Job offer letter template
The offer letter is the first document a new hire reads properly. It should answer their questions in one page: what the job is, what it pays, when it starts, where, and who they report to.
The template as it comes, with {{placeholders}} where the text changes.
Free, no signup, no email. Edit it in Word, PowerPoint or Excel like any other file.
The fields in this template
Each {{placeholder}} matches a column name in the sample list, so the two line up on their own.
| Placeholder | What goes in it |
|---|---|
{{Candidate Name}} | As it appears on their ID, if the letter supports a visa or background check. |
{{Position}} | The job title they will actually use. |
{{Department}} | Which team. |
{{Monthly Salary}} | Write the currency and format in your list — "$4,800" — rather than a bare number. |
{{Start Date}} | Spelled out as text so no software flips the day and month. |
{{Arrival Time}} | First-day start time. Small detail, saves an email. |
{{Work Location}} | Office address, or "remote". |
{{Manager}} | Who they report to on day one. |
What belongs in it, and what does not
An offer letter is short on purpose. Position, pay, start date, location, manager, and how to accept. That is enough for the candidate to decide.
What does not belong: the full employment contract, the handbook, the benefits schedule, the confidentiality agreement. Those are separate documents, and stuffing them into the offer letter makes people read none of it.
Be careful with anything that sounds like a promise you have not decided on — bonus figures, promotion timelines, headcount plans. In many places an offer letter can be read as part of the employment terms, so write only what you intend to be bound by. If the role or the country is unusual, have a lawyer read the template once; you only have to do it once.
Hiring rounds are the reason this gets painful
One offer letter is a five-minute job. A graduate intake of forty, each with a different name, title, salary and start date, is an afternoon of copy-paste — and copy-paste is exactly how the wrong salary ends up in the wrong letter.
Keep the candidates in a spreadsheet, one row each, and generate the letters from it. The spreadsheet is also what you will want when someone asks who was offered what.
Need forty of them?
Upload this template with your own list and every row comes back as its own file, named from a column you choose. Word, PowerPoint or Excel in; Word or PDF out.
Send your Excel →Free to run and inspect every file. Downloading a batch is a one-time US$9.90 — no subscription, no account.