Job offer letter template that candidates understand
You found the right candidate and want the offer out before someone else hires them. This prompt has your todo.is agent turn your terms into a friendly, clear job offer letter: role, start date, pay, hours, benefits, conditions like a background check, and how to accept, with a short welcome email to send with it.
The prompt
- Write a job offer letter from [COMPANY NAME] to [CANDIDATE NAME] for the role of [JOB TITLE], reporting to [MANAGER NAME AND TITLE]. Terms: [SALARY OR HOURLY RATE, PAY FREQUENCY], [FULL-TIME OR PART-TIME, HOURS, LOCATION OR REMOTE], start date [START DATE]. Benefits: [VACATION, HEALTH, PENSION, BONUS...]. Conditions: [E.G. REFERENCES, BACKGROUND CHECK, RIGHT TO WORK, PROBATION]. Ask them to sign and return by [ACCEPT-BY DATE]. Friendly and clear, about one page, with the key terms in a short table or list. Add a line that the full terms are in the employment contract. Give me a Word file for our letterhead, a PDF, and a 4-line welcome email to send with it.
What to change
- [COMPANY NAME]: Your company name.
- [CANDIDATE NAME]: The candidate's full name.
- [JOB TITLE]: The role, e.g. "Customer Support Lead".
- [MANAGER NAME AND TITLE]: E.g. "Sofia Klein, Head of Customer Experience".
- [SALARY OR HOURLY RATE, PAY FREQUENCY]: E.g. "$62,000 a year, paid twice a month".
- [FULL-TIME OR PART-TIME, HOURS, LOCATION OR REMOTE]: E.g. "full-time, 40 hours, hybrid, 3 days in the Denver office".
- [START DATE]: E.g. "Monday 2 November 2026".
- [VACATION, HEALTH, PENSION, BONUS...]: List what you offer, e.g. "20 days PTO, health and dental, 4% 401(k) match".
- [E.G. REFERENCES, BACKGROUND CHECK, RIGHT TO WORK, PROBATION]: Anything the offer depends on.
- [ACCEPT-BY DATE]: Usually 3 to 7 days after you send it.
Example result
- Job offer letter
- Fernway Outdoor Co.
- 16 October 2026
- Dear Daniel,
- We are delighted to offer you the position of Customer Support Lead at Fernway Outdoor Co. Everyone you met was impressed by your experience building the help center at your last company, and we think you will make a real difference here.
- Key terms
- • Role: Customer Support Lead, reporting to Sofia Klein, Head of Customer Experience
- • Start date: Monday, 2 November 2026
- • Pay: $62,000 per year, paid twice a month
- • Hours and location: full-time, 40 hours a week, hybrid with 3 days in our Denver office
- • Benefits: 20 days paid time off plus public holidays, health and dental insurance, 4% 401(k) match
- • Probation: 90 days, with a review meeting with Sofia
- Conditions
- This offer depends on satisfactory references and proof of your right to work in the United States. The full terms of your employment will be set out in your employment contract.
- How to accept
- Please sign below and return this letter by Friday, 23 October 2026. If you have any questions, call or email Sofia at sofia.klein@fernway.example.
- We are excited to have you on the team.
- Sincerely,
- Mark Ellison
- CEO, Fernway Outdoor Co.
- Accepted by: ____________________ Date: ____________
- Welcome email
- Hi Daniel, great news: your offer letter is attached. Please read it, sign and send it back by 23 October. Sofia will call you this week to answer any questions. We are really looking forward to working with you.
- Before you send
- • Check pay, benefits and probation rules for your country or state
- • Make sure the letter matches the contract you will issue
How to do it with todo.is
- Copy the prompt and fill in the [brackets] with the role and your terms.
- Paste it on the todo.is Today screen, or send it to your agent on Slack.
- Your agent creates the offer letter, a PDF and a short welcome email.
- Check the numbers, put it on your letterhead and send it. Your agent can save it as a Gmail draft for your OK.
Tips for a better result
- Call the candidate first with the good news, then send the letter the same day so the details are in writing.
- Avoid promising things that belong in a contract, like "guaranteed bonus" or "permanent role", unless you mean it.
- Be precise on pay: annual or hourly, before tax, and how often it is paid.
- Ask your agent to remember your benefits and letter style, so next time you only send the name, role and salary.
job offer letter: FAQ
- What is included in a job offer letter? The job title, manager, start date, pay, hours, location, main benefits, any conditions, and how and when to accept.
- Is a job offer letter legally binding? It can be, depending on its wording and local law. Many employers add that full terms are in the employment contract. Check with HR or a lawyer if unsure.
- How long should a candidate have to accept an offer? Three to seven days is common. Give more time if the candidate needs to resign from another job or relocate.
- What is the difference between an offer letter and an employment contract? An offer letter summarizes the main terms and invites acceptance. The contract sets out all terms in detail, such as notice, duties and policies.
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