When to use this letter
Send a job offer letter after you’ve verbally offered someone a job and they’re interested. It puts the key terms in writing so there are no surprises on the first day, and gives the candidate a clear way to accept.
It’s written for small businesses hiring US employees. For contractors, use a contractor agreement instead.
How to fill it out
| Part | What to write |
|---|---|
| Company details | Your company name and address. On letterhead if you have it. |
| Candidate | Their full name and mailing address. |
| Opening | The job title and one specific reason you’re excited to hire them. |
| Start date | The first day of work. |
| Reports to | Their manager’s name and title. |
| Status | Full-time or part-time, and exempt or non-exempt from overtime. |
| Work location | Office address, remote or hybrid. |
| Pay | Salary per year or hourly rate, and how often they’re paid. |
| Benefits | A short list: health insurance, retirement plan, paid time off and so on. |
| Contingencies | Anything the offer depends on, such as a background check or proof of eligibility to work in the US. |
| At-will statement | That either side can end the employment at any time. |
| Deadline | The date you need a signed acceptance by. |
Filled-in example
Dear Alex Rivera,
We’re pleased to offer you the position of Office Manager at Greenway Dental. We were impressed by how you reorganized scheduling at your last practice, and we think you’ll be a great addition to the team.
- Start date: Monday, December 1, 2026
- Reports to: Dr. Hannah Lee, Practice Owner
- Status: Full-time, non-exempt
- Work location: 455 Main Street, Suite 200, Raleigh, NC 27601
- Pay: $24.00 per hour, paid biweekly
- Benefits: Health and dental insurance, 401(k) with a 3% match, 10 days of paid time off
This offer is contingent on a background check and proof of eligibility to work in the United States.
To accept, please sign and return this letter by Friday, November 14, 2026.
Common mistakes to avoid
- Promising job security. Phrases like “permanent position” or “long-term career” can undercut at-will employment. Stick to facts.
- Misclassifying the role. Whether a job is exempt from overtime depends on its duties and pay, not just the title. Check the Department of Labor’s rules.
- Leaving out contingencies. If the offer depends on a background check, say so up front.
- No acceptance deadline. Without one, the offer can sit open indefinitely.
Frequently asked questions
Is a job offer letter a contract?
It can be read as one if it promises guaranteed employment or specific terms. Including an at-will statement and avoiding promises about job length reduces that risk.
Should salary be stated per year or per paycheck?
State it the way you’ll pay it: per year for salaried roles, per hour for hourly roles. You can add the per-paycheck amount too.
Can I withdraw an offer after it’s accepted?
Often yes in an at-will state, but it can create legal risk, especially if the candidate already quit another job. Talk to an employment attorney first.
What should I send with the offer letter?
Usually a benefits summary and any first-day instructions. New-hire paperwork like the W-4 and I-9 is often completed on or before the first day.