Job Offer Letter

Our job offer letter template is available for download in Word format. It has been professionally written in clear, plain English.

Once purchased you can use the template as many times as required. It is a “must-have” as part of your collection of employment templates. It is suitable for any business in the UK that is intending to add an employee and needs to make the offer in writing.

When employing a person it is a legal requirement to confirm the core terms of their employment in writing. Ideally you should use a contract of employment for this but our letter of offer is drafted to include sufficient detail to satisfy that legal requirement.

You can read below a guide to this template. As well as this job offer letter we offer a full range of employment templates for use by businesses in the UK.

Guide to our Job Offer Letter template

Our Job Offer Letter template is for use by an employer when offering a job to a prospective employee following a successful interview process.

Clauses in this Job Offer Letter

As with any business correspondence, this should be on your normal letterhead notepaper. Delete the reminder to this in the actual template.

Fill in the date, i.e. the actual date you sign the job offer letter.

Fill in the name and address of the successful candidate.

Below the address, after where it says “Dear”, fill in the name or names of the person to whom it is addressed.

In the first paragraph under the heading “Employment Offer” fill in the date of the interview, the company name, the job title of the position being offered, and whether it is a full-time, part-time, fixed-term or a zero hours position.

Numbered clauses in the Job Offer Letter

1. Annual salary

Fill in the amount of the pay and the period the stated sum relates to (hour, week, month or year), whether it is a wage paid weekly or a salary paid monthly. State the number of hours in a usual week.

2. Location

Fill in the address of the usual location at which the successful candidate will work.

3. Work hours

In this part of the job offer letter, fill in the usual hours and days. Fill in whether overtime is potentially payable or not. If it is a zero hours contract, then state this instead and that there are no normal hours/days.

4. Job title

Fill in the job title the employee will have, and the name of the line manager to whom the employee will report.

5. Holiday entitlement

State how many days holiday a year the employee will receive. The stated figure of 20 plus bank holidays is the statutory minimum.

6. Pension scheme

This clause in the letter refers to the pension benefits the job will offer. Amend the clause as necessary to fit your arrangements. Please note that, once your business is subject to auto-enrolment under the NEST scheme, this clause will apply.  Fill in the amount (in percentage terms) that the employee must pay in as a minimum.

7. Medical insurance

You can use this clause in the job offer letter to provide details of any medical insurance or other perks (such as a company car or mobile phone) to which the employee will be entitled. Adapt it as appropriate. If there are none, then delete it.

8. Probationary period and termination

If a probationary period applies, fill in the term: 3 or 6 months is common. Also fill in the shorter-than-normal period of notice required during the probationary period. If there is no probationary period, then (a) delete reference to it in the heading to this clause, (b) delete the first sentence and (c) delete the second sentence and first word of the third sentence. Fill in the number of weeks or months you require as a notice period, after the candidate has successfully completed any probationary period.

Unnumbered paragraphs in the Job Offer Letter

In the second paragraph that follows the numbered clauses, fill in the contact details of the person with whom they can raise any queries.

The next paragraph in the job offer letter sets out a couple of conditions to which the offer of employment is subject. We have included (a) employment references and (b) the “proof of entitlement to work” requirements that apply under sections 15 to 25 of the Immigration, Asylum and Nationality Act 2006. For more details on this see: https://www.gov.uk/legal-right-work-uk.

If you have other requirements you should state them here, such as passing a medical examination, proving that the candidate holds certain professional registrations or qualifications, holding a (clean) driving licence, etc.

In the last paragraph, fill in a date when the offer will expire if the candidate has not accepted it by then.

Signature clause – Treat this job offer letter as a simple letter, so finish it off by signing it and stating your name below. Also fill in the company name.

Acknowledgement clause – Fill in the company name here too and the name of the successful candidate.

Duplicate copy letter – You can send the successful candidate 2 copies of this letter. So they can keep one and return the other to you with the acknowledgement signed.