Free job offer letter templates for every kind of hire
Nine editable offer letters for hourly, salaried, part-time, conditional, intern, seasonal and remote hires, plus offer and acceptance emails. Each one shows a filled-in US example before you download it.
By Workzenly teamUpdated November 7, 20269 free templatesNo sign-up needed
Every offer letter should state the title, start date, pay and pay frequency, exempt or non-exempt status, schedule, conditions, an at-will statement and a deadline to accept.
All 9 templates are free Word files with a matching printable PDF and a copy button. They open in Google Docs too. No sign-up.
A job offer letter template saves you from writing the same terms from scratch for every hire, and from forgetting the one line that matters later, such as overtime status or the at-will statement. This page is for US small-business owners, hiring managers and HR leads who hire hourly and salaried staff. Below are nine free templates, each built for a different hire: a standard employment offer letter, versions for hourly, salaried exempt, part-time, intern, seasonal and remote employees, a conditional offer for jobs that need a background check, and short offer, acceptance and counteroffer emails. Every offer letter sample is filled in with realistic details so you can see what a finished letter looks like, then download the blank Word file or PDF.
Which offer letter template do you need?
Choose by how the person is paid and how long the job lasts. The pay type drives most of the wording, because overtime rules differ for hourly and salaried staff.
Best for any full-time hire when you want one simple letter
Harbor Point Family Dental
2210 W Kennedy Blvd, Tampa, FL 33609
November 9, 2026
Alyssa Romero
4815 N Armenia Ave, Tampa, FL 33603
Dear Alyssa,
We are pleased to offer you the position of Front Desk Coordinator at Harbor Point Family Dental. You will report to Dr. Karen Mills, Practice Owner, and work at our Kennedy Boulevard office.
Start date: Monday, November 30, 2026
Employment type: Full-time, non-exempt (paid hourly, eligible for overtime)
Pay: $19.50 per hour, paid every other Friday by direct deposit
Schedule: Monday to Thursday 7:30 a.m. to 4:30 p.m., Friday 7:30 a.m. to 1:30 p.m., with a 1-hour unpaid lunch Monday to Thursday
Benefits: You will be eligible for health and dental insurance on the first of the month after 60 days, under the terms of each plan. You will earn 1 hour of PTO for every 30 hours worked.
This offer depends on you providing documents that prove your identity and authorization to work in the United States for Form I-9 within three business days of your start date.
Employment with Harbor Point Family Dental is at will. This means that you or the practice may end the employment relationship at any time, with or without cause or notice. Nothing in this letter is a contract for a fixed term of employment.
Please sign and return this letter by Friday, November 13, 2026 to accept. If you have questions, call me at (813) 555-0142.
We look forward to having you on the team.
Sincerely,
Karen Mills, DDS
Practice Owner
One-page letter with bracketed fields: title, manager, start date, employment type, pay, schedule, benefits, I-9 condition, at-will paragraph, deadline, and acceptance signature lines.
Start here if you hire only a few people a year. It covers every term a new employee asks about in their first week. Pick “non-exempt” or “exempt” in the employment type line, delete the other, and keep pay in the unit you actually pay: per hour for hourly staff, per year for salaried staff. The acceptance block on page two gives you a signed copy for the personnel file.
2. Hourly employee offer letter
Best for restaurants, retail, warehouses, clinics and other shift-based teams
Bluebird Kitchen
1600 S Lamar Blvd, Austin, TX 78704
November 6, 2026
Dear Marcus,
Thank you for interviewing with us. We are happy to offer you the job of Line Cook at Bluebird Kitchen, South Lamar, reporting to Kitchen Manager Daniel Reyes.
Your details:
- Start date and first shift: Tuesday, November 17, 2026, 2:00 p.m. to 10:30 p.m.
- Pay rate: $17.50 per hour
- Overtime: This is a non-exempt position. You will be paid 1.5 times your regular rate for hours worked over 40 in a workweek. Overtime must be approved by your manager in advance.
- Workweek: Monday 12:00 a.m. through Sunday 11:59 p.m.
- Expected hours: about 32 to 38 hours a week. Hours vary with the posted schedule.
- Paydays: every other Friday, for the two-week pay period ending the Sunday before
- Breaks and meals: one 30-minute unpaid meal break on shifts over 6 hours, plus a free staff meal
- Uniform or equipment: we provide two chef coats and aprons; please wear black non-slip shoes
You will clock in and out with the Workzenly app on the kitchen tablet every shift, including meal breaks.
On your first day, please bring documents for Form I-9 (see the list of acceptable documents on uscis.gov) and your bank details if you want direct deposit.
Employment with Bluebird Kitchen is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice. Nothing in this letter is a contract for a fixed term of employment.
Please reply or sign below by Monday, November 9 to accept.
Welcome aboard,
Daniel Reyes
Kitchen Manager
Word and PDF with a bulleted terms list: first shift, hourly rate, overtime, workweek, expected hours, payday, breaks, tips, uniform, how to clock in, I-9 reminder and at-will paragraph.
Hourly staff care most about the rate, the hours and when they get paid, so this letter puts those in a list they can scan. Defining the workweek matters because federal overtime is counted per fixed seven-day workweek, not per pay period. If your state has daily overtime or required meal and rest breaks (California is the best-known example), describe them in the bracketed lines. Delete the tips line for non-tipped roles. Our guide to calculating overtime shows how the 1.5× rate works with bonuses and multiple pay rates.
3. Salaried exempt employee offer letter
Best for managers, office staff and professional roles paid a salary
Lakeview Logistics
500 S Tryon St, Suite 1400, Charlotte, NC 28202
November 4, 2026
Dear Priya,
On behalf of Lakeview Logistics, I am pleased to offer you the full-time position of Operations Supervisor, reporting to Kevin Walsh, Director of Operations. We were impressed by how you rebuilt the dock schedule at your last job and believe you will make a real difference to our on-time delivery goal.
Compensation
- Base salary: $68,000 per year, paid twice a month ($2,833.33 per pay period)
- Classification: Exempt. This position is not eligible for overtime pay under the Fair Labor Standards Act.
- Bonus: Eligible for an annual bonus of up to 8% of base salary, based on team on-time delivery and safety results, paid at the company’s discretion
- Salary review: Annually in March
Benefits
- Health, dental and vision insurance starting January 1, 2027, with the company paying 80% of the employee premium
- 15 days of paid time off per year, accruing each pay period, plus 9 paid holidays
- 401(k) plan with a match of up to 4% of salary after 90 days
Start date and location: Monday, December 7, 2026, at our Charlotte office, Monday to Friday
Conditions: This offer depends on proof of identity and work authorization for Form I-9 and on signing our confidentiality agreement.
Employment with Lakeview Logistics is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice. Nothing in this letter is a contract for a fixed term of employment.
This offer is open until Wednesday, November 11, 2026. To accept, sign below and return a copy to me.
Sincerely,
Kevin Walsh
Director of Operations
Word and PDF with separate compensation and benefits sections: salary and per-period amount, exempt classification, bonus, salary review, insurance, PTO, holidays, 401(k), conditions and at-will paragraph.
Only call a job exempt if it passes both the salary test and the duties test. Since the 2024 overtime rule was vacated, the Department of Labor applies the 2019 federal minimum of $684 per week ($35,568 a year), but several states set a higher floor; California’s 2026 minimum for exempt staff is $70,304 a year. A salary alone does not make someone exempt, so check our exempt vs non-exempt guide before you use this letter. Write “at the company’s discretion” for any bonus you do not want to promise.
4. Part-time employee offer letter
Best for retail, front desk and weekend staff working under 30 hours a week
Maple & Main Outfitters
1290 N High St, Columbus, OH 43201
November 5, 2026
Dear Jenna,
We are glad to offer you a part-time position as Sales Associate at our Short North store, reporting to Store Manager Tasha Greene.
- Start date: Saturday, November 14, 2026
- Pay: $15.50 per hour, paid every other week
- Hours: 16 to 24 hours a week, usually Tuesday and Thursday evenings and every other weekend. Hours are not guaranteed and follow the posted schedule.
- Availability: You told us you are available weekday evenings after 4:00 p.m. and weekends. Please tell your manager in writing at least two weeks before your availability changes.
- Overtime: If you work more than 40 hours in a workweek, you will be paid 1.5 times your regular rate.
- Benefits: Part-time employees receive a 30% employee discount and can join the 401(k) plan after 1,000 hours in a year. Not eligible for the health plan.
Please bring documents for Form I-9 on your first day.
Employment with Maple & Main Outfitters is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice. Nothing in this letter is a contract for a fixed term of employment.
Please sign and return this letter by Monday, November 9.
Best regards,
Tasha Greene
Store Manager
Word and PDF: start date, hourly rate, hour range, availability, overtime line, what benefits part-timers get and do not get, I-9 reminder and at-will paragraph.
Give a range of hours rather than a fixed number, and say plainly that hours are not guaranteed, so the letter does not promise a schedule you cannot keep. Writing down the availability the candidate gave in the interview prevents the most common part-time dispute. List benefit eligibility honestly; if part-timers earn paid sick time under your state or city law, say so. Plan their shifts with one of our weekly schedule templates.
5. Conditional job offer letter
Best for healthcare, childcare, driving, finance and other jobs that need checks first
Desert Bloom Senior Living
4400 N 32nd St, Phoenix, AZ 85018
November 3, 2026
Dear Rosa,
We are pleased to make you a conditional offer of employment for the position of Certified Nursing Assistant at Desert Bloom Senior Living, starting Monday, November 23, 2026, at $21.00 per hour.
This offer is conditional on the following. We will not finalize your start date until each one is complete:
1. A background check by our screening company, which we will run only after you sign the separate disclosure and authorization form we are sending with this letter
2. A pre-employment drug test at an approved lab within 5 days
3. Verification of your Arizona CNA certification on the state registry
4. Proof of a negative TB test within the last 12 months
5. Documents that prove your identity and authorization to work in the United States for Form I-9, no later than three business days after your first day of work
If something in a background report might cause us to withdraw this offer, we will first give you a copy of the report and a summary of your rights, and give you the chance to respond before we make a final decision.
All other terms:
- Reports to: Linda Haskins, RN, Director of Nursing
- Classification: Non-exempt hourly; overtime at 1.5 times your regular rate after 40 hours a week
- Schedule: Three 12-hour day shifts a week, 7:00 a.m. to 7:30 p.m., including every other weekend
- Benefits: See the enclosed benefits summary
Employment with Desert Bloom Senior Living is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice.
Please sign below by Thursday, November 5, 2026 to accept this conditional offer and return the authorization form.
Sincerely,
Linda Haskins, RN
Director of Nursing
Word and PDF with a numbered list of contingencies (background check, drug test, license, references, I-9), a pre-adverse action promise, the remaining job terms and at-will paragraph.
A contingent offer lets you lock in a candidate while checks run. The letter does three things the law expects. It runs the background check only after a separate written authorization, which the Fair Credit Reporting Act requires. It promises a copy of the report and a chance to respond before any withdrawal. And it waits for the offer before criminal history comes up, which California’s Fair Chance Act requires of employers with five or more employees. Drug testing rules vary by state, so keep that line only where it is allowed for the role.
6. Internship offer letter
Best for paid summer or semester interns
Northline Creative
311 W Superior St, Chicago, IL 60654
November 2, 2026
Dear Ethan,
We are excited to offer you a paid internship as Marketing Intern on our client services team for Summer 2027.
- Dates: Monday, June 7, 2027 to Friday, August 13, 2027 (10 weeks)
- Supervisor: Grace Kim, Account Director
- Pay: $20.00 per hour, paid every other week. Overtime at 1.5 times your regular rate applies to hours over 40 in a workweek.
- Hours: 32 hours a week, Monday to Thursday, 9:00 a.m. to 5:30 p.m. with a 30-minute unpaid lunch. Hybrid: in the office Tuesday and Wednesday.
- What you will work on: social media calendars for two retail clients, a competitor research report, and a short campaign of your own
- What you will learn: content planning, paid social basics and client presentations, with a weekly one-on-one with Grace
The internship ends on August 13, 2027. It does not include a promise of a permanent job, although we will consider strong interns for open positions.
Please bring documents for Form I-9 on your first day.
Employment with Northline Creative is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice.
Please sign and return this letter by Friday, November 13, 2026.
Best,
Grace Kim
Account Director
Word and PDF: start and end dates, supervisor, hourly pay and overtime, hours, projects, learning goals, school credit line, “no promise of a permanent job” sentence and at-will paragraph.
This template is for paid interns, who are employees and must get at least minimum wage and overtime like anyone else. Listing real projects and learning goals helps you recruit and keeps the internship focused. Unpaid internships at for-profit businesses are risky: courts and the Department of Labor use a “primary beneficiary” test to decide whether an intern is really an employee, so get advice before you offer one.
7. Seasonal or temporary employee offer letter
Best for holiday retail, warehouse peak, summer camps, tax season and event staff
Sierra Fulfillment Co.
2050 E Greg St, Sparks, NV 89431
November 7, 2026
Dear Andre,
We are happy to offer you a seasonal position as Warehouse Associate at our Sparks fulfillment center for the 2026 holiday season.
- Expected dates: Monday, November 16, 2026 to about Saturday, January 9, 2027. The end date may move earlier or later depending on order volume; we will tell you as soon as we know.
- Pay: $19.50 per hour, plus a $1.50 per hour shift differential for night shifts
- Overtime: 1.5 times your regular rate for hours over 40 in a workweek. From November 23 to December 21, expect up to 50 hours a week.
- Shifts: Night shift, 6:00 p.m. to 4:30 a.m., four nights a week, scheduled 7 days in advance in the scheduling app
- Training: Paid orientation on Monday, November 16, 8:00 a.m. to 12:30 p.m.
- Safety gear: We provide gloves and a high-visibility vest. Please wear closed-toe safety shoes.
- Benefits: Paid leave as required by Nevada law and a 15% employee discount. Not eligible for the health plan.
Seasonal employment ends on the last day of the assignment unless we offer you, in writing, a regular position.
Please bring documents for Form I-9 to orientation.
Employment with Sierra Fulfillment Co. is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice.
Please sign and return by Tuesday, November 10.
Thank you,
Monique Fields
Site HR Manager
Word and PDF: expected start and end dates, pay and shift differential, overtime and peak-hours warning, shift times, paid orientation, safety gear, benefits and an end-of-season sentence.
Say “expected” end date and explain that it can move, so the date reads as a plan rather than a guaranteed term. Telling seasonal staff about peak overtime up front reduces no-shows in the busiest weeks. The final sentence makes clear the job ends with the season unless you offer a regular role in writing. When the season ends, the end-of-assignment letter closes the loop.
8. Remote employee offer letter
Best for employees who work from home, including in another state
Fernwood Software
1120 NW Couch St, Portland, OR 97209
November 6, 2026
Dear Nina,
We are pleased to offer you the fully remote position of Customer Success Manager, reporting to Omar Haddad, Head of Customer Success.
- Start date: Monday, December 7, 2026
- Work location: You will work from your home in Boise, Idaho. Please tell us before you move to another state, because your work state decides which payroll taxes and employment laws apply.
- Pay: $78,000 per year, paid twice a month. Classification: exempt.
- Working hours: core hours 9:00 a.m. to 3:00 p.m. Mountain Time, about 40 hours a week
- Equipment: We will ship you a laptop, headset and 27-inch monitor before your start date. They remain company property and must be returned when your employment ends.
- Expenses: We will pay a $60 monthly stipend for internet and phone.
- Travel: Two team meetings a year in Portland, paid by the company.
- Benefits: Health, dental and vision from your first day; 20 days of PTO; 401(k) with a 3% match.
Before your first day we will send you remote onboarding forms. For Form I-9 we will use the remote document examination process available to E-Verify employers within three business days of your start date.
Employment with Fernwood Software is at will. This means that you or the company may end the employment relationship at any time, with or without cause or notice.
Please sign below by Thursday, November 12.
Sincerely,
Omar Haddad
Head of Customer Success
Word and PDF: work state, pay and classification, core hours and time zone, equipment ownership and return, expense stipend, travel, benefits, remote I-9 plan and at-will paragraph.
The work-location line is the one most remote offer letters miss. Payroll tax withholding, minimum wage, paid leave and final paycheck rules generally follow the state where the employee works, so you need to know before they move. For Form I-9, USCIS lets employers enrolled in E-Verify examine documents remotely through a live video call; other employers need someone to see the documents in person. Non-exempt remote staff should record all time worked, including after-hours messages.
9. Job offer, acceptance and counteroffer emails
Best for sending the offer fast, and for candidates replying to one
Subject: Job offer: Front Desk Coordinator at Harbor Point Family Dental
Hi Alyssa,
Thank you for meeting with us on Thursday. I am happy to offer you the position of Front Desk Coordinator at Harbor Point Family Dental, starting Monday, November 30, 2026.
The highlights:
- Pay: $19.50 per hour, paid every other Friday
- Schedule: Monday to Thursday 7:30 a.m. to 4:30 p.m., Friday until 1:30 p.m.
- Reports to: Dr. Karen Mills
- Benefits: health and dental after 60 days, plus PTO from day one
Your formal offer letter is attached. Please review it, and sign and return it by Friday, November 13. I am happy to answer any questions by phone at (813) 555-0142.
We hope you will join us.
Karen Mills, DDS
Practice Owner
Three fill-in emails: the employer’s job offer email, the candidate’s acceptance reply and a polite counteroffer reply. The preview shows the offer email filled in.
Send the email the same day you make a verbal offer, with the letter attached, so the candidate has the terms in writing while they are deciding. Keep the email short and let the letter carry the detail. Candidates can use the acceptance reply to confirm pay and start date in writing, or the counteroffer reply to ask for a higher rate with one specific reason.
What to include in an offer letter template
Whichever employment offer letter you start from, check it against this list before you send it. Each item answers a question that otherwise lands on the manager or payroll in the first week.
Job title, manager and work location. For remote staff, the state they work in.
Start date. For shift workers, the first shift time too.
Pay rate, unit and pay frequency. “$19.50 per hour, paid every other Friday,” not just a number.
Exempt or non-exempt. Say whether overtime applies. This one line prevents the costliest misunderstanding.
Schedule or hours. A range and a note that hours follow the posted schedule.
Benefits and when they start. Summarize, and point to the plan documents for details.
Conditions. I-9 documents, and any background check, license, drug test or agreement.
At-will statement. Unless you truly mean to offer a fixed term.
Deadline and signatures. A date to accept, and lines for both sides.
Leave out promises you cannot keep: guaranteed hours, “permanent” jobs, “job security,” or a bonus described as certain when it is discretionary. Courts can read those as contract terms.
How to use these templates
Pick the closest job offer letter template. Match the pay type first (hourly or salaried), then the job length (regular, seasonal, intern).
Fill in every bracket. Open the Word file, replace each [bracket], delete lines that do not apply, and add your logo. The files also open in Google Docs.
Check pay against the law. Confirm the rate meets your state and city minimum wage (see our minimum wage by state table) and the salary meets the exempt threshold if you mark the job exempt.
Make the verbal offer, then send the letter the same day. Use the offer email in template 9 and attach the letter as a PDF.
Collect the signed copy. File it in the personnel file. If you agree to changes, send a revised letter rather than editing by hand.
If you hire more than a handful of people a year, the job offer letter template becomes the first step of a longer chain: forms, I-9, payroll setup, the first schedule. An applicant tracking system or HR software can send the letter for e-signature and carry the details into onboarding.
US rules to know before you send an employment offer letter
These are general principles, checked against federal and state agency sources. Rules vary by state and city and change often, so confirm with your state labor department or a lawyer for your situation.
At-will is the default in most states, with limits. Most US employment is at will, which is why the templates say so. Montana is the main exception: under its Wrongful Discharge from Employment Act, a discharge after the probationary period is wrongful if it is not for good cause. Promises in a letter can also change the at-will relationship.
Overtime and exempt status. Non-exempt employees must get 1.5 times their regular rate for hours over 40 in a workweek. Exempt status needs both a salary of at least $684 a week under current DOL rules and qualifying job duties. California’s 2026 exempt salary minimum is $70,304, and other states have their own levels.
Form I-9 deadlines. USCIS says the employee completes Section 1 no later than the first day of work, and the employer completes Section 2 within three business days of the first day. The employee cannot fill in Section 1 before accepting the offer. See our Form I-9 guide.
Background checks. Under the Fair Credit Reporting Act, the FTC says you must tell the candidate in a separate document that you may use a background report and get written permission, then give a pre-adverse action notice with a copy of the report before rejecting them. California and many cities also delay criminal history questions until after a conditional offer.
Separate pay notices at hire. New York requires a written pay notice at hiring with the pay rate, overtime rate and regular payday, in English and the employee’s primary language, with a signed acknowledgment kept for six years. California requires its Labor Code 2810.5 notice to employees. An offer letter does not replace these forms.
Noncompetes. The FTC’s nationwide noncompete ban is not in effect; the FTC dropped its appeals in 2025. State law still governs. California voids most employee noncompetes, so do not add one to an offer letter there.
Frequently asked questions
What should a job offer letter include?
The job title, manager, start date, work location, pay rate and pay frequency, whether the job is exempt or non-exempt, the expected schedule, a short benefits summary, any conditions such as a background check, an at-will statement, the deadline to accept, and signature lines for the candidate and the company.
Is a job offer letter legally binding?
An offer letter can create obligations, especially if it promises a fixed term, guaranteed bonus or job security. That is why most US offer letters state that employment is at will and that the letter is not a contract for a fixed period. Promises about pay and benefits should match what you will actually provide. Have a lawyer review letters for senior or unusual hires.
Can an employer withdraw a job offer?
In most states an employer can withdraw an at-will offer, but not for a discriminatory or retaliatory reason. If you withdraw because of a background check, the Fair Credit Reporting Act requires a pre-adverse action notice with a copy of the report first. Some states and cities add their own fair chance steps for criminal history.
How long should a candidate have to accept an offer?
No law sets a deadline. Three to five business days is common for most roles, and 24 to 48 hours is normal for hourly and seasonal jobs where you need to fill shifts fast. Put the exact date in the letter so the offer does not stay open indefinitely, and extend it in writing if you agree to more time.
Do I need an offer letter for part-time or hourly employees?
No federal law requires one, but it is good practice for every hire. A short letter confirms the hourly rate, overtime eligibility, payday and expected hours in writing, which prevents disputes later. Some states, including New York and California, require a separate written pay notice at hire, which the offer letter does not replace.
Should an offer letter mention salary or hourly pay?
Yes. State the amount and the unit, such as $19.00 per hour or $68,000 per year, and how often it is paid. For salaried staff, also say whether the job is exempt from overtime. Avoid annual figures for hourly staff, because they read like a guaranteed salary that the schedule may not deliver.
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Made by the Workzenly team, who build time clock, scheduling, PTO and payroll software for US businesses. Templates are free to use and edit. They are general starting points, not legal advice; check federal, state and local requirements before you rely on one.