Job Offer Letter — Free Offer Letter Template & Generator
A job offer letter puts the key terms of a new job in writing so the candidate knows exactly what they're agreeing to. Answer the questions below and your offer letter fills itself in as you type, ready to sign and send.
Your details
No account needed. Your letter updates as you type.
Live preview
Free to preview[Company name]
October 15, 2026
[Candidate's full name]
Re: Offer of employment — [Job title]
Dear [Candidate's full name],
On behalf of [Company name], I am pleased to offer you the position of [Job title]. We enjoyed getting to know you during the interview process, and we believe you will be a great addition to the team.
The main terms of this offer are:
Position: [Job title]
Type of role: [Type of role]
Start date: [Start date]
Compensation: [Pay]
Work location: [Where the person will work]
This letter summarizes the key terms of our offer. It is not a contract for any fixed period of time, and your work with us will also be governed by our company policies and any separate written agreement we both sign.
To accept this offer, please sign below and return a copy to me by [Date to accept by]. If you have any questions, please contact me directly.
We look forward to welcoming you to the team.
Sincerely,
[Your name (the person signing)]
[Your job title]
[Company name]
Accepted by: ______________________________
Date: ______________________________
- Clean PDF + editable Word (.docx)
- No watermark, print-ready on US Letter
- Download link emailed to you
One-time payment, secure checkout by Stripe. FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.
Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Confirm the terms internally
Before writing anything, agree on the title, pay, start date, location and benefits with whoever approves hiring. An offer letter that has to be corrected after it's sent looks careless and can unsettle a new hire.
Fill in the letter
Answer the questions above. Be specific about pay and how often it's paid, and list any conditions, such as a background check, so they aren't a surprise later.
Keep promises out of it
Avoid words that suggest a fixed length of employment, like permanent or job for life, unless that's truly what you intend. Many US jobs are at-will, but rules vary by state and contract.
Have important offers reviewed
For senior hires, offers with equity, commission plans, relocation or non-compete terms, or anything unusual, have the letter reviewed by HR or someone with employment law knowledge before sending.
Send it and set a deadline
Email the signed letter or send it through your hiring system, give the candidate a reasonable deadline, and keep a copy of the signed acceptance in their personnel file.
What if the candidate wants to negotiate or doesn't respond?
Negotiation is normal. If the candidate comes back asking for higher pay, a later start date or more flexibility, decide what you can change and send a revised letter rather than agreeing to changes only by phone. The final signed letter should match what you both agreed.
If the deadline passes with no reply, a short, friendly follow-up is usually enough. Ask whether they need more time or have questions. If you still don't hear back, you can withdraw the offer in writing and move on to another candidate.
If the candidate accepts and later changes their mind, or you need to withdraw an offer after acceptance, handle it in writing and promptly. Withdrawing an accepted offer can create problems, especially if the person has already resigned elsewhere, so get legal help first in that situation.
Example job offer letter
A filled-in sample with made-up details, so you can see the finished result.
Halvorsen Foods, Inc.
October 5, 2026
Aisha Romero
Re: Offer of employment — Marketing Coordinator
Dear Aisha Romero,
On behalf of Halvorsen Foods, Inc., I am pleased to offer you the position of Marketing Coordinator. We enjoyed getting to know you during the interview process, and we believe you will be a great addition to the team.
The main terms of this offer are:
Position: Marketing Coordinator
Type of role: Full-time
Start date: November 2, 2026
Compensation: $62,000 per year, paid every two weeks
Work location: Our Denver office at 1200 Larimer St, with up to two remote days per week
You will report to Jordan Ellis, Director of Marketing. You will be eligible for our health, dental and vision plans starting on the first day of the month after you join, and you will receive 15 days of paid time off per year. This offer depends on a satisfactory background check and verification of your eligibility to work in the United States.
This letter summarizes the key terms of our offer. It is not a contract for any fixed period of time, and your work with us will also be governed by our company policies and any separate written agreement we both sign.
To accept this offer, please sign below and return a copy to me by October 12, 2026. If you have any questions, please contact me directly.
We look forward to welcoming you to the team.
Sincerely,
Jordan Ellis
Director of Marketing
Halvorsen Foods, Inc.
Accepted by: ______________________________
Date: ______________________________
Frequently asked questions
What should a job offer letter include?
The job title, start date, pay and pay frequency, whether the role is full-time or part-time, where the person will work, who they report to, key benefits, any conditions such as a background check, and a deadline to accept. A signature line for the candidate makes acceptance clear.
Is a job offer letter legally binding?
It depends on the wording and where you are. Many offer letters state that they aren't a contract for a fixed period, but a letter that promises specific terms can still create obligations. Rules vary by state, so have important or unusual offers reviewed before sending.
Should an offer letter mention at-will employment?
Many US employers include a short at-will statement, meaning either side can end the employment at any time. Not every state treats this the same way, and some roles are covered by contracts or union agreements. Check your state's rules and your own policies before adding one.
How long should a candidate have to accept?
Common practice is a few business days to a week. Very short deadlines can feel like pressure and may put off strong candidates, while very long ones risk losing your second choice. Pick a date that fits your hiring timeline and say it clearly.
What's the difference between an offer letter and an employment contract?
An offer letter usually summarizes the main terms and invites acceptance. An employment contract is typically longer and sets out detailed rights and obligations, such as a fixed term, notice periods or restrictions after leaving. Some employers send both.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.