A free Word offer letter template covering job title, salary, start date, benefits, and contingencies. Fill it out in WordFields and send a correctly formatted offer in minutes.
Job Offer Letter
[VALUE("Organization")]
[Organization address]
[Date]
[Candidate full name]
[Candidate address]
Dear [Candidate first name],
We are pleased to offer you the position of [Job title] at [VALUE("Organization")]. We were impressed throughout the interview process and are confident you will make a valuable contribution to the [Department or team] team.
Position
This is a [] position reporting to [Manager name and job title]. Your place of work will be [Office address, remote, or hybrid arrangement], and your anticipated start date is [Start date].
Compensation
Your [] will be [Currency and amount — e.g. EUR 48,000], paid [] in arrears.
[Bonus, commission or other, if any, as a full sentence — e.g. You will also be eligible for a discretionary annual bonus of up to 10% of your salary.]
Benefits
[VALUE("Organization")] offers the following benefits, full details of which will be provided during your onboarding:
[One benefit per line — e.g. private health insurance, pension with employer matching, 25 days annual leave]
Conditions
This offer is conditional on [e.g. satisfactory references and proof of your right to work]. Please provide the required documentation by [Documentation deadline]. Your employment will be subject to a probationary period of [Months] months.
Acceptance
This letter sets out the main terms of our offer. Your employment contract will follow and will govern in the event of any difference between the two. Please confirm your acceptance by signing and returning this letter by [Response deadline]. If you have any questions before then, please contact [HR contact name] at [HR contact email].
We look forward to welcoming you to the team.
Yours sincerely,
| [VALUE("Organization")] | Accepted by [[Candidate Full Name]] |
| Signature: ___________________________ | Signature: ___________________________ |
| Name: [VALUE("Author.FullName")] | Date: ________________________________ |
| Title: [Your job title] | |
| Date: ________________________________ |
Organization
Organization address
Date
Candidate full name
Candidate address
Dear Candidate first name,
We are pleased to offer you the position of Job title at Organization. We were impressed throughout the interview process and are confident you will make a valuable contribution to the Department or team team.
This is a Select position reporting to Manager name and job title. Your place of work will be Office address, remote, or hybrid arrangement, and your anticipated start date is Start date.
Your Select will be Currency and amount — e.g. EUR 48,000, paid Select in arrears.
Bonus, commission or other, if any, as a full sentence — e.g. You will also be eligible for a discretionary annual bonus of up to 10% of your salary.
Organization offers the following benefits, full details of which will be provided during your onboarding:
One benefit per line — e.g. private health insurance, pension with employer matching, 25 days annual leave
This offer is conditional on e.g. satisfactory references and proof of your right to work. Please provide the required documentation by Documentation deadline. Your employment will be subject to a probationary period of Months months.
This letter sets out the main terms of our offer. Your employment contract will follow and will govern in the event of any difference between the two. Please confirm your acceptance by signing and returning this letter by Response deadline. If you have any questions before then, please contact HR contact name at HR contact email.
We look forward to welcoming you to the team.
Yours sincerely,
| Organization | Accepted by =[Candidate Full Name] |
| Signature: ___________________________ | Signature: ___________________________ |
| Name: Author | Date: ________________________________ |
| Title: Your job title | |
| Date: ________________________________ |
Use WordFields to fill in and generate a personalised offer letter in under a minute — salary, role, benefits, and contingencies all update automatically from the form. Share the template with your whole hiring team so every offer goes out on the same approved document.
What's included
This template auto-populates the following fields when used in WordFields:
- Candidate name and address
- Job title, department, reporting manager, work location and start date
- Full-time or part-time, annual salary or hourly rate, and pay frequency
- Optional bonus or commission sentence
- Benefits, one per line
- Conditions of the offer, documentation deadline and probation period
- Response deadline and HR contact details
- Company name and address, and sender name and job title (pulled from your workspace and the logged-in user automatically)
When to send a job offer letter
Send it within 24 hours of the verbal offer being made. Top candidates are typically weighing more than one offer — delays signal disorganisation and give them time to say yes to someone else. Include a response deadline of five to seven business days: enough time for the candidate to make an informed decision, short enough to keep the process moving.
The letter should follow the verbal offer call, not replace it. Call first, confirm the candidate is interested in accepting, then send the letter as formal confirmation of everything discussed. If any details in the letter differ from what was said on the call, the candidate will notice — so make sure the document reflects the actual agreed terms before it goes out.
If your team hires across multiple roles or departments, a shared offer letter template in WordFields means every manager generates the same correctly formatted, legally reviewed document — without emailing around a Word file and hoping nobody changes the wrong clause.
Frequently asked questions
What should a job offer letter include?
At minimum: the job title, start date, salary or hourly rate, employment type (full-time or part-time), reporting structure, a summary of key benefits, any contingencies such as background checks, and an at-will employment statement if applicable. It should also include a deadline for the candidate to accept and a signature block for both parties. The letter is not meant to be an exhaustive employment contract — keep it clear and concise.
Is a job offer letter legally binding?
It can be, depending on how it is worded. If the letter makes specific promises — such as guaranteeing employment for a set period or implying conditions that differ from at-will employment — a court may treat it as enforceable. To reduce legal risk, include an at-will employment statement and a disclaimer that the letter is not a contract. Always have your legal team review the template before using it.
What is the difference between an offer letter and an employment contract?
An offer letter is a shorter, less formal document that outlines the key terms of a job offer — salary, start date, title, and benefits. It is typically sent before the employee starts and is accepted with a signature. An employment contract is a more comprehensive, legally binding agreement that covers rights, responsibilities, termination conditions, and other detailed provisions. Many organisations send an offer letter first, then follow up with a full employment contract once the offer is accepted.
When should you send a job offer letter?
Send it as quickly as possible after the verbal offer has been made and accepted — ideally within 24 hours. Top candidates are often weighing multiple offers, and delays can cost you the hire. Include a clear response deadline, typically five to seven business days, to prevent the process from stalling while keeping the pressure reasonable.
Can I use the same offer letter template for every hire?
Yes, and you should — consistency protects your organisation legally and ensures every candidate receives the same standard of professionalism. In WordFields, the variable fields (name, role, salary, start date, benefits) are built into the template, so generating a personalised offer letter takes under a minute without touching the source document. If you hire across multiple roles or departments, a single shared template in WordFields means the whole team works from the same approved version.
Does an offer letter need to be signed?
It is strongly recommended. A signed offer letter confirms that both parties have agreed to the stated terms and provides a clear reference point if any details are disputed later. The candidate signs to indicate acceptance, and a representative from the company — typically the hiring manager or HR lead — signs to authorise the offer. Some organisations also include a response deadline after which the offer lapses.
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