Job Offer Letter Templates for Employers and HR

From verbal offer to signature

Most offers are made by phone first. The letter follows quickly so the candidate has the terms in writing while they decide.

Give the candidate a clear but fair deadline to reply: three to five working days is usual. A shorter deadline can feel like pressure; a much longer one leaves your other candidates waiting.

The six parts of an offer letter

A complete offer for a full-time role. The terms block in part three is set out as a list so the candidate can check every figure at a glance.

Northfield Analytics3 June 2026

Dear Priya,

1

The offer I’m delighted to offer you the position of Data Analyst in our Insights team. Everyone you met was impressed by your interview, especially your churn analysis.

2

Role and reporting line You will report to Sam Ortiz, Insights Lead, and work on client retention projects.

3

Key terms The main terms of your employment are:

Start date: Monday 1 July 2026, 9:30 am
Salary: £42,000 per year, paid monthly
Hours: 37.5 per week, hybrid (3 days in office)
Holiday: 25 days plus public holidays
Pension: 5% employer contribution
Probation: 3 months, with 1 week’s notice during it

4

Conditions This offer is subject to two satisfactory references and confirmation of your right to work in the UK.

5

Next steps Please confirm your acceptance by signing and returning this letter by Friday 7 June 2026. Your full contract will follow within a week.

6

A warm close We’re very excited to welcome you. If you have any questions, call me on 020 7946 0555.

Warm regards,
Maria Lopez, Head of People

How to write a job offer letter →

Warm, neutral, formal

The opening line sets the tone of the whole relationship. Match it to your company’s voice and the seniority of the role.

Tone	Opening line	Suits
Warm	We loved meeting you, and we’re delighted to offer you the role of Product Designer at Fieldnote.	Start-ups, creative and early-career roles
Neutral	I’m pleased to offer you the position of Product Designer at Fieldnote, starting on 3 March 2027.	Most organisations and roles
Formal	Further to your recent interview, we are pleased to make you a conditional offer of employment as Product Designer.	Public sector, legal, senior and regulated roles

Conditional offers

A conditional offer depends on something still to be checked. Name each condition plainly, and say what happens if it is not met.

Satisfactory references from two recent employers
Proof of your right to work in the country
Confirmation of the qualifications listed on your CV
A background or criminal record check, where the role requires one

The references you ask for usually come as professional reference letters; tell the candidate who you will contact and when.

Before you send: the checklist

Tick each item as you confirm it in your draft.

0 of 10 confirmed

How an internship offer differs

An internship is a fixed-term placement for learning. Its offer letter keeps the same six parts but adds what the intern will learn and when the placement ends.

Term	Full-time offer	Internship offer
Length	Ongoing (permanent)	Fixed dates, e.g. 16 June to 22 August 2026
Pay	Annual salary	Hourly rate or stipend (a fixed allowance)
Purpose	The role’s responsibilities	Learning goals and the projects they will work on
Support	A line manager	A named mentor and regular check-ins
End of placement	Notice terms	What happens at the end, e.g. a review for a graduate role
Academic credit	Not applicable	Any forms the university needs, if the internship counts towards a degree

Rules on unpaid internships differ by country and state. Check local employment law before offering one.

Internship offer letter templates →

When the candidate replies

They acceptReply the same day with thanks, the contract, and what happens before day one.An onboarding note helps; see welcome email templates.

They ask to negotiateThank them, ask what matters most to them, and agree a date to come back with an answer.Their side of this is in the salary negotiation guide.

They declineThank them warmly and ask if you may keep in touch. Today’s “no” is often a future hire.Keep the reply to three or four lines.

Job offer letter templates