Offer letter template
A job offer letter with the title, start date, pay, schedule, benefits summary, at-will statement and a line for the candidate to sign.
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This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
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A general template, not legal advice
This is a general template, not legal advice. Pay transparency, salary history, non-compete and final pay rules differ by state and city. If you add a non-compete, bonus or equity terms, have a lawyer licensed in your state review the letter before you send it.
- Exempt status depends on the job duties and a minimum salary set by federal law and some states. Check the current salary level at dol.gov and your state labor department before you call the job exempt.
- For a background check, give the candidate a separate FCRA disclosure and get written authorization first. Some states and cities also limit when you can ask about criminal history.
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Offer of Employment
Taylor Kim
Head of People, Northwind Inc.
October 20, 2026
Jordan Lee
Dear Jordan Lee:
On behalf of Northwind Inc., I am pleased to offer you the position of Senior Product Designer, reporting to Sam Park, Director of Design. Your start date will be November 16, 2026.
Your starting pay is $118,000 per year, paid every two weeks on the company's regular payroll schedule and subject to the usual tax withholdings. This position is classified as exempt under the Fair Labor Standards Act, so it is not eligible for overtime pay.
Schedule and location: Full time, Monday to Friday, generally 9 a.m. to 5:30 p.m. Central time. Hybrid: in the Austin office at 500 Congress Ave on Tuesdays and Thursdays, remote the other days.
You will be eligible for the following benefits, subject to the terms of each plan, which control if anything here differs: Medical, dental and vision coverage starting the first of the month after your start date; 15 days of paid time off a year, plus 10 company holidays; 401(k) plan with a 4% company match; $1,000 a year for training and conferences. The company may change its benefit plans from time to time.
This offer is contingent on a satisfactory background check and satisfactory references, which we will arrange after you accept. Federal law requires every new employee to complete Form I-9. You will fill in Section 1 on or before your first day, and you must show original documents that prove your identity and your authorization to work in the United States within three business days of your start date. Please bring them on your first day.
Your employment with Northwind Inc. is at will. This means that you or the company may end it at any time, with or without cause or notice. This letter is not a contract of employment for any set period, and no one at the company can change at-will status except in a written agreement signed by an officer of the company.
To accept, sign and date this letter below and return it to me by October 27, 2026. If we do not hear from you by then, the offer will expire. This letter replaces any earlier discussions about the terms of your employment.
We are glad you are joining us. Please call or email me with any questions before you sign.
Sincerely,
ย
ย
Taylor Kim
Head of People, Northwind Inc.
Acceptance
I accept this offer of employment with Northwind Inc. on the terms in this letter. I understand that my employment is at will and that the offer depends on the conditions described above.
Candidate signature: ______________________ Date: ____________
Printed name: Jordan Lee
How to use it
You are writing as the employer. Type your name and "Title, Company", the candidate's name, the job title and who the person reports to. Set the start date and the date the offer expires, then the pay type, amount and pay frequency. The pay type decides the overtime sentence: exempt jobs say no overtime, non-exempt jobs say time and a half over 40 hours. Add the schedule and location on two lines, the benefits one per line, and check the conditions the offer depends on. The Form I-9 sentence is always printed.
Print on letterhead or save the PDF, sign it and send it. The candidate signs the acceptance block at the bottom and returns a copy, which goes in the personnel file.
Things to watch
Keep promises out of the letter that you do not mean to keep: words like "permanent" or "long-term" can undercut the at-will sentence. Exempt status depends on duties and a salary floor, not on the job title. If the offer depends on a background check, run it only after the candidate signs a separate FCRA disclosure and authorization, which you can make with the background check authorization form on this site.
Calculators that go with this
Frequently asked questions
Is an offer letter a contract?
Usually not, if it says employment is at will and is not for a set period, as this one does. It still records what you promised, so pay, start date and benefits in the letter can be enforced. A formal employment contract with a fixed term, severance or a non-compete is a different document.
What is the difference between exempt and non-exempt?
Non-exempt employees must be paid overtime under the Fair Labor Standards Act for hours over 40 in a workweek. Exempt employees are not, but only if the job meets the duties tests and pays at least the salary level set by law. Hourly workers are almost always non-exempt. Some states have stricter tests and daily overtime.
When does the new hire fill out Form I-9?
The employee completes Section 1 on or before the first day of work for pay. The employer must review the documents and complete Section 2 within three business days of that first day. The letter asks the candidate to bring the documents on day one so you have them in time.
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