A job offer letter is the document an employer sends to formally extend a role to a candidate. Its job is to put the key terms in writing so both sides start from the same understanding.
Marcus Reyes
Dear Marcus,
On behalf of Brightline Systems, I am pleased to offer you the position of Product Marketing Manager, reporting to our VP of Marketing. Your anticipated start date is Monday, August 4, 2026, at our Austin office.
This is a full-time, exempt position with an annual salary of $112,000, paid semi-monthly, along with eligibility for our standard benefits (health, dental, vision, and 401(k)) and our annual performance bonus program. Employment with Brightline is at-will, meaning either you or the company may end the relationship at any time, with or without cause or notice.
This offer is contingent upon the successful completion of a background check and verification of your eligibility to work in the United States. The full terms of your benefits are described in the enclosed plan summaries and the employee handbook.
We are genuinely excited about what you will bring to the team. To accept, please sign and return this letter by Friday, July 18, 2026. If you have any questions before then, reach out to me directly and I will be glad to help.
Warm regards,
Diana Okafor
A good offer letter states the job title, the start date, the pay (an hourly rate or an annual salary, plus how often it is paid), and the employment type (full-time, part-time, or contract). S.
states it also includes an at-will employment note, which means either party can end the relationship at any time. If the offer depends on anything, such as a background check, reference check, or proof of work authorization, the letter should list those contingencies clearly.
One thing an offer letter usually is not: the full employment contract. It summarizes the core terms, but detailed policies, benefits, and any equity or bonus plans are often governed by separate documents.
If you are the candidate reading one, check that the title, pay, start date, and any contingencies match what you were told, and ask about anything vague before you sign. This page gives you a complete offer letter example you can adapt, a section-by-section writing guide, and answers to the questions candidates and employers ask most.
The reader should be able to find the job title, start date, and pay within the first two paragraphs. Spell out the salary or hourly rate and how often it is paid (annual, semi-monthly, weekly). Ambiguity here is the number one cause of accepted offers that fall apart later.
Say whether the role is full-time, part-time, or contract, and whether it is exempt or non-exempt. In most U.S. states, include a clear at-will statement. This protects both sides and sets accurate expectations, so keep it factual rather than buried in legalese.
If the offer depends on a background check, reference check, drug screen, or proof of work authorization, name each one in its own sentence. A candidate should never be surprised by a condition after they accept. Being explicit here also protects you if a contingency is not met.
Tell the candidate exactly how to accept (sign and return, reply by email, or use your portal) and by what date. A specific deadline keeps the process moving and prevents an offer from sitting open indefinitely while the candidate weighs other options.
This is often a candidate's first impression of how you communicate as an employer, so let it feel human and welcoming. At the same time, every number and date has to be exact. Warmth and precision are not in tension; the best offer letters do both.
Keep the tone professional and specific. Swap in real names, dates, and details so the letter reads as genuine, not a filled-in template.
What must a job offer letter include?
At minimum: the job title, the start date, the pay (salary or hourly rate and how often it is paid), and the employment type (full-time, part-time, or contract). Most letters also add the reporting manager, at-will status where it applies, a summary of benefits, and any contingencies such as a background check. Detailed policies usually live in separate documents like the employee handbook.
Is an offer letter legally binding?
It depends on what it says. A typical at-will offer letter is not a binding employment contract; it confirms terms but does not guarantee employment for any period. That said, specific promises in the letter (a signing bonus, a stated salary) can create obligations, and a signed acceptance may carry weight. If you need certainty, have the language reviewed before relying on it.
What is the difference between an offer letter and an employment contract?
An offer letter summarizes the key terms and is often short and at-will. An employment contract is a fuller, negotiated agreement that can fix a term of employment, spell out severance, and add clauses like non-compete or confidentiality. Many U.S. hires get only an offer letter; contracts are more common for executives, specialized roles, and outside the U.S.
How do I accept a job offer letter?
Follow the method the letter names. Usually that means signing and returning it (physically or electronically) by the stated deadline, or replying with a clear written acceptance. Confirm the title, start date, pay, and any contingencies match what you discussed, and ask questions before you sign rather than after.
Can an employer rescind an offer after it is sent?
Sometimes, yes. If the offer is at-will and a contingency is not met (a failed background check or unverified work authorization), it can typically be withdrawn. Rescinding an accepted offer can carry legal and reputational risk, so employers should do it carefully and in writing. Candidates who have an offer rescinded should ask for the reason in writing.
