9 offer letter templates for small businesses

Once you’ve identified an ideal candidate who meets all your hiring criteria, there's just one task left: preparing your offer letter. 

In this article, we’ll provide you with some handy templates (depending on your company’s culture and approach), and explore some best practices for drafting an offer letter. So let’s jump straight in.

What is an offer letter?

First, it’s important to cover what exactly an offer letter is, and what it should include.

Offer letters may seem slightly archaic, but they are a formal offer of employment. While you may want to telephone the candidate to deliver the good news, your offer letter contains all the details, and allows the candidate to review the offer more closely before accepting. 

An offer letter is not a binding employment contract. Instead, you’re outlining what the terms of employment would be if the process goes ahead. 

Note that an offer letter may also be contingent on certain terms, such as the candidate passing a successful background check. 

What should be included in an offer letter?

The exact format of your offer letter can vary depending on your organization and the job itself.

In general, the following details should be included:

• Job title

• Type of employment (shift work, part-time, full-time, contract, etc.)

• Salary or hourly pay (plus any other compensation details, bonuses, and commissions)

• Proposed starting date

• Proposed working hours and/or schedule

• Paid time off and other employee benefits (e.g., insurance coverage)

• Type of work (i.e., in-office, hybrid, or remote)

Offer letters can be sent through the post, but almost all recruitment correspondence is now done by email. Again, this is up to you, although sending by post may result in unnecessary delays.

Offer letter templates

As mentioned, the tone and structure of your offer letter is entirely dependent on your company’s culture, approach, and employer brand voice. To illustrate, here are nine examples.

General offer letter template

This template is broad and suitable for a wide range of industries, positions, and types of work. It's not too formal but also not too casual, making it perfect for organizations that want to play it safe with their tone.

Dear [CANDIDATE],

We have enjoyed getting to know you over the interview process, and we feel you would be an asset to our team. We're thrilled to make you a formal offer for the role of [JOB TITLE] at [ORGANIZATION].

The position has a base salary of [SALARY] per [HOUR/YEAR], plus [ANY BONUSES OR COMPENSATION]. It requires you to work [NUMBER] hours per week, from [TIME] to [TIME], Monday to Friday.

You will report to [JOB TITLE OF MANAGER] and be part of the [DEPARTMENT/TEAM].

As additional benefits, you will receive [NUMBER OF DAYS] paid time off, plus [OTHER BENEFITS]. These will be discussed in more detail during the onboarding process.

The anticipated start date for the role is [DATE].

Please let us know your decision by [INSTRUCTIONS]. This job offer is valid until [EXPIRATION DATE]. 

If you have any further questions, you can contact [NAME] via [CONTACT DETAILS].

Should you accept, you will need to sign an employment contract and successfully complete [CONTINGENCIES OR ADDITIONAL CONTRACTS].

We look forward to having you on board!

Best regards,

[NAME AND TITLE OF HIRING MANAGER]

Formal offer letter template

If you prefer an offer letter with a more formal tone, the template below may suit you better.

Dear [CANDIDATE],

[ORGANIZATION] would like to make you a formal offer for the position of [JOB TITLE]. Please review this letter carefully to ensure you understand the proposed terms and conditions of employment.

We would like to offer you a base salary of [SALARY] per [HOUR/YEAR], in addition to [BONUSES, COMPENSATION, OR STOCK OPTIONS]. The position also includes employee benefits of [LIST BENEFITS] and a vacation policy of [NUMBER OF VACATION DAYS PER YEAR].

You will report directly to [JOB TITLE OF MANAGER].

The starting date for the position will be [DATE] unless mutually agreed otherwise.

To accept this offer, please contact [RELEVANT CONTACT]. We will then send you instructions for how to complete [CONTINGENCIES] and go through the onboarding process.

Don't hesitate to contact us if you require any clarifications or assistance. You can contact [NAME] using [CONTACT DETAILS].

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Simple offer letter template

Sometimes, it’s better to keep things short and sweet, especially if conciseness is part of your company's approach.

Dear [CANDIDATE],

We're excited to present you with the following job offer:

• Position: [JOB TITLE]

• Start date: [DATE]

• Base salary: [SALARY] per [HOUR/YEAR]

• Benefits: [ANY ADDITIONAL BENEFITS]

Before we send a contract of employment, you need to successfully complete [CONTINGENCIES]. After you accept this offer, we will send you further instructions on how to proceed with the next steps.

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Contract offer letter template

Hiring someone for a fixed period, such as a temporary employee for maternity coverage, is common. In such cases, try the following template:

Dear [CANDIDATE],

We'd like to offer you a role at [ORGANIZATION] for [JOB TITLE]. This will be a fixed-term position lasting [TERM] with a start date of [DATE] and an end date of [DATE].

(Alternative: This will be an ongoing arrangement, with a starting date of [DATE]).

The role requires a schedule of [SCHEDULE], which you [CAN/SHOULD] carry out at [LOCATION OR MULTIPLE LOCATIONS].

We are offering you a salary of [SALARY] per [BASIS]. You will also be entitled to [ANY ADDITIONAL BENEFITS].

To accept this offer, please send your decision by [INSTRUCTIONS]. I will then send you information about the next steps. The expiration date for the offer is [DATE].

If you have any queries, feel free to reach out to me via [CONTACT DETAILS].

We hope to welcome you to the team soon!

Best regards,

[NAME AND TITLE OF HIRING MANAGER]

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International offer letter template

If you’re hiring an employee in a different country, you may need to be careful with your language and intent. As mentioned, a job offer is not a legally binding contract in the US, but in other countries it might be seen as such.

One way to avoid this problem is to hire through an employer of record (EOR) service, like Remote’s. We own our own entities in every country we operate in, which enables us to hire employees on your behalf in countries where you don't have a legal presence. We handle the onboarding process in full compliance with local laws, saving you time, resources, and potential legal headaches.

What is an EOR — and how does it work?

If you still wish to use an offer letter, you can provide something similar to the template below.

Dear [CANDIDATE],

We're delighted to offer you the position of [JOB TITLE] at [ORGANIZATION].

We would like to offer you a salary of [SALARY] per [BASIS]. You will work [SCHEDULE] and report to [MANAGER] with a start date of [DATE]. You will also be eligible for [OTHER BENEFITS].

Since you will be working from [THEIR COUNTRY], we have accounted for your individual circumstances in this offer. We are committed to embracing an inclusive culture where employees from around the world can integrate and thrive while working remotely.

We have authorized you to work from [THEIR COUNTRY] while we are located in [COUNTRY]. (Optional: a sentence explaining the key details of this arrangement, such as using an EOR to make the hire.)

This offer letter is distinct from the employment contract, which will outline the legal details of the job offer. This offer is contingent on the successful completion of [LIST CONTINGENCIES].

We look forward to your response.

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Remote offer letter template

A remote offer letter should contain much of the same information as a standard offer letter but with a few extra sentences explaining that the hire will perform their work remotely.

Like international hires, remote offers can be potentially tricky. However, the technicalities of remote arrangements (such as where the person can legally work and how they should handle sensitive data) can be left for the employment contract. 

To learn more about onboarding remote team members, check out our remote onboarding checklist.

Dear [CANDIDATE],

We've been impressed by your background and believe your skills are a great fit for our team, so we would love to offer you a position as [JOB TITLE] at [ORGANIZATION].

You will receive a base salary of [SALARY] per [BASIS] and will be expected to work [SCHEDULE]. You will report to [MANAGER].

We have authorized you to work remotely. However, this offer is contingent on you remaining in [COUNTRY] and having the relevant visa and work authorization for the duration of your employment. We take serious steps to ensure our remote hires feel included in our organization, and we will send further details about our protocols to support you during the onboarding process.

The position has a vacation policy of [OUTLINE POLICY] and additional benefits of [OTHER BENEFITS].

Please don't hesitate to reach out to me or [NAME] by [METHOD] if you have further questions.

We look forward to welcoming you into the team!

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Casual work offer letter template

If you want to hire someone for a more casual role that doesn't require a complex hiring or onboarding process, you may be unsure of exactly what to say in your offer letter. Alternatively, you may want to keep things relaxed during onboarding.

The template below is also suitable for positions in the retail and hospitality sectors.

Dear [CANDIDATE],

We're flattered by your interest in [ORGANIZATION]! We'd love to go ahead and offer you the position of [JOB TITLE], with a salary of [SALARY] per [BASIS].

You'll be working [NUMBER] hours per week, with a schedule of [SCHEDULE]. Your manager will be [MANAGER'S NAME]. (Optional: mention any applicable benefits).

So, what's next? After you reply to this letter with your decision, there are still a few technicalities to take care of before we can officially onboard you. You'll need to complete [CONTINGENCIES], but we're hoping you'll be ready to start the role officially on [DATE].

If you're still on board, get back to us as soon as possible so we can get the ball rolling! Feel free to give us a shout with any questions you have.

We look forward to welcoming you to the team.

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Internal hire offer letter template

If you’re hiring for the position internally, consider using the template below as inspiration.

Dear [CANDIDATE],

You've shown how much of an asset you are to the [ORGANIZATION] team through your role as [CURRENT ROLE], and we're excited to [OFFER YOU/PROMOTE YOU TO) the position of [JOB TITLE].

The base salary for the role is [SALARY] per [BASIS], and we will also adjust your current benefits to reflect this amount. You will now be entitled to [UPDATED BENEFITS].

The role will involve the following responsibilities: [LIST]. You will report to [NEW MANAGER] in the [DEPARTMENT], and you will be expected to work [SCHEDULE].

If you would like to accept this offer, please send your decision to [CONTACT] by [METHOD]. You'll then proceed to the next stage, which requires you to successfully complete [ANY CONTINGENCIES]. The estimated start date is [DATE].

If you have any questions in the meantime, don't hesitate to reach out to me at [CONTACT DETAILS].

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Part-time offer letter template

Offer letters for part-time work look similar to those outlined above and letters for full-time positions but detail a different type of working arrangement.

To avoid confusion, mention whether the salary stated in the offer letter is pro-rata.

Dear [CANDIDATE],

After assessing your application, we think you're the perfect candidate for the position of [JOB TITLE] at [ORGANIZATION], and we're delighted to extend a formal offer. This role will be performed on a part-time basis, where you'll be working [NUMBER] hours per week.

The position pays a salary of [SALARY] per [BASIS], and it also offers additional employee benefits of [LIST BENEFITS].

If you'd like to accept this offer, please send your decision by [INSTRUCTIONS]. Please let us know before [OFFER EXPIRATION DATE].

After accepting, we will give you further details about the onboarding process, which requires you to successfully complete [CONTINGENCIES].

If you have any questions before then, don't hesitate to reach out.

Sincerely,

[NAME AND TITLE OF HIRING MANAGER]

Best practices for offer letters

The templates listed above are a great starting point, but you'll likely want to customize them to your needs.

Here are some tips and best practices to ensure your offer letter sets the right tone from the start.

Ensure you explain how to accept the offer

Different organizations have slightly different systems when it comes to accepting a job offer. For instance, some require a signature, while others just need the candidates to respond by emailing "yes."

This can be a source of confusion for potential employees, so ensure you clearly explain what the candidate needs to do to accept or reject the offer. Make sure you also provide a contact, in case the candidate has some questions they need answered before making a decision.

Show some warmth

Offer letters can be stiff and robotic. But since they're not legal documents, they don't have to be excessively formal (unless you want them to be, of course!)

It's okay — and, in some cases, encouraged — to show some personality, as long as it’s in line with your employer brand voice. So don’t be afraid to express some excitement!

Be clear about the job description

Including a job description in an offer letter is not strictly necessary. But it’s the last chance a candidate has to verify their understanding of what they're signing up for — making it a key opportunity to ensure everyone is on the same page.

Briefly outlining the tasks and responsibilities once more can save you — and them — from having hiccups or awkward conversations later.

Make sure the offer is legally sound

As we've mentioned, a job offer isn't (usually) legally binding. This only happens when the candidate signs the employment contract itself.

However, it may be worth consulting with your legal team to ensure there are no potential legal implications. You may also want to include a privacy policy or disclaimer in the letter.

This is particularly important when hiring internationally.

Don't forget the sign-off

Don't just write out your offer letter, sign it off with "yours sincerely," and hit send. Your sign-off is the last thing the candidate will read, so it's an excellent opportunity to be professional but personal.

It's also good etiquette to let the candidate know they can contact you if they have any further questions before accepting the offer.

Onboarding your hires with Remote

The purpose of a job offer letter is simple: it outlines the basic terms of employment before your candidate commits to taking the role.

As well as simplifying this process and reducing the risk of potential legal confusion, Remote makes the entire onboarding process a piece of cake. We enable you to hire quickly, easily, and compliantly in any country, and handle all the administrative requirements. This enables you to welcome your new hire into your company without having to worry about the paperwork — regardless of where they are based.

To learn more about how we can help you hire and onboard the easy way, speak to one of our friendly experts today!

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