Offer of employment letter template
Our offer of employment letter template ensures clear communication of job offers, outlining terms and expectations for new hires, streamlining the hiring process.
- 2 pages / 326 words.
- Last updated 05/05/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Offer of employment letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Offer of Employment
We are delighted to offer you the position of [Job Title] at [Company Name], subject to the terms and conditions outlined below. We were impressed by your skills, experience, and qualifications, and believe that you will make a valuable contribution to our team.
The key terms of your employment are as follows:
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Position: You will be employed as a [Job Title], reporting to [Supervisor Name and Title].
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Start Date: Your employment will commence on [Start Date].
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Salary: Your starting salary will be [Salary], payable monthly, and subject to tax and national insurance deductions.
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An offer of employment letter is a formal document that outlines the key terms of an employment offer, including job title, salary, benefits, start date, and other relevant conditions. It serves as a written record of the agreement and ensures clarity between the employer and the candidate, helping to prevent misunderstandings.
Typically sent after a successful interview, the letter may be emailed or mailed. It may include a deadline for accepting or declining the offer.
Once accepted, both parties can proceed with finalising the employment contract and necessary paperwork.
It is usually delivered to the Candidate by the Employer / HR.
It should be actioned as soon as possible after the decision has been made.
Compliance
Compliance
This Offer of employment letter template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Specifies the legal framework for employment contracts and terms, including the offer of employment.
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Equality Act 2010: Ensures that the offer letter does not discriminate against individuals based on protected characteristics.
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Data Protection Act 2018 (incorporating GDPR): Mandates the handling of personal data within the offer letter in compliance with data protection principles.
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Acas Code of Practice on Recruitment and Selection: Provides guidance on fair and transparent recruitment processes, including the content of offer letters.
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Best Practice: Clear Communication: Ensure that the offer letter clearly outlines terms and conditions of employment to avoid misunderstandings and disputes.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Offer of employment letter template, to understand the workflow.
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Timings
Timings
Follow these best practice actions to get the most from the Offer of employment letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Confirm successful candidate following interviews and agree employment details (job title, start date, salary, hours, etc.). | Hiring Manager / HR | Immediately after decision to hire |
| 2 | Prepare the Offer of Employment Letter including all agreed terms and any conditions (e.g. references, right to work). | HR | Within 1–2 working days of confirmation |
| 3 | Send the letter to the candidate, along with any supporting documents (e.g. contract, policies). | HR | As soon as letter is prepared |
| 4 | Receive signed acceptance from the candidate and confirm onboarding steps (pre-employment checks, induction, etc.). | HR / Candidate | Within 5–7 working days of sending letter |
| 5 | Follow up on outstanding conditions (e.g. references, right to work) and formally confirm start date and arrangements. | HR | Before confirmed start date (at least 1 week prior) |
Practical example
Practical example
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Scenario: Offer of Employment for Senior Sales Manager Position at ABC Limited
ABC Limited, a well-established retail company with branches across the UK, has been experiencing steady growth and expansion in its sales department. Recognizing the need for strong leadership, the company decides to hire a Senior Sales Manager to oversee its regional sales teams.
Background
ABC Limited has conducted a thorough search and recruitment process, including advertising the Senior Sales Manager position on various job boards and conducting multiple rounds of interviews. After careful consideration and assessment, the hiring team has identified a top candidate, Sarah Thompson, who possesses extensive experience in sales management and a track record of driving results.
Offer Decision
HR Manager, Sarah Johnson, in consultation with the hiring manager and senior leadership, makes the decision to extend an offer of employment to Sarah Thompson for the Senior Sales Manager position. Sarah's impressive background, strong leadership skills, and alignment with the company's values and objectives make her an ideal candidate for the role.
Terms of Offer
The offer includes competitive remuneration, benefits package, and opportunities for career advancement within ABC Limited. Additionally, Sarah will have the support of a dedicated team and access to resources to help her succeed in her new role.
Communication of Offer
Sarah Johnson contacts Sarah Thompson to communicate the offer verbally, expressing the company's enthusiasm for her joining the team. She provides a brief overview of the terms of the offer, including salary, benefits, start date, and reporting structure.
Acceptance and Next Steps
Sarah Thompson expresses her gratitude for the offer and indicates her interest in accepting the position. Sarah Johnson then sends the formal offer letter to Sarah Thompson via email, outlining the detailed terms and conditions of employment.
Celebration and Onboarding
Upon receiving Sarah Thompson's signed acceptance of the offer, ABC Limited celebrates the successful recruitment of a Senior Sales Manager. The HR team initiates the onboarding process, preparing for Sarah Thompson's integration into the company, including orientation, training, and introduction to key stakeholders.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Offer of employment letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
