What is a Job Offer Letter Template?
A job offer letter template is a standardized document that employers use to officially extend employment offers to candidates. This reusable framework contains essential information about the position, compensation, and terms of employment while allowing for customization to fit specific roles and candidates.
Templates streamline the hiring workflow by providing a ready-to-use document that hiring managers can easily adapt as needed.
What Does the Job Offer Letter Template Include?
You may think an employment offer letter template is fairly standard—and to an extent it is. But presenting someone an offer of employment is a big deal and you don’t want to be ambiguous with the details.
Even if you’ve made a verbal offer to your candidate, you’ll want to follow it up with a written version that details the terms of employment. In order to establish proper expectations with your new hire, here are five items to include when you write a job offer.
1. Formal Offer
It might sound silly, but don’t forget to actually extend an offer for employment with your company. Clearly state that you’re offering the candidate a position, specify the exact job title, and express enthusiasm about welcoming them to the organization.
2. Key Details of Job Description
To ensure everyone’s on the same page, list the main responsibilities associated with the job position. Is it a full-time or part-time position? Do you have immediate goals the new hire is expected to accomplish? Also, include the name and title of the direct manager or supervisor.
3. Total Compensation
The offer letter should list the new employee’s total compensation, including their starting salary and benefits such as health insurance, paid time off, and 401k. If applicable, detail information regarding commission, stock options, or bonus eligibility. Also spell out any specifics you negotiated like a company car, cell phone, or extra vacation days.
4. Terms and Conditions
Include important legal terms such as at-will employment status (if applicable), confidentiality requirements, non-compete clauses, and intellectual property agreements. Specify any contingencies, like background checks, drug testing, reference verification, or proof of eligibility to work in the country. This section should also clearly state the expected start date and any probationary period details.
5. Official Acceptance
Outline the steps the candidate needs to take to accept the offer, including signature requirements, deadline for response, and any additional documentation they need to provide. Include contact information for who they should reach out to if they have questions about the offer.
And you don’t have to worry about creating an offer letter from scratch—Paycor has a free offer letter template ready to go, just for you. Just fill out the form for access. Keep in mind, if you need additional help with recruiting or applicant tracking, contact us for a streamlined and simplified HR solution.
How to Use Our Free Job Offer Letter Template
You don’t need to start from scratch when creating a job offer letter template. Just click the “Get it Today” button on this page to download Paycor’s free job offer letter template PDF. From there, you can save the template to your computer and personalize it as needed. You can easily customize fonts, add your company logo, or adjust spacing to match your brand guidelines.
The template includes all the essential elements of a job offer letter, including:
- Congratulatory letter
- Offer details
- Signature and date box
Once downloaded, you’ll find clearly labeled sections with bracketed placeholders [LIKE THIS] that indicate where you should insert your company’s specific information. Simply replace these placeholders with your details such as company name, position title, compensation figures, start date, and reporting structure.
While our template includes standard legal language, it’s always advisable to have your final document reviewed by legal counsel, especially if you’ve made significant modifications or have unique employment circumstances.
Job Offer Letter Template FAQs
Still have questions regarding employment offer letters and templates? Here are the answers to some commonly asked questions.
Is an Offer Letter Legally Binding?
No, offer letters are not legally binding.
Can I Change this Offer Letter Template?
Yes, the template is meant to provide a starting point. You can customize it as much or as little as you’d like.
Does this Template Have an Offer Letter?
Yes, there’s an example offer letter in the free downloadable template.
Does Paycor Have Any HR Templates for Employers?
Yes, Paycor offers a wide range of HR templates designed to make life easier for HR professionals and business owners. These templates cover everything from onboarding checklists and employee evaluations to disciplinary action forms and policy samples. Anyone can download them for free from the Paycor Resource Center, so you don’t have to start from scratch or worry about missing key details.