Offer Letter Template — Hire With Clarity and Confidence
An Offer Letter gives your new employee a clear, written summary of the job you’re offering — including salary, title, responsibilities, and key details. It’s an essential part of any professional hiring process.
With LegalSimpli’s free Offer Letter template, you can quickly create a clean, legally sound document that welcomes your new hire and sets the stage for a successful working relationship. No HR team required.
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Table of Contents
What Is an Offer Letter?
An Offer Letter is a formal letter that a company gives to a candidate they want to hire. It summarizes the key details of the job offer — such as job title, salary, start date, and reporting structure — so the new hire knows exactly what to expect.
Unlike an employment contract, an offer letter is usually short and simple. It gives enough information to help the candidate make a decision but doesn’t try to cover every possible situation. Most companies send an offer letter before moving forward with onboarding or legal paperwork.
- Full-time or part-time employees
- First-time hires at small businesses
- Startups looking to formalize hiring without heavy HR tools
- Remote or hybrid positions
The offer letter sets the tone for your working relationship — and shows that your company is organized and trustworthy.
When Do You Need an Offer Letter?
Even if your company is small or hiring informally, using an Offer Letter is a best practice. It helps both you and your new employee start off with a shared understanding of the job.
Whether you’re hiring your first team member or scaling up quickly, an Offer Letter keeps things professional and avoids confusion about what was promised.
What Happens If You Don’t Use an Offer Letter?
If you don’t use a proper Offer Letter, you risk miscommunication that could hurt the working relationship — or even lead to legal trouble.
The new hire may misunderstand their role or compensation
Verbal promises may be forgotten or disputed
There’s no clear record of what was offered and accepted
Onboarding may be delayed by missing information
The company can appear disorganized or unprofessional
How to Fill Out an Offer Letter
- Step 1: Include the Company and Candidate Details
Start by listing the name of your company, your business address, and the name and address of the person being offered the job.
- Step 2: Add the Job Title and Start Date
State the official position being offered and the proposed start date. Be clear and specific.
- Step 3: Specify the Compensation and Work Schedule
Include the salary or hourly rate, how often the employee will be paid, and whether the job is full-time or part-time. You can also mention standard hours or shift expectations.
- Step 4: Outline Benefits and Other Perks (Optional)
You may include basic information about benefits like health insurance, paid time off, remote work policies, or bonuses. These sections are usually brief.
- Step 5: Add Legal Language About Employment Status
Most Offer Letters include an “at-will employment” clause stating that either party can end the relationship at any time (unless local law says otherwise). You can also include conditions like passing a background check.
- Step 6: Include a Signature Section
Invite the candidate to sign and return the letter by a specific date to accept the offer. This creates a simple paper trail of agreement.
LegalSimpli’s free Offer Letter template includes all of these fields and is written in plain English. You can download and customize it to fit any role or industry.
Common Questions and Misunderstandings
- Is an Offer Letter the same as a contract?
Not exactly. An offer letter confirms the basic terms of employment, but it’s usually not as detailed or binding as a full employment contract. It’s a summary, not a full legal agreement.
- Do I need to hire a lawyer to write an offer letter?
No. For most jobs, you can use a template like LegalSimpli’s to create a clear, professional offer. If you’re hiring for executive roles or adding special clauses, legal review might help.
- What is At-will employment?
"At-will” means that either the employee or the employer can end the job at any time, with or without reason (except illegal discrimination). Most U.S. states follow this rule.
- Can I email the offer letter?
Yes. Offer letters are often sent by email as a PDF attachment. Make sure the candidate can sign and return it electronically or print it out if needed.
- Do I need to include every detail in the offer letter?
No. Keep it short and clear. Focus on the basics: title, salary, schedule, and start date. You can explain more during onboarding or in the employee handbook.
Related Documents You May Need
Once your offer is accepted, you may also want to prepare:
- Employment Agreement
A detailed contract with job duties, termination terms, and policies
- Non-Disclosure Agreement (NDA)
To protect confidential company information
- W-4 and I-9 Forms
Required for tax and work eligibility in the U.S.
- Employee Handbook
A reference guide with company policies, benefits, and expectations
- Independent Contractor Agreement
If you’re hiring someone as a contractor instead of an employee
LegalSimpli provides easy-to-use templates for all of these documents, helping you build a professional, legally sound team — without expensive HR tools.
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