Offer Letter Template

Put a job offer in writing: the role, start date, pay and benefits, any conditions, and a line for the new hire to sign and accept.

What you type stays on your device. Nothing is uploaded.
Free, no sign-up, no daily limit.
Works with Wi-Fi off once the page has loaded. Check it yourself

Updated October 13, 2026 by Khokhar Sab

Key takeaways

The letter names the job, manager, start date, pay and how often it is paid, on your company letterhead.
It says whether the role is full or part time and exempt or non-exempt from overtime.
An Offer at a glance table lists the title, start date, pay, schedule, manager, location and reply date above the letter, in four designs: Corporate, Department, Formal and Block.
Five kinds change the wording: full-time, part-time, internship (with a last day), promotion (with an effective date) and remote.
A commission, bonus or equity line is optional, in your own words.
Conditions such as a background check or Form I-9 proof of work authorization are tick boxes.
At-will and "not a contract" statements are on by default and can be turned off.
An acceptance block lets the new hire sign and date the offer; download a PDF or an editable Word file.

What should a job offer letter include?

The job title, who the person reports to, the start date and work location, the pay and pay schedule, full or part time, exempt or non-exempt status, a short benefits summary, any conditions of the offer, and a date to reply by. This template covers each of those and adds a signed acceptance block at the end.

Type the company name at the top; it prints as the letterhead.
Add the candidate, job title and start date.
Set the pay, schedule type and benefits.
Tick the conditions and statements you need.
Sign, then download the PDF or Word file.

What does exempt or non-exempt mean in an offer?

Non-exempt employees must be paid overtime for hours over 40 in a workweek under federal law. Exempt employees are not, but only if the job meets legal tests on duties and salary set out in federal rules (29 CFR part 541). Tick Exempt only when the role meets those tests; the letter then says it is not eligible for overtime.

Our timesheet calculator works out overtime for non-exempt hours.

What is Form I-9 and why is it in the offer?

Form I-9 is how US employers verify the identity and work authorization of each person they hire, as USCIS explains. Making the offer depend on completing it, as the template does when the box is ticked, tells the candidate to bring the right documents in the first days of work. Background checks and drug tests are separate optional conditions.

Is a job offer letter a contract?

It can be, depending on its wording and your state, which is why the template includes two optional statements: that employment is at will, and that the letter is not a contract for any set period. Keep promises about pay exact. Have the letter reviewed for your state before using it widely; this is not legal advice.

Limits

Not legal advice. Employment rules differ by state.
US wording (at will, exempt, Form I-9).
No e-signature audit trail. The signature is a picture; the candidate signs the printout or PDF.

Frequently asked questions

Is it free?

Yes, including the Word file, with no sign-up.

Can I add my logo?

The company name prints as a letterhead; a logo is not added yet.

Can the candidate sign it digitally?

They can sign the PDF with Sign PDF and send it back.

Can I write extra terms?

Yes, in Anything else, such as orientation details or a signing bonus.

How this tool was built and tested

USCIS: Form I-9, Employment Eligibility Verification: what the I-9 condition refers to
29 CFR part 541, exemptions from overtime (eCFR): the duties and salary tests