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View full libraryAn offer of permanent employment letter for an employment agency to formally offer an agency worker a permanent position with the hiring organisation, setting out the proposed role, employment terms, start date and key conditions of the offer.
Use this template to:
-letter-template.jpg "Offer of permanent employment (from agency) letter template")
If you are making job offers, the toolkit brings together practical HR templates covering conditional offers, checks, acceptance, terms and contract issue.
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.
[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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-letter-template-preview.jpg "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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
The structure made it obvious what needed to be communicated and in what order. It gave us sensible wording for a message that needed to be handled carefully. It struck a good balance between being professional and sounding like something we would actually send.
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.
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.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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