Fill in the details below to generate a ready-to-send offer letter, or scroll down for seven free offer letter templates you can copy and edit yourself.
An offer letter is the formal document that bridges a verbal offer and the start of employment. It sets out the essential terms — job title, compensation, start date, and any conditions — in writing so both parties are aligned before day one. A well-crafted offer letter does more than just communicate terms: it reinforces the candidate's decision to accept, reflects your company's professionalism, and reduces the risk of misunderstandings or last-minute renegotiation. A poorly written or delayed offer letter, on the other hand, gives candidates cold feet and time to consider competing offers. Use the free offer letter creator above to build one online in a couple of minutes, or follow the step-by-step below and write it yourself.
At minimum, every offer letter should cover these elements:
If you would rather write the letter yourself than generate one, this is the order to write it in. Each step maps to a paragraph, so a complete offer letter is six short paragraphs and a signature block — not a legal document.
Ready-to-copy offer letter templates for the situations that come up most. Replace everything in brackets, put it on your letterhead, and have the contingencies paragraph reviewed by an employment lawyer once before you reuse it. Every template can be copied to your clipboard or downloaded as a .txt file you can paste straight into Word or Google Docs.
Best for: Corporate environments, mid-to-large companies, and senior roles.
[Company Letterhead] [Date] [Candidate Full Name] [Candidate Address] Dear [Candidate Name], We are pleased to offer you the position of [Job Title] at [Company Name]. We were impressed by your experience and skills throughout the interview process, and we believe you will be a valuable addition to our team. Below are the details of your offer: Position: [Job Title] Department: [Department Name] Reporting To: [Manager Name], [Manager Title] Employment Type: [Full-time/Part-time], [Exempt/Non-exempt] Start Date: [Proposed Start Date] Work Location: [Office Address / Remote / Hybrid] Compensation: - Base Salary: $[Amount] per year, paid [bi-weekly/monthly] - Signing Bonus: $[Amount], payable within [timeframe] - Performance Bonus: Up to [X]% of base salary, based on [criteria] Benefits: - Health, dental, and vision insurance (eligible after [X] days) - [X] days of paid time off per year - [401(k)/retirement plan] with [X]% company match - [Additional benefits] This offer is contingent upon: - Successful completion of a background check - Verification of your eligibility to work in [country] - [Any additional contingencies] This letter is not intended to create a contract of employment for a definite period of time. Your employment with [Company Name] is at-will, meaning either you or the company may terminate the employment relationship at any time, with or without cause or notice. Please indicate your acceptance by signing below and returning this letter by [Response Deadline]. If you have any questions, please contact [HR Contact Name] at [email/phone]. We are excited to welcome you to the [Company Name] team! Sincerely, _______________________ [Hiring Manager Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Candidate Name] Date: _______________
Best for: Startups, small businesses, and informal company cultures.
Hi [First Name], Great news — we'd like to officially offer you the [Job Title] role at [Company Name]! The whole team is excited to bring you on board. Here's what we're proposing: Role: [Job Title] Team: [Team/Department] Manager: [Manager Name] Start Date: [Date] Location: [Remote / Office / Hybrid] Compensation: - Salary: $[Amount]/year - Equity: [X] stock options, vesting over [X] years with a 1-year cliff - Bonus: [Details, if applicable] Perks & Benefits: - [Health insurance details] - [X] days PTO + [X] company holidays - $[Amount] annual learning & development budget - [Other perks: equipment stipend, wellness benefit, etc.] A few logistics: - This offer is contingent on a clean background check and proof of work authorization - Employment is at-will for both sides - We'll send over the full employment agreement separately for your review We'd love to hear back by [Date]. If you need more time or want to chat through anything, just let me know — happy to hop on a call. We're pumped to have you join us, [First Name]! Cheers, [Your Name] [Title] [Company Name]
Best for: Hourly and part-time staff, where the schedule and benefit eligibility differ.
[Company Letterhead] [Date] Dear [Candidate Name], We are pleased to offer you the part-time position of [Job Title] at [Company Name]. Position details: - Title: [Job Title] - Reports to: [Manager Name, Title] - Schedule: [X] hours per week, [days/shift pattern] - Start date: [Date] - Location: [Office address / Remote / Hybrid] Compensation: - Hourly rate: $[Amount] per hour - Paid [weekly / biweekly / monthly] by [direct deposit / cheque] - Overtime is paid at [rate] for hours worked beyond [X] per week, where required by law Benefits: - [List any benefits available to part-time staff, or state clearly that part-time employees are not eligible for [benefit names]] - [PTO accrual, if any — state the accrual rate] Please note that your schedule may vary with business needs, and any change will be agreed with your manager in advance. This offer is contingent on [background check / proof of work authorization / reference checks]. Employment with [Company Name] is at-will, meaning either you or the company may end the employment relationship at any time, with or without cause or notice. Please sign and return this letter by [Date] to confirm your acceptance. Sincerely, _______________________ [Hiring Manager Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Candidate Name] Date: _______________
Best for: Paid or unpaid interns, with duration, mentor, and credit arrangements.
[Company Letterhead] [Date] Dear [Candidate Name], Congratulations — we would like to offer you the [Paid / Unpaid] [Season] Internship position of [Internship Title] at [Company Name]. Internship details: - Title: [Internship Title] - Team: [Department] - Mentor / supervisor: [Name, Title] - Duration: [Start Date] to [End Date] - Schedule: [X] hours per week - Location: [Office address / Remote / Hybrid] Compensation: - [Stipend of $[Amount] per [month / week] OR hourly rate of $[Amount] per hour] - [Academic credit arrangement, if applicable] - [Equipment, travel, or housing stipend, if applicable] What you will work on: - [Project or area 1] - [Project or area 2] - [Project or area 3] You will receive [mid-point and end-of-internship] feedback reviews. This internship does not guarantee an offer of full-time employment, though many of our interns do go on to join the team. This offer is contingent on [proof of enrollment / work authorization / background check]. Either party may end the internship at any time. Please confirm your acceptance by [Date]. Warm regards, _______________________ [Hiring Manager Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Candidate Name] Date: _______________
Best for: Independent contractors and freelancers — keeps the classification clear.
[Company Letterhead] [Date] Dear [Contractor Name], [Company Name] is pleased to engage you as an independent contractor for the role of [Contract Role]. Engagement details: - Scope of work: [Describe the deliverables and services] - Term: [Start Date] through [End Date], or until the deliverables are accepted - Point of contact: [Name, Title] - Location: [Remote / On-site as needed] Payment terms: - Rate: $[Amount] per [hour / day / project milestone] - Estimated total: $[Amount], not to exceed $[Cap] without written approval - Invoicing: submit invoices [monthly / on milestone completion] to [email] - Payment terms: net [15 / 30] days from invoice receipt Important terms of this engagement: - You are an independent contractor, not an employee. You are responsible for your own taxes, insurance, and any applicable business registrations. - You will not receive employee benefits, PTO, or payroll tax withholding. - You control how and when the work is performed, subject to the agreed deadlines. - [IP assignment clause — confirm who owns the work product] - [Confidentiality / NDA reference] Either party may terminate this engagement with [X] days' written notice. Work completed before termination will be invoiced and paid. Please sign below to confirm, and return by [Date]. A [W-9 / contractor agreement] will follow separately. Sincerely, _______________________ [Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Contractor Name] Date: _______________
Best for: Fully remote hires, covering work location, equipment, and time zones.
[Company Letterhead] [Date] Dear [Candidate Name], We are delighted to offer you the position of [Job Title] at [Company Name], working fully remotely from [Approved Country / State]. Position details: - Title: [Job Title] - Reports to: [Manager Name, Title] - Start date: [Date] - Employment type: Full-time, remote - Core hours: [e.g. 10:00-15:00 [Time Zone]] — the rest of your day is flexible Compensation: - Annual salary: $[Amount], paid [biweekly / monthly] - [Location-adjusted / location-independent] pay band: [Band name and range] - [Bonus / equity details] Remote work terms: - Your registered work location is [City, State/Country]. Let us know before relocating, as it can affect payroll, tax, and benefits eligibility. - Equipment: we provide [laptop, monitor, headset] and a $[Amount] home-office stipend. - Internet / phone reimbursement: $[Amount] per month. - Co-working allowance: $[Amount] per month, if you prefer not to work from home. - Travel: we meet in person [X] times a year; travel and accommodation are covered. Benefits: - [Health, dental, vision — note how these differ by country if relevant] - [X] days PTO plus [X] public holidays observed in your location - [Retirement / pension arrangement] This offer is contingent on proof of the right to work in [Country] and a clean background check. Employment is at-will where local law allows. Please confirm your acceptance by [Date]. Sincerely, _______________________ [Hiring Manager Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Candidate Name] Date: _______________
Best for: Quota-carrying roles, with OTE, accelerators, ramp, and clawback spelled out.
[Company Letterhead] [Date] Dear [Candidate Name], We are pleased to offer you the position of [Sales Role] at [Company Name]. Position details: - Title: [Sales Role] - Reports to: [Sales Manager Name, Title] - Territory / segment: [Region, vertical, or account list] - Start date: [Date] On-target earnings (OTE): $[Total] - Base salary: $[Amount] per year, paid [biweekly / monthly] - Variable commission: $[Amount] per year at 100% of quota Commission plan: - Annual quota: $[Amount] in [new ARR / closed-won revenue] - Commission rate: [X]% of [revenue type] up to quota - Accelerator: [X]% on every dollar above [100%] of quota - Payout schedule: [monthly / quarterly], in the [following] pay cycle after the deal [closes / is invoiced / is collected] - Ramp: quota is set at [X]% in month 1, [X]% in month 2, and full quota from month [X] - Clawback: commission on a deal that cancels or refunds within [X] days is recovered from a future payout Your full commission plan is attached and is reviewed [annually]. Commission is earned only on deals recognised under that plan. Benefits: - [Health, dental, vision] - [X] days PTO plus [X] company holidays - [Expense policy, travel, car allowance if applicable] This offer is contingent on [background check / references / work authorization]. Employment is at-will. Please confirm your acceptance by [Date]. Sincerely, _______________________ [Hiring Manager Name] [Title] [Company Name] ACCEPTED AND AGREED: _______________________ [Candidate Name] Date: _______________
These are the ones that actually cost companies hires:
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An offer letter is a formal written document from an employer to a candidate that outlines the terms of employment — including job title, start date, compensation, benefits, and any conditions of employment. It is typically sent after a verbal offer is accepted and before the employee starts work.
An offer letter is a summary of key employment terms and is generally less formal and legally binding than a full employment contract. An employment contract is a detailed legal agreement that may include non-compete clauses, IP assignment, dispute resolution, and specific termination terms. Many US employers use offer letters for at-will employment and reserve contracts for executives or specialized roles.
Legal requirements vary by jurisdiction, but best practice is to include: job title and description, start date, compensation (salary or hourly rate), pay frequency, benefits summary, employment type (full-time, part-time, at-will), any contingencies (background check, drug test, right to work verification), and an expiration date for the offer.
A compelling offer letter goes beyond listing terms. Open with a warm, genuine expression of excitement about the candidate joining the team. Briefly highlight what makes the role and company exciting. Present the full compensation package clearly — including equity, bonus potential, and benefits. Close with a clear next step and a named contact for questions.
Mostly, yes — the names differ by region. In the US the document is almost always called an offer letter. In India, Bangladesh, and much of South Asia the same document is commonly called an appointment letter or joining letter, and it is often treated as more binding than a US offer letter. In the UK you will more often see "written statement of employment particulars", which is a legal requirement rather than a courtesy. This generator produces the offer letter structure: role, start date, compensation, benefits, conditions, and a signature block. That structure works for all of them, but check your local labour law for anything that must be stated by law.
Yes. This offer letter maker runs entirely in your browser — fill in the candidate name, role, start date, compensation, and benefits, and it assembles the full letter for you. There is no account, no credit card, and no limit on how many letters you create. Your inputs are not stored on our servers.
Not directly. The tool gives you two options: copy the finished letter to your clipboard, or download it as a plain .txt file. Most employers want the letter on company letterhead anyway, so the usual workflow is to paste it into Google Docs or Word, apply your letterhead and signature block, then export to PDF from there.
Standard practice is 3–5 business days for most roles. For senior or executive positions, 5–7 business days is common. Giving less than 48 hours is considered high-pressure and can damage your employer brand. Set a reasonable deadline, but communicate that you are happy to answer questions during the decision period.
Yes, in most at-will employment jurisdictions, an employer can rescind an offer letter before the candidate starts work. However, doing so without strong cause (e.g., failed background check, material misrepresentation) can expose the company to legal risk — especially if the candidate has already resigned from another job. Always consult an employment attorney before rescinding an offer.
Negotiation is normal and expected. Decide in advance what your walk-away point is. Be prepared to explain your salary positioning (e.g., referencing market benchmarks). If you cannot move on base salary, consider other levers: signing bonus, earlier review date, additional PTO, or remote work flexibility. Always respond in a positive tone — a counter-offer means the candidate is genuinely interested.