Letter of offer of employment template: free in Word, or sign it online
Reviewed in October 2026
A letter of offer of employment is the written job offer an employer sends to a chosen candidate. It states the role, pay, start date, benefits and any conditions, such as a background check. The candidate signs it to accept the offer.
Ten documents free, no card. Signed by the employer and the candidate.
Example filled in with sample data
The full offer letter
OFFER OF EMPLOYMENT
[Date]
Dear [Candidate name],
We are pleased to offer you the position of [job title] at [Company name]. This letter sets out the main terms of our offer.
1. Position
You will report to [manager name and title] and work at [location / remotely]. Your main responsibilities are [short list].
2. Start date
Your first day will be [start date].
3. Pay
Your pay will be [amount] per [hour / year], paid [biweekly]. This position is [exempt / non-exempt] for overtime purposes.
4. Schedule
Your regular schedule will be [days and hours], [full-time / part-time].
5. Benefits
You will be eligible for [health insurance from date], [retirement plan], [number] days of paid time off per year and paid holidays, under the terms of each plan.
6. Conditions
This offer depends on [a background check, references, a professional license] and on completing Form I-9 with documents that prove your identity and authorization to work in the United States.
7. At-will employment
Your employment will be at will. You or the company may end it at any time, with or without cause or notice. This letter is not a contract for a fixed term.
8. Acceptance
To accept, please sign this letter by [deadline date]. If we do not receive your signature by then, the offer will expire.
We look forward to having you on the team.
Sincerely,
FOR THE COMPANY
Signature: ______________________
Name: [full name]
Title: [title]
Date: [date]
ACCEPTED BY THE CANDIDATE
Signature: ______________________
Name: [full name]
Date: [date]
What the template includes
Job title, manager and place of work
Start date
Pay and overtime status
Schedule, full-time or part-time
Benefits and paid time off
Conditions such as background check and Form I-9
At-will statement
A deadline to accept
What you fill in
Field
Example
Date
October 21, 2026
Candidate
Marcus Lee
Company
Bright Path Learning Center, Inc.
Job title
Lead preschool teacher
Start date
November 10, 2026
Pay
48,000 USD per year
Conditions
Background check and CPR certificate
Deadline to accept
October 28, 2026
How it gets signed
1Choose “Use this template”, fill in the fields and read the full offer letter once more.
2Send it by WhatsApp or email. The other party opens the link on their phone without an account.
3They tap the brown bar at the bottom that says “Sign as …” and draw their signature with a finger.
4Everyone gets the signed PDF with its signature certificate. Anyone can check it at signsolu.com/verificar.
Before signing, each signer agrees to sign electronically. The screen links to the electronic signature disclosure the ESIGN Act asks for.
Your first ten documents are free and need no card.
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What the law says
An offer letter can become part of the employment terms once signed. That is why clause 7 says the job is at will and the letter is not a fixed-term contract.
Some states and cities limit what you can ask or check before an offer, such as salary history or criminal records. Make the offer conditional, as clause 6 does, and follow your local rules on background checks.
Every new hire completes Form I-9. The ESIGN Act lets the candidate sign the offer letter electronically, with the same effect as ink.
What a strong offer letter does
It closes the hire. A clear offer arrives fast, answers the candidate’s questions and lets them accept in one step. A vague offer invites a counteroffer from someone else.
State the pay as a number, never as a range.
Give the start date and the first-day location.
Name the conditions so nothing surprises the candidate later.
Set a short deadline, usually three to seven days.
Offer letter or employment contract
The offer letter is short and comes first. The employment contract is longer and covers confidentiality, policies and work product. Many employers send both, one after the other.
Conditional offers
Make the offer depend on what you still need to check. Background checks, licenses and references are common. Write each condition in clause 6.
If a condition fails, tell the candidate in writing. Some states require specific steps before withdrawing an offer over a background check.
A worked example
Bright Path Learning Center offers Marcus a lead teacher role at 48,000 USD a year. The offer depends on a background check and a CPR certificate.
The director sends the letter by WhatsApp on Tuesday. Marcus signs it from his phone that evening. The center starts the background check the next morning.
Send the offer the same day you decide
Good candidates have other options. Fill in the template, send it for signature and track when it is opened and signed. You get the signed PDF the moment the candidate accepts.
Mistakes that cause trouble later
Promising job security. Phrases like “permanent position” can undercut at-will employment.
Annual pay for an hourly job. State the rate the payroll will actually use.
No deadline. An open offer can be accepted weeks later, after you hired someone else.
What to send with the offer
A short note from the hiring manager welcoming the candidate.
Candidates often ask for more pay or a later start date. Update the letter, send the new version and let the old link expire. The candidate signs only the final terms.
Keep each version. If questions come up later, the signed version shows what was agreed.
Offers to remote candidates
State the work location and the state whose laws apply. A remote hire in another state may need a different pay schedule or extra leave.
Sample lines for common situations
Signing bonus: “You will receive a signing bonus of 2,000 USD with your first paycheck. If you leave within 12 months, you agree to repay it in full.”
Relocation: “We will reimburse up to 3,000 USD of moving costs, against receipts, within 60 days of your start date.”
Commission: “In addition to your base pay, you will earn commission under the sales plan attached to this letter.”
Probation: “The first 90 days are an introductory period. Your employment remains at will during and after it.”
Hybrid schedule: “You will work at our office on Tuesdays and Thursdays and remotely on the other days.”
Copy the line you need into the right clause and adjust the numbers. Each extra promise should be one you can keep.
Checklist before you send the offer
1The pay matches the approved budget and the payroll setup.
2The overtime status fits the duties, not just the title.
3Every condition in clause 6 is one you will actually check.
4The start date leaves time for the background check.
5The deadline is on a business day.
A second person in the company should read the letter once. Small errors in pay or dates are hard to undo after the candidate signs.
Is a job offer letter signed online legally binding?
Yes. The ESIGN Act gives an electronic signature the same legal effect as a handwritten one. The signed PDF and its certificate show who signed the job offer letter, when and from which device.
Does the candidate need a SignSolú account to sign?
No. They open the link on their phone and sign with the brown bar at the bottom of the screen.
Can I download the offer letter in Word?
Yes. “Download in Word” gives you the full offer letter with no email and no account. You can print it or edit it and sign it here later.
Can I withdraw an offer after it is signed?
In at-will employment you usually can, but it may carry risk. Follow any local rules on background checks first.
Should I include a signing bonus?
You can. Add the amount, when it is paid and whether it must be repaid if the employee leaves early.
How long should the candidate have to accept?
Three to seven days is common. Write the date in clause 8.
Is an offer letter legally binding?
Once signed, it records the agreed terms. Clause 7 keeps the job at will, so it is not a promise of a fixed term.
