Job offer letter template (US)
US federal rules as of 30 Oct 2026. Not legal advice; state and city rules may add requirements.
Use the job offer letter template below to offer a US employee a job: state the title, start date, pay, pay basis, manager and any conditions, then ask for a signature by a date. Keep it short and factual. An offer letter is not a full employment contract, so do not promise things you cannot deliver.
At a glance
- One page is enough. Put the deal terms first, legal wording last.
- If the offer depends on a background check, use the conditional offer letter instead.
- Say "at will" only if it is true in your state and for this role.
- Put the pay range and any required pay-transparency items in line with your state's law (pay transparency by state).
The template
Copy everything between the lines.
[Company legal name] [Company address]
[Date: Month DD, YYYY]
[Candidate full name] [Candidate address or email]
Dear [First name],
We are pleased to offer you the position of [Job title] at [Company legal name]. This letter sets out the main terms of the offer.
Start date: [Month DD, YYYY], subject to the conditions below. Reports to: [Manager name and title]. Location: [On-site at address / Remote from state / Hybrid: X days per week]. Status: [Full-time / Part-time], [exempt / non-exempt] under the Fair Labor Standards Act.
Pay: [USD amount] per [year / hour], paid [bi-weekly / semi-monthly / monthly], less taxes and deductions required by law. Bonus or commission (if any): [Describe the plan in one sentence, or write "None". Refer to the plan document for terms.] Equity (if any): [Describe, or "None". State that grants need board approval and are governed by the plan documents.] Benefits: You will be eligible for [health, dental, vision, 401(k), paid time off, holidays] under company plans as they exist from time to time. Eligibility starts [on start date / first of the month after X days]. Plan documents control.
Conditions: This offer is contingent on [proof of identity and work authorisation (Form I-9) within three business days of your start date] [and, only if you have received the conditional offer version, completion of a background check with a result we can accept].
At-will employment: [Use only if appropriate in your state.] Employment with [Company] is at will. Either you or the company may end it at any time, with or without cause or notice. This letter is not a contract for a fixed period. Only [title, e.g. CEO] may change at-will status, in writing.
Confidentiality and policies: You will be asked to sign [confidentiality / invention assignment agreement] and to follow company policies, which may change.
This offer is open until [Month DD, YYYY]. To accept, sign below and return this letter to [name, email]. We are glad to answer any questions.
Sincerely, [Name, title]
Accepted and agreed: Signature: __________________ Date: __________ [Candidate full name] ---
How to use it
- Fill every bracket. Delete any line that does not apply rather than leaving "N/A".
- Check pay against the range you posted. Several states and cities require a posted range and restrict pay-history questions; check.
- Have the hiring manager and HR confirm the title, start date and reporting line.
- Send it as a PDF or via e-signature. In LiveRec you can create and send the offer from the candidate page and keep the signed copy (offer e-signature and storage).
- Keep the signed letter in the personnel file.
Customization notes
| Situation | Change |
|---|---|
| Non-exempt (hourly) role | Give the hourly rate and say overtime is paid as required by law. Do not state an annual figure as a guarantee. |
| Exempt role | Confirm the duties and salary meet the federal and state exempt tests before labelling it exempt. |
| Remote role | Name the state of work. Tax, wage and leave rules follow where the person works. |
| Commission | Put the plan in a separate document; some states require a signed written commission agreement. |
| Relocation or sign-on bonus | State repayment terms in plain words if the bonus is clawed back. |
| Visa sponsorship | Do not promise a visa outcome. Say the company "will consider" filing and that approval is up to the government. Send to your immigration counsel. |
What should I not put in an offer letter?
- Promises of job security, or "permanent" employment, that conflict with at-will wording.
- Statements about protected traits, family plans or health.
- Vague pay ("competitive") with no number.
- Terms you have not agreed internally (equity, remote work, title).
FAQ
Is an offer letter legally binding? It can create obligations, especially on pay and start date, even when it says at will. Courts differ by state. Write only what you mean to honour.
Can I withdraw an offer? Usually yes if the offer is at will or contingent, but doing it after the person resigns elsewhere can create legal and reputational risk. Ask counsel first.
Should the offer be a letter or an email? Either works. Use a letter or signed PDF so there is one clear record.
Do I include the full benefits plan? No. Summarise and point to plan documents.
Next step: send this offer from LiveRec.
Related guides
Sources
- FTC, Using Consumer Reports: What Employers Need to Know is not needed here; see the Department of Labor FLSA page: https://www.dol.gov/agencies/whd/flsa (accessed 30 Oct 2026)
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.