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Job Offer Letter Template: Terms, Pay and How to Accept

A job offer letter tells the candidate they have the job and sets out the terms they are saying yes to: title, manager, start date, place, pay, benefits, hours and any conditions, with a clear way and deadline to accept. It is warm, because they may have other offers, and exact, because what it says is what they will hold you to; the full contract follows it.

Get these right before you write

  1. 1Put the terms in a table so the candidate can check them at a glance.
  2. 2State the salary per year and how often it is paid.
  3. 3Give a real deadline to accept, usually three to five working days.
  4. 4Have HR or a lawyer check it against local employment law before it goes out.

Structure

The document opens with these headings and blanks.

Offer of employment
Dear [name],
[We are delighted to offer you the role of [title] at [company].]
Role | [title], [team] |
Reports to | [manager] |
Start date | [date] |
Location | [office / remote] |
Salary | [amount, per year, paid monthly] |
Benefits | [summary] |
Hours | [hours] |
##Conditions
[References, right to work, probation.]
##To accept
[How, and by when.]
[Warm close; full contract to follow.]
[Name, title]

A complete example

Written by the AI from this brief, exactly as the workbench would write yours:

An offer letter from Maya Goldberg, head of people at Forkful, a food delivery start-up, to Luis Ortega for the role of data analyst in the growth team, reporting to Aiko Tanaka; start date Monday 1 March 2027; hybrid, three days a week in the Austin office; salary $92,000 a year paid twice a month; health, dental and vision insurance, 20 days of paid leave plus public holidays, a $1,000 yearly learning budget; no bonus or equity; 40 hours a week; conditional on two references and proof of the right to work in the US; 90-day probation; accept by replying to maya@example.com by Friday 12 February 2027; the full contract follows on acceptance.

Offer of Employment: Data Analyst, Growth Team

Dear Luis,

Thank you for the time and energy you put into our conversations over the past few weeks. Everyone who met you came away impressed, and we are delighted to offer you the role of Data Analyst at Forkful. We think you will be a great addition to the team, and we hope you will join us.

The details of the offer are set out below.

The Role
Job title Data Analyst
Team Growth
Reports to Aiko Tanaka
Start date Monday 1 March 2027
Working hours 40 hours a week, full time
Location Hybrid: three days a week in our Austin office, with the remaining days worked remotely

Pay

  • Salary: $92,000 a year
  • Pay frequency: paid twice a month
  • Bonus and equity: this role does not include a bonus or an equity award

Benefits

As a Forkful employee you will receive:

  • Health, dental and vision insurance
  • 20 days of paid leave a year, plus public holidays
  • A $1,000 yearly learning budget for courses, books, conferences and other development

Full details of each benefit will be included with your contract.

Conditions of the Offer

This offer is conditional on the following:

  1. References: two satisfactory references
  2. Right to work: proof of your right to work in the United States, to be provided before your start date
  3. Probation: a 90-day probationary period beginning on your first day

How to Accept

To accept this offer, please reply to maya@example.com by Friday 12 February 2027. A short reply confirming your acceptance is all we need.

Once we have your acceptance, we will send your full employment contract, which will set out the complete terms of your employment and will take precedence over this letter.

Questions

If anything here is unclear, or if you would like to talk through any part of the offer before deciding, please contact me directly at maya@example.com. I am happy to help.

We are genuinely excited about the prospect of you joining Forkful and the Growth team, and we look forward to hearing from you.

Warm regards,

Maya Goldberg Head of People Forkful

Names, figures and dates in the example are made up for illustration.

How it works

  1. 1Open the template: a document with the skeleton and the brief appears.
  2. 2Add one line about your case to the brief, or attach your notes as sources, and press First draft.
  3. 3Edit directly, or ask the AI to tighten, expand or translate any passage; every AI change is reviewed before it lands.
✨ Write one from this template

Questions

Can I use the example as it is?
The example shows the shape and tone; its names and figures are made up. Open the template and give the AI your own facts, and it writes yours in the same shape.
Does it work in English and Chinese?
Yes. The document is written in the language of your brief, and any passage can be translated afterwards.
Is it free?
Writing is billed by the tokens used, usually a few credits per draft; the template, the skeleton and the editor cost nothing.

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