How to write a job offer letter (with a free template)

Published 26 September 2026 · Hiring and HR letters

An offer letter turns a verbal "we'd love to have you" into something the candidate can accept. It should be short, clear and consistent with the contract and policies that follow it.

What to include

1. The role. Job title, who they report to, and whether the job is full-time or part-time.
2. Where they will work. Office, hybrid or remote. If remote, say whether they must live in a particular country or state, which affects tax and employment law.
3. Start date. A specific date, or "on a date to be agreed" if it depends on a notice period.
4. Pay. Base salary or hourly rate, the pay period, and whether the role is exempt from overtime where that applies.
5. Variable pay. Bonus target and whether it is discretionary. Equity: number of options or units, vesting schedule and cliff, and that the grant is subject to board approval and the plan documents.
6. Benefits and time off. A short list, pointing to the plan documents rather than restating them.
7. Conditions. Background checks, references, right-to-work checks, signing a confidentiality and invention assignment agreement.
8. How to accept, and by when. An expiry date keeps the process moving.

Wording that causes problems later

• Annual salary described as a guarantee. "Your salary will be $90,000 per year" can be read as a promise of a year's employment. Stating the pay period avoids that.
• "Permanent position" or "job security". In the US these can undermine at-will employment. Outside the US, the letter should mention notice and the full contract.
• Equity promises without conditions. Always make grants subject to approval and the plan.
• Terms that conflict with the employment contract. If a contract follows, say which document prevails.

Restrictive covenants

If the job comes with a non-compete or non-solicitation restriction, mention it in the offer letter. Several US states require candidates to be told before they accept, and some ban non-competes for employees altogether.

Write it once, reuse it for every hire

The free offer letter template already handles remote or office wording, optional bonus and equity, a benefits list and conditions. Open it in Clausery, answer the questions for each candidate and download a finished Word letter. Candidate details stay on your computer. For interns, use the internship offer letter.

General information, not legal advice. Employment law varies by country and state.

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