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Free Job Offer Letter Template — Fill Out & Download Instantly

Free — No Sign-Up RequiredPDF & WordUpdated April 1, 2026

A job offer letter is a formal written document from an employer to a job candidate confirming the terms of employment. It is typically issued after a verbal offer has been accepted and before the candidate's start date.

⚠️ Legal Disclaimer: This template is attorney-reviewed and built to US legal standards. It does not substitute for professional legal advice. For complex situations, we recommend consulting a licensed attorney.

Document Completeness20%
MM/DD/YYYY
MM/DD/YYYY

Typically 3–5 business days from the date of this letter.

What Is a Job Offer Letter Template?

A job offer letter is a formal written document from an employer to a job candidate confirming the terms of employment. It is typically issued after a verbal offer has been accepted and before the candidate's start date. The offer letter sets out key details including the job title, start date, compensation, benefits, and any conditions of employment such as background checks.

When Do You Need It?

Use this template when you are ready to extend a formal written offer to your selected candidate. An offer letter should be sent after the verbal offer is accepted and before onboarding paperwork begins. It is also useful when offering a promotion to an existing employee, formalizing a return-to-work arrangement, or converting a contractor to full-time employment..

What's Included in This Template

  • Company and candidate identification sections
  • Position title and department
  • Start date and reporting manager
  • Compensation type, amount, and pay frequency
  • Benefits summary section
  • Contingency checkboxes (background check, drug test, reference check)
  • Offer expiration date
  • At-will employment statement
  • Optional confidentiality clause toggle
  • Signed copy return instructions

How to Fill It Out

1
Enter Company and Candidate Information — Fill in your company name and address, then the candidate's full name and address. These appear in the header and greeting of the letter.
2
Specify the Position and Start Date — Enter the job title, department, proposed start date, and the name of the candidate's direct manager. Confirm these details with your hiring team before sending.
3
Set Compensation and Pay Details — Choose salary or hourly compensation, enter the amount, and select the pay frequency (biweekly is most common). Add a brief benefits summary highlighting key offerings.
4
Select Contingencies — Check all conditions that must be satisfied before employment begins, such as a background check or drug screening. The letter will note that the offer is contingent on these items.
5
Review and Set Expiration — Set an offer expiration date (3–5 business days is standard) and review the at-will statement. Download and send via email or your ATS, requesting a signed copy back.

Legal Requirements & Notes

An offer letter is not an employment contract and should not guarantee employment for any specific period unless you intend to create a contract. Include an at-will statement where permitted by state law (Montana does not recognize at-will employment for employees past their probationary period). Ensure contingency requirements comply with the Fair Credit Reporting Act (FCRA) if using a third-party background check provider.

Frequently Asked Questions

Free Job Offer Letter Template (2026) — Employment Offer | FormDraft | FormDraft