5 Job Offer Letter Templates & Examples for Hiring Managers

Once you have decided on the most appropriate candidate to fill a position, you’ll contact that person verbally to let them know of your decision. In some cases, you may also contact them by email or in writing. Either way, this offer should be followed by a formal job offer letter that confirms the offer's details.  

Below, we’ll explain how to write a job offer letter.

When you are sending a formal job offer letter, a few things must be included. There is no standardized, across-the-board format. You can put these elements in whatever order you need to, depending on the company and position.

1. Company Logo

You want to make sure that the candidate knows that your offer is legitimate, so you want to make sure that you use a letterhead with the company logo. This will ensure that they are more likely to read the letter and take it seriously.

2. Date/Contact Details

Be sure to include the date you are writing the letter and the contact details for the candidate.

3. Opening Line

Depending on your company culture, the opening line can be formal or casual.

4. Details about the Job

This is where you will include the job title, start date, employment status (full time or part-time), supervisor/manager name, office address, and duties/responsibilities of the job.

5. Salary

Explain how much the candidate will be making per year/month/hour, how often pay is issued, and how pay is issued. If there is a possibility of bonuses, make sure to include that as well.

6. Benefits

In this section, you will summarize the key benefits, such as flexible work hours, 401(k) plans, insurance, paid time off, etc.

7. At-Will Employment Status

This is where you will explain that both the company and the employee have the right to terminate employment for any reason. You may consider consulting with an attorney regarding this to avoid issues in the future.

8. Expiration Date

If you have a deadline for when you need an answer from the candidate, this is where you will include that. Make sure to give them at least 1 week. If you put a time limit on it, you can find other candidates if this one declines the offer.

9. Closing Line

As you close the letter, be sure to provide details for how the candidate can reach you if they have questions about the offer.

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Below, we will discuss 5 types of job offer letters. There will also be a job offer template following each one to help you with writing your letter.

General Job Offer

If you want a simple job offer letter, this is the template that you need. This will allow you to email your candidate to officially offer them a position. Of course, you can customize it as needed and include the details that you think your candidate might need to know before they make a decision.

Example

Dear (name),

(Company) is pleased to offer you the (full/part time) position of (title). Your anticipated start date, contingent upon your (drug screen/background check/etc) will be (date).

As the (title), you will be responsible for (job responsibilities/expectations).

Your direct supervisor will be (supervisor name) at (department). Your working hours are (hours/days).

The starting salary of this position is ($xxxxx) per (hour/year/etc). Payment is on a (weekly/monthly/biweekly/etc) basis. You will be paid via paycheck/direct deposit, starting on (date of first pay period). Additionally, you are eligible for (additional compensation).

(Company) has a comprehensive benefits program, including (paid time off, medical insurance, 401(k), etc).

Your employment with (company) will be on an at-will basis, meaning you or the company may terminate employment at any time with or without cause and/or advance notice. This letter is not a contract indicating terms or duration of employment.

Please confirm you accept by signing and returning this letter by (date).

Sincerely,

(Signature)

(Printed Name/Title)

Formal Job Offer

This template should be used when the company is offering full-time employment to its ideal candidate. This letter will cover the essential terms of the employment offer.

Example

Dear (name),

We are pleased to offer you the position of (title) with (company). Please review the terms and conditions of your anticipated employment with us.

If you accept, your start date will be (date). You would report to (supervisor name).

If you do accept, we would like to have your response by (date). If you have any questions/concerns, please contact me or (supervisor) via phone or email at (contact info).

We look forward to you joining our team.

Sincerely,

(Signature)

(Printed Name)

Informal Job Offer

This job offer letter allows your candidate to acknowledge the offer via email. It’s just as official but doesn’t provide as much information as the formal job offer letter.

Job offer letters sent via email are typically less formal and cover only the most basic parts of the offer. It's usually a precursor to the full offer letter. Email offer letters usually include salary, an outline of benefits, and tell them their next steps.

Example

Dear (name),

We are pleased to inform you that we are offering you the position as (role) at (company). We believe that your skills and experience will be a valuable asset to us.

If you’re willing to accept this offer, you will be eligible for the following:

• Annual gross salary of $xxxxx, paid in (monthly/semi-monthly) installments via (check/direct deposit)
• Up to (percentage) of your annual gross salary will be given as a performance bonus
• Standard benefits include:

               - (#) vacation days annually

               - (#) sick leave days annually

               - Medical/dental insurance

               - 401(k)/retirement plan

               - Flexible working hours

               - Tuition reimbursement for career development courses

               - Child care

               - (other benefits)

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If you wish to accept, sign and date this letter below and mail/email us back by (date).

Your start date will be (date). Your supervisor will be (name). We are excited to welcome you to the team. If you have any questions/concerns, please feel free to call (recruiter).

Sincerely

(Signature)

(Printed Name)

Part-time to Full-time Job Offer

If you have a part-time employee that you’ve decided to offer a full-time position to, this is the template you should use. Of course, before you send the letter, make sure to discuss it with the employee to find out if they are interested. Then, you can email them or send them a letter with the details.

Example

Dear (Name),

We are pleased to announce that we are offering to change your employment status from part time to full time as of (date).

If you accept this offer, please see the terms/conditions of your new employment contract:

• Position: you will be working as (title) and reporting to (department supervisor)  
• Working hours: ex. Mon to Fri, 8 am to 5 pm, with a 1-hour lunch break  
• Compensation: your annual gross salary will be $xxxxx
• Bonus: mention bonus options if applicable  
• Benefits: mention benefits offered to full-time employees in this section

If you accept, please sign/date this letter below and send it back to us by (date). If you have any questions, please contact the HR department or your supervisor.

Sincerely,

Signature

Printed Name

Internal Job Offer

Many companies prefer to promote from within and offer a new opening to a current employee before advertising to the public. Though they are already employees, you will still need to send them a job offer letter to make the promotion official.  

The offer should come after a discussion about the position and a verbal agreement to make sure the promotion aligns with the employee's career goals.

Example

Dear (name),

We want to congratulate you on your promotion to (position) with the (department) at (company).

(Company) will start your salary at (dollar) per (hour/year/etc). Paychecks are distributed (weekly/biweekly/monthly/etc), starting on (date).

Since this is a new position in the company, you’ll be required to complete a (week/month/etc) of training with (department) (manager/supervisor/etc).

(Company) looks forward to continuing this positive working relationship with you and if you have any questions or concerns, reach out to HR and contact us directly.

Sincerely,

(Signature)

(Printed Name)

(Title)

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The hiring process can be quite tedious and time-consuming and, once you find your ideal candidate, you'll need to send an offer letter to them. As you can see, certain details should be included in your job offer. Also, we've provided you with some job offer letter descriptions and templates.

Always remember that Advantis Global is more than happy to handle the recruiting process for you.