Job offer letter template
Reviewed Sep 27, 2026 State rules cited to official sources How we verify
Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use
An offer letter is a short letter from an employer to a chosen candidate that confirms the job, start date, pay and main conditions, and asks the candidate to accept in writing by a set date. Free, no sign-up.
Fill in the job offer letter
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Your job offer letter is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file. The next document in this process is the new hire paperwork checklist.
About this template
Many states set how often wages are paid; the U.S. Department of Labor keeps a table of state payday requirements.
A clear job offer letter: the position, start date, pay and pay schedule, the conditions of the offer, a statement on how the employment can end (at will in most states, good cause after probation in Montana) and a line to accept. Pick your state to see its minimum wage and payday rules while you write.
An offer letter confirms the main terms of a job in writing before the first day: the title, who the person reports to, the start date, pay and how often it is paid, any conditions such as a background check, and how to accept. A clear letter avoids the most common first-week misunderstandings about pay and hours.
Pick your state above: the preview shows notes on the minimum wage and pay-frequency rules to check against the pay you offer. Fill in the fields and download the letter as .docx or .pdf. Nothing you type leaves your browser.
The full job offer letter text
This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Include state-rule notes for you" under Options to add them to the preview and the download.
Offer of Employment
Dear [Candidate name],
We are pleased to offer you the position of [Job title] at [Company name]. You will report to [Reports to], and your first day will be [Start date].
Position
- Job title: [Job title]
- Employment type: [Employment type]
- Work location: [Work location]
- Expected schedule: [Expected schedule]
- Overtime status: [Overtime status]
Pay and benefits
- Pay: [Pay], less applicable tax withholdings
- Paydays: [How often you pay]
- Benefits: [Benefits]
- Paid time off: [Paid time off]
[Note for you: Choose your state above to see its rule on the minimum wage, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on how often wages are paid, or check it with your state labor office before you send this.]
California only: [Note for you, delete before sending: California Labor Code § 2810.5 requires a written wage notice at the time of hiring, in the language you normally use for employment matters with the employee, for employees who are not exempt from overtime. Give it in addition to this letter; the Labor Commissioner publishes a template notice on dir.ca.gov.] (official source)
New York only: [Note for you, delete before sending: New York Labor Law § 195(1) requires written notice of the pay rate and payday to each new hire. The New York State Department of Labor publishes forms LS 54 to LS 59 for this notice, one for each type of pay; give the matching form in addition to this letter and keep the employee's signed acknowledgement.] (official source)
[Note for you, delete before sending: if you mark the job as exempt, check the duties and salary tests first. The U.S. Department of Labor says: 'Job titles do not determine exempt status.'] (official source)
Conditions of this offer
This offer is contingent on [Conditions of the offer].
On your first day, please bring documents that show your identity and authorization to work in the United States. The list of acceptable documents is on Form I-9. (official source)
Employment relationship
All states except Montana: Your employment with [Company name] is at will. This means that you or the company may end the employment relationship at any time, with or without cause or advance notice. This letter is not a contract of employment for any particular period.
Montana only: Your employment begins with a probationary period of [Probationary period].
Montana only: During the probationary period, you or the company may end the employment on notice to the other, for any reason or for no reason. (official source)
Montana only: After you complete the company's probationary period, [Company name] will end your employment only for good cause, as Montana law provides. You may resign at any time. This letter is not a contract of employment for any particular period. (official source)
Montana only: [Note for you, delete before sending: Montana Code Annotated § 39-2-904(1)(b), part of the Wrongful Discharge from Employment Act, makes a discharge wrongful when it was not for good cause and the employee had completed the employer's probationary period. Do not use with-or-without-cause wording for a Montana employee. Set the probationary period in writing and check its length with the Montana Department of Labor and Industry or an employment lawyer.] (official source)
[Note for you: Choose your state above to see its rule on at-will employment and its exceptions, or check it with your state labor office before you send this.]
Next steps
To accept this offer, please sign below and return a copy by [Reply by]. If you have any questions, contact [Your name (signing the letter)].
We look forward to working with you.
Sincerely,
[Your name (signing the letter)], [Your job title], [Company name]
Acceptance
I accept this offer on the terms described above.
______________________ Date: __________
Candidate signature ([Candidate name])
How to use this template
- Agree the terms verbally first, then send the letter so it confirms what was already discussed.
- Pick your state and read the notes on minimum wage and pay frequency before you fill in the pay line.
- Keep the letter short: position, start date, pay, pay schedule, conditions and how to accept. Details belong in your handbook or policies.
- List any conditions (such as a reference or background check) in the letter, so the offer does not look final before they are met.
- Give a clear reply date, and keep the signed copy in the new hire's file.
- Once the offer is accepted, move on to the onboarding checklist and the new hire paperwork.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Hourly, part-time: We are pleased to offer you the position of Barista at Corner Cup Coffee. You will report to Maria Chen, Store Manager, and your first day will be March 4. Pay: $17.00 per hour, paid every two weeks. Expected schedule: about 25 hours a week, including weekends.
- Salaried, full-time: We are pleased to offer you the position of Office Manager at Ridgeway Plumbing. You will report to Sam Ortiz, Owner, and your first day will be June 2. Pay: $54,000 per year, paid twice a month.
- Conditions: This offer is contingent on a satisfactory check of two professional references and a valid driver's license, as the role includes driving the company van.
Rules for this document in your state
The minimum wageChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
How often wages are paidChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
At-will employment and its exceptionsChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Every state's rule, side by side, is in the state rulebooks.
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Questions people ask
What is an offer letter?
An offer letter is a short letter from an employer to a chosen candidate that confirms the job, start date, pay and main conditions, and asks the candidate to accept in writing by a set date.
What is included in a job offer letter?
The job title, who the person reports to, the start date and location, full-time or part-time status, overtime status, pay and how often it is paid, benefits and paid time off if any, conditions of the offer, a statement on how either side can end the employment, and a signature line to accept.
What does at-will mean in an offer letter?
An at-will statement says that either side can end the employment at any time, with or without cause or notice. How at-will employment applies, and its exceptions, depend on your state. In Montana, the Wrongful Discharge from Employment Act requires good cause for a discharge after the employer's probationary period, so the letter uses different wording when you pick Montana. For other states, pick your state on this page to see the note, or ask your state labor office. Keep the rest of the letter consistent, for example by not promising a job for a fixed period.
Should the offer letter say how often employees are paid?
Yes, it helps. Many states set how often wages are paid. The U.S. Department of Labor keeps a table of state payday requirements; pick your state on this page to see the note while you write.
What happens after the candidate accepts?
Start the paperwork and onboarding: the work-authorization form, tax withholding forms, new hire reporting and the first-day plan. The new hire paperwork checklist lists each form with its official source.
Check the sales you need before you hire: break-even point calculator
Sources (8)
- U.S. Department of Labor: State minimum wage laws
- U.S. Department of Labor: State payday requirements
- U.S. Department of Labor: Fact Sheet #17G, Salary basis requirement
- USCIS: Form I-9, Employment Eligibility Verification
- U.S. Department of Labor: State labor offices
- Montana Code Annotated § 39-2-904: Elements of wrongful discharge
- California Labor Code § 2810.5: Written notice to employees at hiring
- New York State Department of Labor: Notice of pay rate (forms LS 54 to LS 59)
General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error