Name: Offer of permanent employment (from agency) letter template | Sep 26
Brand: HRDocBox
SKU: HRDBOX-396
Price: 9.99 GBP
Availability: InStock

What's included in this template?

This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.

Formal permanent employment offer
Role and start date details
Salary and working arrangements
Holiday and benefits information
Pre-employment conditions
Acceptance instructions and deadline

Specifications

Template

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Offer of Permanent Employment

We are pleased to offer you permanent employment with [Company Name] in the position of [Job Title], following your current assignment with the organisation through [Agency Name].

Your proposed permanent employment will commence on [Start Date].

The main terms of the offer are as follows:

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What is an offer of permanent employment (from agency) letter?

Offer of permanent employment (from agency) letter template preview

This letter provides an employment agency with a clear way to formally offer an agency worker a permanent position with the organisation where they have been working. It sets out the main terms of the proposed employment and provides a straightforward record of the offer and the worker's acceptance.

Moving from agency work to permanent employment

The letter is designed for situations where an agency worker is being offered a permanent role with the hiring organisation rather than continuing their assignment as an agency worker. It provides a clear transition point between the agency arrangement and direct employment.

Setting out the offer

The letter confirms important details such as the job title, start date, salary, working hours and other relevant employment arrangements. Employers can adapt the content to reflect the terms agreed with the worker and the organisation's normal employment documentation.

Confirming conditions and next steps

Where appropriate, the offer can be made conditional on matters such as satisfactory references, right to work checks or other pre-employment requirements. It also provides the worker with clear instructions for accepting the offer.

Keeping the recruitment process clear

A written offer helps ensure that the agency, hiring organisation and worker have a shared understanding of the proposed permanent appointment. The worker should subsequently receive the appropriate written statement of employment particulars and other contractual documentation required for their employment.

Example

A manufacturing business has been using an agency worker in a production role for several months. The worker has performed well, has become familiar with the company's processes and has expressed an interest in joining the organisation permanently.

The organisation agrees to offer the worker a permanent position. The employment agency prepares a formal offer letter confirming the permanent role, salary, working hours, proposed start date and the arrangements that will apply once the worker becomes directly employed.

The offer is subject to completion of the organisation's normal pre-employment checks. The letter gives the worker a deadline for accepting the offer and explains that the permanent employment will be subject to the employer's normal employment documentation.

The worker accepts the offer in writing. The agency and hiring organisation then complete the necessary arrangements for the end of the agency assignment and commencement of the worker's direct employment.

The wider HR process

Related HR resources and workflow

Explore the HR resources that may be relevant before and / or after using the Offer of permanent employment (from agency) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

This

Offer of permanent employment (from agency) letter

Contract of employment (enhanced)

The Enhanced Contract of Employment provides a more comprehensive set of employment terms for UK employers who want to go beyond the basic written statement of employment particulars.

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Offer of permanent employment (from agency) letter should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing
1	Agree the permanent role, employment terms, start date and any conditions of the offer with the hiring organisation.	Agency / Hiring Organisation	Before offer
2	Prepare and issue the written permanent employment offer, clearly distinguishing the proposed direct employment from the existing agency assignment.	Employment Agency	Once agreed
3	Give the worker an appropriate period to consider the offer and provide clear instructions for accepting it.	Employment Agency	After offer
4	Complete any outstanding pre-employment checks and confirm arrangements for ending the agency assignment and starting permanent employment.	Agency / Hiring Organisation	Before start date
5	Provide the worker with the appropriate employment documentation and ensure the permanent employment begins on the agreed date.	Hiring Organisation	On or before start

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Common mistakes

Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.

Failing to clearly distinguish the permanent employment offer from the existing agency assignment.
Leaving important terms such as salary, working hours or start date unclear.
Making the offer without checking any contractual arrangements between the agency and hiring organisation.
Failing to state clearly whether the offer is conditional and what conditions apply.
Treating the offer letter as a substitute for the required written statement of employment particulars.
Failing to coordinate the end of the agency assignment with the start of direct employment.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Agency worker arrangements

Where an agency worker is offered permanent employment by the organisation where they have been working, the agency and hiring organisation should ensure that the transition is consistent with the arrangements governing the agency assignment. The Conduct of Employment Agencies and Employment Businesses Regulations 2003 contain rules governing employment agencies and employment businesses: https://www.gov.uk/government/publications/conduct-regulations-2003-guidance-for-employment-agencies-and-employment-businesses/overview-of-the-conduct-regulations-2003

Terms of employment

Once the worker becomes directly employed, the hiring organisation must provide the appropriate written statement of employment particulars. GOV.UK provides guidance on the information that employers must provide to employees: https://www.gov.uk/employment-contracts-and-conditions/written-statement-of-employment-particulars

Right to work

The hiring organisation should ensure that the appropriate right to work checks have been completed before the individual starts direct employment, even where the individual has previously worked for the organisation through an agency. GOV.UK provides employer guidance: https://www.gov.uk/government/collections/right-to-work-checks-employers-code-of-practice

Equality and discrimination

The decision to offer permanent employment should not unlawfully discriminate against the worker because of a protected characteristic. The Equality Act 2010 applies to employment and recruitment decisions: https://www.legislation.gov.uk/ukpga/2010/15/contents

Agency fees and restrictions

Employment agencies and businesses may have contractual arrangements concerning the introduction or supply of workers and the circumstances in which a worker can be engaged directly. The parties should review their agency agreement before making or implementing a permanent offer. GOV.UK provides guidance on terms and conditions for employment agencies and businesses: https://www.gov.uk/employment-agencies-and-businesses/terms-and-conditions-

Holiday and employment rights

Once directly employed, the worker will have the employment rights and contractual arrangements applicable to their new employment. Holiday entitlement should be clearly confirmed as part of the employment documentation: https://www.gov.uk/holiday-entitlement-rights

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FAQs

Who should issue an offer of permanent employment to an agency worker?

This depends on the arrangements between the employment agency and hiring organisation. Where the agency is formally making the offer on behalf of the hiring organisation, this template can be used by the agency to communicate the agreed permanent offer to the worker.

Does the offer letter replace the employment contract?

No. The offer letter confirms the proposed appointment and key terms, but the worker should receive the appropriate written statement of employment particulars and any other contractual documentation required by the hiring organisation.

Can the offer be conditional?

Yes. Where appropriate, the offer can be conditional on matters such as satisfactory references, right to work checks or other legitimate pre-employment requirements. The conditions should be clearly stated.

Does the worker automatically become a permanent employee when they accept?

Acceptance of the offer will generally establish the agreed employment arrangements, subject to any stated conditions and the terms agreed between the parties. The precise position will depend on the wording of the offer and the circumstances, so employers should ensure the offer and subsequent employment documentation are consistent.

Does an agency worker have to accept a permanent offer?

No. The worker can decide whether to accept the offer. If they decline, the existing agency assignment may continue or end according to the arrangements governing that assignment.

Why use HRDocBox rather than AI?

AI can generate a generic permanent employment offer, but HRDocBox provides a professionally structured, UK-focused HR template designed around the practical issues that arise when an agency worker moves into direct employment. It provides a consistent starting point for the agency or employer, helping reduce drafting time while highlighting the key terms and transition arrangements that need to be addressed.

How this content is developed and reviewed

The Offer of permanent employment (from agency) letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.

About the author

Darryl Horn, Chartered HR Director

Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.

He has extensive practical experience of managing job offer HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.

HRDocBox has been creating practical UK HR documents since 2009.

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