Offer letter template — clean, customizable, no legal jargon
Also known as: Job offer letter template, Employment offer template, Free offer letter, Offer of employment letter
A free, ready-to-customize job offer letter template covering the eight things every offer needs to specify — position, start date, compensation, working hours, location, reporting line, contingencies, and acceptance deadline. Designed to be sent before the formal employment contract is drafted, so the candidate has clarity without the legal weight of a contract.
An offer letter is the bridge between a verbal job offer and a signed employment contract. The legal weight is intentionally lighter than the contract — it spells out the headline terms so the candidate can accept or decline with full information, but it does not replace the formal contract that follows. Done well, it removes ambiguity. Done poorly, it creates disputes when the contract terms differ from what the candidate thought they were accepting.
HEADER
[Company Letterhead — company name, logo, address, contact info] [Date — YYYY-MM-DD] [Candidate Full Name] [Candidate Address] Dear [Candidate First Name],
OPENING
It is my pleasure to extend an offer of employment to you for the position of [JOB TITLE] at [COMPANY LEGAL NAME] ("the Company"). After meeting with you, we are excited about your skills and look forward to having you join the team. The details of this offer are set out below.1. POSITION AND REPORTING LINE
Position: [JOB TITLE] Department / team: [TEAM NAME] Reporting to: [MANAGER NAME], [MANAGER TITLE] Direct reports (if any): [NONE / NAMES OR ROLES] Employment type: [Full-time / Part-time at X hours per week]
2. START DATE
Anticipated start date: [YYYY-MM-DD] This start date is conditional on the contingencies listed in Section 7 below. If those contingencies are not satisfied by [DATE], the start date will be rescheduled or this offer may be withdrawn.
3. COMPENSATION
Base salary: [AMOUNT] [CURRENCY] per [year / month], paid [monthly / bi-weekly] on the [DATE] of each pay period. Bonus eligibility: [Eligible for the Company's [annual / quarterly] performance bonus program, with a target of [X]% of base salary. Bonus is discretionary and subject to Company and individual performance. / Not eligible for bonus.] Equity: [Eligible for [NUMBER] stock options / RSUs vesting over [X] years with a [Y]-month cliff, subject to the Company's equity plan and board approval. / Not applicable for this position.] Sign-on bonus: [AMOUNT, payable on [DATE / FIRST PAYCHECK], subject to a [X]-month repayment clause if you leave voluntarily within that period. / Not applicable.] Statutory deductions (income tax, pension, social-security contributions where applicable) will be applied to all compensation in accordance with local law.
4. WORKING HOURS AND LOCATION
Standard working hours: [40] hours per week, typically [Monday–Friday], from [09:00] to [18:00] local time, with [a one-hour unpaid lunch break]. Work location: [COMPANY OFFICE ADDRESS] / [Hybrid — X days in-office, Y days remote per week] / [Fully remote from your registered home address]. Travel: [Occasional travel may be required, not expected to exceed X days per month / No regular travel expected.]
5. PROBATIONARY PERIOD
The first [3 / 6] months of employment will constitute a probationary period. During this period, either party may terminate this employment with [shorter notice as specified in the formal contract / number of days notice]. Following successful completion of probation, standard notice periods will apply. [Optional, for jurisdictions where statutory cap applies: This probationary period complies with the [Georgian Labor Code Article 9 / local equivalent] cap of 6 months.]
6. ANNUAL LEAVE AND BENEFITS
Annual leave: [24 / X] working days of paid annual leave per year, accruing from your start date. Health and other benefits: [Eligible for the Company's health, dental, and life insurance plans, with the Company covering [X]% of the premium / per the Company's benefits policy.] Retirement / pension: [Eligible for the Company's pension matching program / per statutory pension contribution rules in your jurisdiction.] Other benefits: [Equipment stipend, learning and development budget, parental leave, etc. — list the ones that apply.] The detailed terms of all benefits are set out in the Employee Handbook, which will be provided to you on your first day.
7. CONTINGENCIES
This offer is conditional on: - Confirmation of your legal right to work in [COUNTRY] - Satisfactory completion of background and reference checks - Signing of the formal employment contract and any related agreements (NDA, IP assignment, etc.) on or before your start date - [Any other specific contingencies for this role — e.g., professional license verification, drug test, security clearance]
8. ACCEPTANCE
To accept this offer, please sign and return this letter by [DATE]. If we do not receive your signed acceptance by that date, this offer will lapse. We look forward to having you join the team. If you have any questions or want to discuss any terms, please reach out to me directly at [CONTACT EMAIL / PHONE].
SIGNATURES
For [COMPANY LEGAL NAME]: [Authorized signatory name] [Title] Signature: _________________ Date: [YYYY-MM-DD] Accepted by: [Candidate name] Signature: _________________ Date: [YYYY-MM-DD]
When to use this template
- After the verbal offer is accepted, before the formal employment contract is drafted
- For any salaried or hourly position where the candidate needs written terms to resign from a current role
- For internal promotions or transfers — same template, populate fewer fields
- For contractor-to-employee conversions — clarifies the transition terms in advance of the new contract
The eight headline terms an offer letter must specify
- Position and reporting line — exact job title, manager name, team
- Start date — specific calendar date, with a fallback if conditional on background check etc.
- Compensation — base salary, frequency, bonus structure, equity if applicable
- Working hours and location — standard hours, hybrid/remote/onsite mix, office address if applicable
- Probationary period — duration and what it means (if applicable in jurisdiction)
- Annual leave and benefits — high-level summary, with reference to the handbook for detail
- Contingencies — background check, reference check, work authorization confirmation
- Acceptance deadline — date by which the candidate must respond
Offer letter vs employment contract
An offer letter is a written summary of the headline terms; the employment contract is the binding legal document. The offer letter typically references the contract that will follow ("This offer is conditional on signing the formal employment contract attached"). Where the offer letter and contract diverge, the contract controls — but a well-written offer letter eliminates most divergences in advance by spelling out the terms the contract will codify.
Customization notes
- Section 2 start date: leave a buffer of at least 2-3 weeks from offer date for the candidate to give notice at their current role. Senior roles often need 4-6 weeks.
- Section 3 compensation: be specific about currency, frequency, and whether bonuses are discretionary. Vague language ("competitive compensation", "industry-standard bonus") creates disputes later.
- Section 5 probation: where statutory caps apply (e.g., Georgian Labor Code Article 9 = 6 months max), do not exceed them. Default to 3 months for most roles; 6 months only for senior positions where the evaluation period genuinely needs the extra time.
- Section 7 contingencies: list only the contingencies you will actually verify. Listing a drug test you never administer creates uncertainty about whether the offer was firm.
- Section 8 acceptance deadline: 7-10 days is standard. Shorter creates pressure that can backfire; longer leaves the role open too long.
- For senior hires: add a section covering severance, change-of-control, and IP carve-out clauses upfront so they are not surprises in the formal contract.
Frequently asked questions
- Is an offer letter the same as an employment contract?
- No. An offer letter is a summary of the headline terms; the employment contract is the binding legal document. The offer letter usually references the contract that follows — "this offer is conditional on signing the formal employment contract." Where they diverge, the contract controls, but a well-written offer letter prevents most divergences.
- Does the candidate have to accept by signing?
- Yes — written acceptance creates an enforceable record of agreement on the headline terms. Verbal acceptance is often sufficient legally but harder to prove. Standard practice: candidate signs and returns the offer letter, employer counter-signs, both sides keep a copy.
- What if I need to rescind the offer after sending it?
- Rescinding before the candidate has accepted is generally permitted (the offer was still open). Rescinding after acceptance creates legal exposure — the candidate may have resigned from a prior role in reliance on the offer. If you must rescind, do so in writing with a clear explanation, and consider compensation for any provable loss.
- Should I include compensation details in the offer letter?
- Yes — base salary, bonus eligibility, equity, and sign-on bonus should all be in writing. Vague language about compensation is the leading cause of offer-stage disputes. Some companies omit equity grant size at the offer stage and defer to a separate equity letter; that's fine if the headline compensation is clear.
- Can I include a non-compete clause in the offer letter?
- Better to leave non-compete and non-solicitation clauses for the formal employment contract or a separate restrictive-covenant agreement. The offer letter is the wrong vehicle — those clauses need full legal review and explicit candidate acknowledgement, which the offer letter format doesn't provide cleanly.