Part of the HR templates hub. It is free, printable and placeholder-based — read it here, copy the block, or use the print/save-as-PDF button. For the wider practice, see the related employer-operations guides and the HR metrics it supports.
Template overview
The template states the role, the key terms in plain language, the start details and what the candidate should do to accept. It is an informational confirmation — not the employment contract itself, which should be prepared and reviewed separately.
When to use it
- Confirming a verbal offer in writing.
- Giving a candidate the key details before the contract.
- Keeping offer communications consistent across hires.
Who it is for
- Hiring managers and recruiters extending an offer.
- Founders making early hires.
- HR standardising offer communications.
Template structure
- Greeting and the role being offered.
- Key terms in plain language — placeholders only.
- Start details — date and reporting line.
- Next steps — how and by when to accept.
- A note that the formal contract follows.
Printable template
Copy the block below and replace every [bracketed] placeholder. It contains no real names or data — adapt every part to your situation.
Example (placeholder version)
An illustrative version using placeholders only — it shows the kind of content each part holds, with no real employee or company data.
Customisation guidance
- Keep it warm and clear — the offer letter sets the tone for joining.
- Use placeholders for every term; do not invent figures or clauses.
- State plainly that the formal contract follows, so expectations are clear.
- Give a clear, reasonable deadline and a simple way to accept.
Common mistakes
- Treating the offer letter as the contract — it is not.
- Adding legal-sounding clauses without professional review.
- Leaving the acceptance step or deadline vague.
- Inconsistent offers across candidates for the same role.
Create a professional CV
Hiring for a role like this? Candidates can create and update a clean, well-structured resume with the HELPERG CV Builder — useful to share with applicants who need to refresh their CV before applying.
Export, edit and share documents
Once you have filled in this template, you can export, edit, sign, store and share it as a PDF with the HELPERG PDF Editor — handy for sending a finished document or keeping a clean record.
Free, printable HR resources
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