Offer Letter Template

Use this as the base template for the offer letter .docx file. Replace all [BRACKETED FIELDS] with actual values or leave them as placeholders for the user to fill in. Mark any placeholder clearly so it's obvious what still needs to be completed before sending.

⚠️ Legal reminder: This template requires review by qualified legal counsel before use. Employment law varies by jurisdiction. The default clauses below (at-will employment, FLSA exempt status, 401(k)) are US terms; outside the US they are placeholders for the equivalent local terms, not defaults.

Template

[COMPANY LETTERHEAD / LOGO]

[DATE]

[CANDIDATE FULL NAME] [CANDIDATE ADDRESS LINE 1] [CANDIDATE ADDRESS LINE 2] [CITY, STATE, ZIP]

Dear [CANDIDATE FIRST NAME],

We are thrilled to offer you the position of <JOB TITLE> at <COMPANY NAME>. We were genuinely impressed by [a brief, specific, warm note about the candidate — e.g., "your approach to the product design challenge and your thoughtful questions about the team's roadmap"], and we believe you will be an outstanding addition to our team.

Position Details

Compensation

Your starting base salary will be <ANNUAL SALARY OR HOURLY RATE>, paid [bi-weekly / semi-monthly / monthly] in accordance with <COMPANY NAME>'s standard payroll schedule.

[IF APPLICABLE — EQUITY] You will be eligible to receive a grant of <NUMBER> <shares or options> of <COMPANY NAME> [common stock / stock options] at the fair market value on the date of grant, subject to approval by the Board of Directors and the terms of the company's equity incentive plan. Your grant will vest over [VESTING SCHEDULE, e.g., "four years with a one-year cliff"].

[IF APPLICABLE — BONUS] You will be eligible to participate in <COMPANY NAME>'s annual bonus program, with a target bonus of <BONUS AMOUNT OR %> of your base salary, subject to company and individual performance.

[IF APPLICABLE — BENEFITS. Delete this whole section when the employer has named no benefits program. A small business with none is common, and an unedited paragraph promising one is a promise the owner did not make.]

Benefits

You will be eligible to participate in <COMPANY NAME>'s benefits program, which includes [list 3–5 key benefits, e.g., medical/dental/vision insurance, 401(k) with employer match, paid parental leave, etc.]. Full details will be provided during your onboarding.

Conditions of Employment

This offer is contingent upon:

• [Successful completion of a background check — delete if not applicable]
• [Satisfactory reference checks — delete if not applicable]
• [Verification of your legal right to work in [COUNTRY/JURISDICTION]]
• Your execution of <COMPANY NAME>'s standard Confidentiality and Intellectual Property Agreement (enclosed / provided separately)

Employment At-Will [Include or delete depending on jurisdiction and employment type] Your employment with <COMPANY NAME> is at-will, meaning either you or the company may terminate the employment relationship at any time, with or without cause or advance notice.

Acceptance

To accept this offer, please sign and return this letter by <OFFER EXPIRATION DATE>. We've enclosed a copy for your records.

[DOCUSIGN ENVELOPE LINK — paste here before sending]

We are excited about the prospect of you joining <COMPANY NAME> and look forward to welcoming you to the team. Please don't hesitate to reach out to [HR CONTACT NAME] at [HR CONTACT EMAIL] if you have any questions.

Sincerely,

[HIRING MANAGER NAME] [HIRING MANAGER TITLE] <COMPANY NAME> [DATE]

Acceptance:

I, [CANDIDATE FULL NAME], accept the offer of employment described in this letter under the terms and conditions stated above.

Signature: _______________________________ Date: _______________

[CANDIDATE FULL NAME] (printed)

⚠️ This template requires legal review before use in any employment context. Compensation ranges, equity terms, and at-will provisions vary by jurisdiction and should be reviewed by qualified legal counsel.

Field Reference