Job Offer Letter Template (What to Include and How to Send It)
The offer letter is the moment a hiring process turns into an actual job. Get it out fast, with the right details, and a candidate who's already excited says yes without a second round of questions. Send something vague or slow, and you hand them time to keep interviewing elsewhere — or to wonder whether the company is as organized as it seemed in the interviews.
Call first, then send the letter
A written offer should never be the first time a candidate hears the number. Call (or video call) to deliver the offer verbally, gauge their reaction in real time, and answer any immediate questions about start date or compensation. Send the written letter within a day of that call, while the excitement is still fresh — the letter formalizes what you already discussed, it isn't where the candidate learns the terms for the first time.
What to include, every time
Role and reporting line. Exact job title, department, and who they'll report to. If the title differs at all from what was discussed in interviews, call that out explicitly rather than letting it show up as a surprise in the letter.
Compensation, in full. Base salary (with pay frequency — annual, monthly, hourly), any bonus or commission structure and how it's calculated, and equity if applicable (amount, vesting schedule). Don't make a candidate infer the total package from a single line.
Start date. A specific date, not "as soon as possible" — and note whether it's flexible if the candidate needs to give notice at a current job.
Employment type and status. Full-time or part-time, exempt or non-exempt (where relevant), and whether the role is at-will or has a fixed term. This is also where contingencies belong — background check, reference check, or right-to-work verification — stated clearly rather than buried in a follow-up email later.
Benefits summary. Health coverage, PTO policy, retirement matching — a short summary with a pointer to the full benefits guide, not the entire policy document pasted into the letter.
Deadline to respond. A specific date, giving the candidate a few real days to decide without leaving the role unfilled indefinitely. An open-ended offer with no deadline tends to just sit.
Who to contact with questions. A named person, not a shared inbox — the same principle that makes confirmation emails land well applies here.
Template
Subject: Job Offer — [Role] at [Company]
Hi [Candidate Name],
Following up on our call — we'd love to have you join [Company] as our new [Job Title], reporting to [Manager Name]. Here are the full details:
Role: [Job Title], [Department]
Employment type: [Full-time/Part-time], [exempt/non-exempt if applicable]
Start date: [Date]
Compensation: [Base salary] per [year/month/hour][, plus bonus/commission structure][, plus equity: amount and vesting schedule]
Benefits: [One or two lines — health coverage, PTO, retirement match — link to full benefits guide if you have one]
This offer is contingent on: [background check / reference check / right-to-work verification, if applicable]
We'd need your decision by [response deadline]. If you have any questions at all — about the role, the comp, or anything else — reach out directly to me at [phone/email].
We're genuinely excited about the possibility of you joining the team.
Best,
[Your Name]
[Title, Company]
Handling a counter or a request for more time
Some candidates will come back asking for more money, a later start date, or a few extra days to decide. Treat this as normal, not adversarial — a candidate who negotiates a job offer is often signaling that they're seriously weighing it, not backing out. Respond with a real answer (yes, no, or a specific alternative) rather than silence; an offer that goes unanswered for a week reads as disorganization and gives a strong candidate room to accept somewhere else instead.
If the candidate declines
Not every offer gets accepted, and that's a normal outcome of a healthy process, not a failure of the offer itself. Thank them for their time, ask if they're open to being considered for future roles, and move to your next-choice candidate quickly — the reference checks you already ran on other finalists mean you're not starting from zero.
Where this fits with the rest of your process
The offer letter is the last formal document in a process that started with a confirmed interview and, ideally, a reference check that confirmed what the interviews suggested. Getting the offer itself right — fast, complete, easy to say yes to — is what turns all that earlier screening effort into an actual hire instead of a candidate who accepts somewhere faster.
Flash Interview lets hiring teams screen candidates with one async video question before ever scheduling a live interview — so by the time you're writing an offer letter, you already know the person behind the resume said yes to the role for the right reasons. $39 per role, up to 50 candidate responses, no subscription.
Frequently asked questions
What should a job offer letter include?
Job title and reporting line, full compensation details (salary, bonus, equity), start date, employment type, any contingencies (background or reference check), a benefits summary, a response deadline, and a named contact for questions.
Should you call a candidate before sending a written offer letter?
Yes — deliver the offer verbally first so you can gauge their reaction and answer immediate questions, then send the written letter within a day to formalize what you already discussed. The letter shouldn't be the first time they hear the number.
Is a job offer letter legally binding?
It depends on the wording and your jurisdiction — most offer letters for at-will employment are not binding contracts, but clear, professional language still matters and reduces disputes. If your offers include specific contractual terms, have a template reviewed by legal counsel.
How long should a candidate have to respond to a job offer?
A few business days is typical — long enough for them to make a real decision, short enough that the role isn't left in limbo. State a specific deadline rather than leaving it open-ended.
What happens if a candidate asks for more money after receiving the offer?
Treat it as a normal negotiation, not a red flag — respond with a clear yes, no, or specific counter rather than going silent. A prompt, direct answer keeps a strong candidate engaged instead of giving them a reason to look elsewhere.