-specific medical, certification, or reference requirements]

Key terms

1. Base pay: [$X per year/hour], paid [biweekly/monthly]
2. Bonus: [X% target], subject to plan terms
3. Classification: [Exempt/Non-Exempt]; [If Non-Exempt: eligible for overtime per applicable law]
4. Location/work model and schedule: [Details]
5. At-will employment: Either party may terminate at any time, with or without cause or notice

Background checks require separate disclosures and your written authorization. We will provide these forms and information about your rights under the Fair Credit Reporting Act (FCRA) before proceeding.

Please e‑sign and return this conditional offer by [Deadline]. If conditions are met, we will confirm your final start date in writing.

Sincerely,

[Name], [Title]

[Company Name]

Job offer letter vs employment contract

A job offer letter summarizes key terms and signals intent to hire. It’s typically shorter, faster, and—when paired with an at-will statement—does not create a fixed-term obligation.

An employment contract is a binding agreement that sets detailed terms (e.g., term, grounds for termination, severance). It is common for executives or roles with negotiated protections.

In at-will jurisdictions in the U.S., include clear at-will language to avoid implying a guaranteed duration. If you intend a fixed term, use an employment contract that spells out renewal and termination rights. Cornell Law’s Legal Information Institute provides a helpful overview of employment at will and its exceptions.

Legal and compliance essentials (quick guide)

You don’t need to be a lawyer to reduce risk in your job offer letter. A few precise phrases and steps go a long way. Keep the letter consistent with approved pay and titles. Avoid unintended promises and reference the right plan documents for bonuses and equity.

Quick facts:

1. E-signatures are legally recognized under the federal ESIGN Act and state UETA; consent and record retention are key.
2. Form I‑9 must generally be completed within three business days after the employee’s first day of work (USCIS).
3. Non-exempt roles are overtime-eligible under the FLSA; your letter should reflect the classification.

At-will language and jurisdictional nuance

At-will employment means either party can end the relationship at any time for any lawful reason, with or without notice. To avoid implying a fixed term, keep compensation and benefits “per plan.” Avoid phrases like “guaranteed for one year” unless you intend a contract.

Some states and countries limit at-will or require additional notices. Check local requirements. See Cornell Law’s LII for a primer on employment at will.

Background checks and FCRA consent

In the U.S., most employer background checks that use a third party are governed by the Fair Credit Reporting Act. You must provide a standalone disclosure and obtain written authorization before ordering a report. You must also follow required “pre-adverse” and “adverse action” steps if you might decline based on results. The FTC/CFPB joint guidance explains employer duties and applicant rights.

FLSA classification and overtime cues

Classify roles as Exempt or Non-Exempt under the Fair Labor Standards Act. Exempt roles (meeting salary and duties tests) are not overtime-eligible. Non-exempt roles are eligible for overtime per federal and state law.

Your offer letter should state the classification and pay basis clearly. Align it with the job description. The U.S. Department of Labor provides an FLSA overview.

I-9 employment eligibility timing

Do not collect I‑9 before the hire date. Employers must complete Section 2 of Form I‑9 within three business days after the employee’s first day of employment. Use acceptable documents from the Lists of Acceptable Documents and follow any authorized remote examination procedures. See USCIS for current rules and forms.

E-signatures and digital delivery

Under the ESIGN Act and UETA, e‑signatures have the same legal effect as ink signatures in the U.S. When sending offers digitally, follow a simple flow: obtain consent to transact electronically, deliver the offer securely, capture a tamper-evident signature, and retain executed copies for your records. Reference the ESIGN statute and the Uniform Electronic Transactions Act for details.

Pay transparency and remote/hybrid clauses

Many U.S. jurisdictions require salary ranges in job postings. Some also require transparency in hiring communications. For distributed teams, include location-based pay logic where applicable. State whether pay may vary by geography.

For remote/hybrid roles, specify equipment (company-provided vs stipend), home office allowances, standard time zone, and onsite expectations. The National Conference of State Legislatures (NCSL) maintains an overview of pay transparency laws and trends.

How to send, track, and follow up

Speed matters—send the written offer within 24–48 hours of verbal alignment to keep momentum. Use a secure e‑signature tool, set a clear response deadline, and plan two friendly nudges before the deadline.

Steps that work well:

1. Confirm verbal terms; verify approvals for pay, title, start date.
2. Generate the letter; QA for consistency; route for internal sign-off.
3. Send via e‑signature with a 3–5 business day deadline and a short, warm email.
4. Schedule reminders at T+48 hours and T+1 day before deadline; offer time to discuss.
5. If silence: escalate to a live call, reaffirm interest, and ask for a decision timeline.

Subject line examples (use in your email body): “Your offer from [Company],” “Next step: Sign your [Job Title] offer,” or “We’re excited to make this official.” After acceptance, immediately share onboarding steps and a point of contact.

Negotiation and counteroffers: what to edit (and what to keep fixed)

Expect some negotiation—especially on total compensation and start date. Safe-to-edit fields typically include base salary, sign-on bonus, bonus target, equity quantity (within approved bands), start date, relocation support, and remote/hybrid schedule specifics.

When editing, update all references (comp sections, summary bullets, acceptance deadline). Rerun approvals if changes exceed predefined limits.

Keep fixed: at-will language, legal disclosures, FLSA classification (unless the role itself changes), required contingencies, equity “subject to plan/Board approval” phrasing, and any jurisdictional notices. If you materially change role scope or location, recheck pay ranges, classification, and benefits eligibility before reissuing.

Improving acceptance rates over time

Treat offers like a measurable process. Track the basics and run quick retros after each hiring cycle to learn what moves the needle.

Core metrics include:

1. Offer acceptance rate = offers accepted ÷ offers extended.
2. Time to acceptance = average days from send to signature.
3. Counteroffer rate = offers encountering negotiation ÷ offers extended.

Example: If you sent 10 offers and 8 signed, your acceptance rate is 80%. Many teams target 75–90% depending on market and role seniority. Use a brief candidate survey after acceptance/decline to spot friction. Delays often point to unclear equity, benefits, or work model details you can clarify earlier.

FAQs

Is a job offer letter legally binding? A typical offer letter with at-will language confirms terms but doesn’t create a fixed-term obligation. It is binding as to what it promises (e.g., base pay, start date) but still allows either party to end at any time where at-will applies.

What exact at-will wording should appear? Use clear, simple phrasing such as: “Employment with [Company] is at-will. This means either you or the Company may terminate employment at any time, with or without cause or advance notice. No statement in this letter or elsewhere alters the at-will nature of employment unless in a written agreement signed by [Authorized Officer Title] and you.”

Is an emailed offer with e‑signature sufficient in the U.S.? Yes. Under ESIGN and UETA, e‑signatures are valid. Use a reputable e‑signature platform, obtain consent to transact electronically, and retain copies.

Offer letter vs employment contract—what’s different in the UK/EU vs the U.S.? In the U.S., at-will is common and a short offer letter suffices for most roles. Detailed contracts are used selectively. In the UK/EU, employees typically receive a written statement/contract with required terms (e.g., notice periods, working time), making the contract the standard instrument.

How should equity be referenced before grant paperwork? State intent and controlling documents: “We intend to recommend a grant of [X options/RSUs] under the [Plan Name], subject to [Board/Committee] approval. Your award will be governed by the plan and your grant agreement.”

What’s a good acceptance deadline? For entry and mid-level roles, 3–5 business days balances speed and consideration. For senior roles, 5–10 business days is common. Shorter deadlines can improve momentum but offer flexibility if a candidate requests more time.

Which clauses must change for remote/hybrid roles? Specify time zone, core hours, equipment ownership, stipends/allowances, data security expectations, location-based pay policies, and onsite travel frequency. If pay varies by location, note that policy explicitly.

How do exempt vs non-exempt classifications affect compensation wording? Exempt roles are paid on a salary basis and are not overtime-eligible. Say “This position is Exempt under the FLSA and not eligible for overtime.” Non-exempt roles are hourly or salary-non-exempt and overtime-eligible. State pay basis and overtime eligibility clearly.

What FCRA disclosures and consent are required for background checks? Provide a standalone disclosure that a consumer report may be obtained. Obtain written authorization. Follow pre-adverse/adverse action steps if you might take unfavorable action based on the report, as outlined by the FTC/CFPB.

When should we use a conditional offer vs a final offer? Use a conditional offer when contingencies like background checks must be satisfied before a firm start date. Spell out each contingency and note that the final start is confirmed once conditions are met.

What attachments should be included? Include a benefits summary, Confidentiality/IP Assignment Agreement, any required state notices, bonus/equity plan summaries, and policy acknowledgements that apply at or after start.

How do multi-state pay transparency rules affect the salary shown? If your team is distributed, follow the strictest applicable law for postings. Consider including the approved salary range in your offer or confirmation. If pay varies by location, state the rationale and the candidate’s specific rate.

Can an offer be rescinded after acceptance? In at-will contexts, rescission is sometimes lawful but risky. If necessary, follow a careful process. Verify the reason (e.g., failed contingency), apply policies consistently, provide required notices, and consider offering compensation for inconvenience to reduce reputational impact.

References

1. USCIS Form I‑9: https://www.uscis.gov/i-9
2. U.S. Code – ESIGN Act: https://uscode.house.gov/view.xhtml?path=/prelim@title15/chapter96&edition=prelim
3. Uniform Law Commission – UETA: https://www.uniformlaws.org/acts/ueta
4. U.S. Department of Labor – FLSA: https://www.dol.gov/agencies/whd/flsa
5. FTC/CFPB – Background checks: what employers need to know: https://www.ftc.gov/business-guidance/resources/background-checks-what-employers-need-know
6. Cornell Law LII – Employment at will: https://www.law.cornell.edu/wex/employment_at_will
7. NCSL – Pay transparency overview: https://www.ncsl.org/labor-and-employment/pay-transparency