Offer Letters
Employment offer templates for various positions and compensation structures.
Standard Offer Letter
Dear {{cursor}},
On behalf of [Company], I am thrilled to extend an offer of employment for the position of [Job Title].
Offer Details:
- Position: [Job Title]
- Department: [Department]
- Start date: [Date]
- Manager: [Name, Title]
- Location: [Location/Remote]
Compensation:
- Base salary: [Amount] per [year/month]
- Payment frequency: [Bi-weekly/Monthly]
Benefits:
- Health insurance (medical, dental, vision)
- [X] days PTO
- [Retirement plan]
- [Additional benefits]
This offer is contingent upon [background check/reference check/other].
Please confirm your acceptance by [date] by signing and returning this letter.
We are excited to welcome you to the team.
Sincerely,
[Name]
[Title]Offer with Equity
Dear {{cursor}},
We are pleased to offer you the position of [Job Title] at [Company].
Compensation Package:
- Base salary: [Amount]/year
- Equity: [Number] stock options
- Vesting: [4-year vest, 1-year cliff]
- Exercise price: [Price] (current FMV)
- Annual bonus target: [X]% of base
Benefits:
- [Benefit list]
Start date: [Date]
Please review the attached equity agreement for full details.
This offer expires on [date].
Sincerely,
[Name]Promotion Offer
Dear {{cursor}},
I am pleased to inform you that you have been promoted to [New Title], effective [Date].
Updated Terms:
- New title: [Title]
- New salary: [Amount]/year (a [X]% increase)
- New responsibilities: [Brief description]
- New manager: [Name, if changed]
This promotion reflects your outstanding contributions to [specific achievements].
Please sign below to acknowledge and accept.
Congratulations!
[Manager Name]
[Title]Counter-Offer Response
Dear {{cursor}},
Thank you for sharing your thoughts on our initial offer. We value you and want to find the right package.
Revised Offer:
- Base salary: [New Amount]/year
- [Other adjusted terms]
- [Additional concessions]
All other terms remain the same as outlined in our original offer.
This revised offer is valid until [date]. I hope this better reflects the value you would bring to our team.
Please let me know if you have any questions.
Sincerely,
[Name]Contract-to-Hire Conversion
Dear {{cursor}},
Based on your excellent performance during your contract period, we are delighted to offer you a full-time position at [Company].
Position: [Job Title]
Start date: [Date] (conversion from contract)
Salary: [Amount]/year
Benefits eligibility: Effective [date]
You will retain your current [responsibilities/team assignment]. Your PTO balance will begin accruing from [date].
Please confirm by [date].
We are glad to have you on the team permanently.
Sincerely,
[Name]Internship Offer
Dear {{cursor}},
We are excited to offer you an internship position in our [Department] team.
Details:
- Program: [Internship Program Name]
- Duration: [Start Date] to [End Date]
- Hours: [X] hours per week
- Compensation: [Rate]/hour
- Location: [Location/Remote]
- Supervisor: [Name]
Your internship will focus on [brief description of projects/responsibilities].
Please confirm by [date].
We look forward to welcoming you.
Sincerely,
[Name]Rejection - After Interview
Dear {{cursor}},
Thank you for taking the time to interview for the [Job Title] position at [Company]. We truly enjoyed getting to know you.
After careful consideration, we have decided to move forward with another candidate whose experience more closely aligns with our current needs.
This was a difficult decision - your [specific positive quality] made a strong impression on our team.
We will keep your resume on file for future opportunities that may be a better fit. We encourage you to apply again.
Wishing you all the best in your career.
Sincerely,
[Name]Rejection - Application Stage
Dear {{cursor}},
Thank you for your interest in the [Job Title] position at [Company] and for taking the time to apply.
After reviewing all applications, we have decided to move forward with candidates whose qualifications more closely match our requirements at this time.
We encourage you to check our careers page for future openings that may align with your skills.
Thank you again for considering [Company].
Best regards,
[Recruiting Team]When to use this template
- Verbal offer just made over the phone. Send the email summary the same day so the candidate has it in writing while excitement is fresh.
- Formal offer letter ready for countersign. Include all comp components broken out (base, bonus, equity, benefits) so they can compare apples-to-apples with competing offers.
- Counteroffer or revised terms after negotiation. Restate everything that changed so there's no ambiguity in the final agreement.
Customize for your workflow
- Include the start date you actually want, not 'flexible'. Candidates anchor to whatever you offer, and 'flexible' often means 6 weeks out.
- Loop your legal team in for any new role types you haven't done before. The contractor-to-FTE jump in particular has compliance pitfalls.
Common questions
Should I include equity numbers in the offer letter or a separate doc?
In the letter for transparency, plus a separate equity grant document for the legal specifics. The single email should give them the whole picture.
How long should an offer be valid for?
5-7 business days is standard. Longer than that and you signal weak alternatives; shorter and you pressure the candidate into a bad decision.
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