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Re: Offer of Employment — [Job Title]
On behalf of [Company Name], I am pleased to offer you the position of [Job Title]. We were impressed by your experience and believe you will be a great addition to our team. The main terms of this offer are:
Job Title
Department
Reports To
Start Date
Pay
Status
Work Schedule / Location
Benefits
Contingencies
Your employment with [Company Name] is at will, which means either you or the company may end it at any time, with or without cause or notice. This letter is not a contract for a fixed term of employment.
To accept this offer, please sign and return this letter by [Response Deadline]. If you have any questions, contact me at [Phone / Email]. We look forward to welcoming you to the team!
I accept this offer of employment on the terms above.
Accepted by
Date
※ Not legal advice. At-will, pay transparency and offer rules vary by state (Montana is not at will).
How to fill out a Job Offer Letter
Free Job Offer Letter template
A job offer letter is how an employer formally offers a position to a candidate. It confirms the job title, start date, pay, schedule and benefits, explains any conditions such as a background check, and gives the candidate a place to sign and accept.
How to fill it out
Enter your company details and the candidate’s name and address.
Fill in the job title in the Re: line and the opening paragraph.
Complete the terms table: department, manager, start date, pay, status, schedule, benefits and contingencies.
Set a response deadline and your contact details in the closing paragraph.
Sign the letter, send it, and keep a copy of the signed acceptance.
Tips
State the pay the same way you run payroll (per year or per hour) and whether the job is exempt or non-exempt from overtime.
Keep at-will language and avoid promises such as “permanent” or “guaranteed” employment.
List contingencies (background check, I-9) so the offer can be withdrawn if they are not met.
Some states and cities require pay ranges or specific notices — check local rules.
Job Offer Letter example
Acme Supply Co. 123 Main St Springfield, IL 62701 (555) 123-4567 · acmesupply.example.com
John Davis 48 Elm St Springfield, IL 62704
Re: Offer of Employment — Inside Sales Representative
On behalf of Acme Supply Co., I am pleased to offer you the position of Inside Sales Representative. We were impressed by your customer service experience and believe you will be a great addition to our team. The main terms of this offer are:
Your employment with Acme Supply Co. is at will, which means either you or the company may end it at any time, with or without cause or notice. This letter is not a contract for a fixed term of employment.
To accept this offer, please sign and return this letter by October 23, 2026. If you have any questions, contact me at (555) 123-4567 or [email protected]. We look forward to welcoming you to the team!
Job Title
Inside Sales Representative
Department
Sales
Reports To
Jane Smith, Sales Manager
Start Date
November 2, 2026
Pay
$52,000 per year, paid biweekly
Status
Full-time, Exempt (salaried)
Work Schedule / Location
Monday–Friday, 8:30 a.m.–5:00 p.m., on-site at 123 Main St, Springfield, IL
Benefits
Medical and dental after 30 days, 401(k) with 4% match, 15 days PTO per year
Contingencies
Satisfactory reference check and Form I-9 employment eligibility verification
All names, companies and contact details are fictional. Click “Fill sample” above to put this example into the empty fields; click again to remove the parts you did not change.
FAQ
Is an offer letter a contract?
Usually it is not a contract for a fixed term, especially with at-will language, but what it promises can still matter. Keep it accurate and have counsel review unusual terms.
What should a job offer letter include?
Job title, start date, pay and pay frequency, full- or part-time and exempt status, manager, work location, benefits summary, contingencies and a response deadline.
Can I edit it in Word?
Yes. Fill it out in your browser, then choose Download → Word file (.docx) to keep editing.
