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Free Offer Letter Template

An offer letter confirms the key terms of a job offer in writing: the role, the pay, the start date and who the person reports to. This template uses at-will wording, so it does not promise employment for any fixed period.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

A candidate has accepted a verbal offer
Confirming pay and start date in writing
Rehiring a former employee

Tips before you use it

Do not promise job security or a fixed term (for example "permanent position") unless you mean to — that can undermine at-will employment.
State pay the way you actually pay it: hourly for hourly workers, salary per period for salaried workers.
Do not tell the new hire which documents to bring for Form I-9 — they choose from the official Lists of Acceptable Documents.
If the offer depends on a background check, you must follow the Fair Credit Reporting Act separately if you use a background-check company. Ask an attorney for that disclosure — it is not part of this template.

Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

[Date]

[Candidate Name]
[Candidate Address]

Dear [Candidate Name],

We are pleased to offer you the position of [Job Title] at [Company Name]. We were impressed by your experience and believe you will be a great addition to the team.

Position details

Job title: [Job Title]

Department: [Department]

Reports to: [Manager Name], [Manager Title]

Work location: [Work Location]

Employment type: [full-time / part-time]

Start date: [Start Date]

Schedule: [Schedule]

Pay

Your pay will be [Pay Rate] [per hour / per year], paid [Pay Frequency], less required tax withholdings and any deductions you authorize. This position is classified as [exempt / non-exempt] under the Fair Labor Standards Act. [If non-exempt: You will be paid overtime for hours worked over 40 in a workweek, and as otherwise required by state law.]

Benefits

[Briefly list benefits, for example paid time off, health insurance or retirement plan, and when eligibility begins. Delete if none.] Benefits are governed by the terms of the relevant plan documents and company policies, which may change from time to time.

Conditions of this offer

You will need to complete Form I-9 and provide original documents of your choice that establish your identity and authorization to work in the United States, as listed on the form's Lists of Acceptable Documents.
[Optional: This offer is contingent on (describe the condition, for example a satisfactory reference check). Delete if none.]

At-will employment

Your employment with [Company Name] is at-will. This means that either you or the company may end the employment relationship at any time, with or without cause or notice. Nothing in this letter or in any company policy creates a contract of employment for any specific period. Only [Title of Authorized Officer], in a signed written agreement, can change the at-will nature of your employment.

Note for employer (delete before use): Employment in Montana is not at-will after the probationary period. If you hire in Montana, have this section reviewed before use.

Next steps

To accept this offer, please sign and return this letter by [Response Deadline]. If you have any questions, contact [HR Contact Name] at [HR Contact Email].

We look forward to welcoming you to [Company Name].

Sincerely,

[Manager Name], [Manager Title], [Company Name]

Signature

Date

Acceptance

I accept this offer of employment on the terms above and understand that my employment is at-will.

[Candidate Name]

Signature

Date

Download free (Word .docx)

Frequently asked questions

Is an offer letter a contract?

It can be treated as one if it promises things like a fixed term or job security. That is why this template states that employment is at-will and that the letter is not a contract for any specific period.

When does a new hire have to complete Form I-9?

The employee completes Section 1 no later than their first day of work, and the employer completes Section 2 within three business days of the employee's first day (or by the first day, if the job will last less than three business days). USCIS publishes the current form and instructions.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

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