HR document template

Employment contract template

A complete employment contract covering position, compensation, hours, leave, confidentiality, and termination in nine numbered clauses. Copy it, download the Word document, or send a personalized contract to every new hire at once.

Rendered employment contract: letterhead, contract title, and numbered clauses for position, compensation, and termination

An employment contract sets out the complete terms of employment: position, compensation, hours, leave, confidentiality, and how the employment relationship can end. Companies typically send it once a candidate accepts an offer, either alongside the offer letter or shortly after, so both sides have a signed record of the agreed terms.

When a batch of new hires starts on the same date, or a company standardizes its contract wording across every hire, the same contract needs to go out with different names, titles, and salaries. Upload this contract as a Word template to MailMergic, upload a spreadsheet of new hires, and generate one personalized contract per row.

What is inside the Word download

More than a block of text an AI chat can improvise: a complete, formatted document built for HR teams who send it for real.

  • Nine numbered clauses covering position, probation, compensation, place of work, hours, leave, confidentiality, termination, and entire agreement.
  • A two-signature block for the company and the employee, each with its own date field.
  • Native Word merge fields for name, title, salary, and location, wired for a bulk hiring-wave run.
  • Wording reviewed for legal caution: no promised guaranteed term, and probation and notice periods stated plainly.

The document

Copy the plain version below, or download the formatted Word document with your letterhead and layout built in.

{Effective date}

EMPLOYMENT CONTRACT
RE: Employment contract for [Employee Name]

Dear [Employee Name],

This Employment Contract (the Agreement) is entered into between {Company name} and [Employee Name] and sets out the terms of your employment as [Job Title] in the [Department] department.

Your employment is classified as [Employment Type]. Together with your offer letter and the employee handbook, this Agreement sets out the complete terms of your employment with {Company name}.

1. POSITION AND DUTIES
You will serve as [Job Title], and will perform the duties normally associated with that role along with any other reasonable duties assigned to you from time to time.

You agree to devote your full working time and best efforts to your role, and to comply with the policies set out in the employee handbook.

2. COMMENCEMENT AND PROBATION
Your employment under this Agreement begins on [Start Date]. The first [Probation Period] of your employment is a probationary period, during which either party may end the employment relationship on the shorter notice described in the Termination section below.

3. COMPENSATION
{Company name} will pay you an annual salary of [Annual Salary], payable according to our standard payroll schedule, less applicable withholdings and deductions. Your compensation will be reviewed from time to time in accordance with company policy.

4. PLACE OF WORK
Your primary place of work will be [Work Location]. {Company name} may require reasonable travel or a change of work location consistent with business needs, with advance notice where practical.

5. HOURS
Your standard working hours will be those observed by {Company name} for your role, as described in the employee handbook. Occasional additional hours may be required to meet business needs.

6. LEAVE
You are entitled to annual leave, sick leave, and any other leave provided under the employee handbook and applicable law. Leave accrues and is used in accordance with company policy.

7. CONFIDENTIALITY
As a condition of your employment, you will sign {Company name}'s Confidentiality and Invention Assignment Agreement, a separate document that remains in effect according to its own terms even after this Agreement ends.

8. TERMINATION
After the probationary period described above, either party may end your employment by giving [Notice Period] written notice, or pay in lieu of notice where permitted by law. {Company name} may end your employment without notice for cause, as described in the employee handbook.

9. ENTIRE AGREEMENT
This Agreement, dated [Contract Date], together with the documents it refers to, is the entire agreement between you and {Company name} regarding the terms of your employment, and supersedes any earlier discussion or understanding on that subject.

Sincerely,

______________________________
{Signer name and title}
For {Company name}
Date: ____________________

______________________________
[Employee Name]
Employee
Date: ____________________

Merge fields: one spreadsheet column each

Filled per employee in a bulk run, straight from your HR spreadsheet.

[Employee Name]Daniel Osei
[Job Title]Financial Analyst
[Department]Finance
[Employment Type]Full-time, exempt
[Start Date]September 1, 2026
[Probation Period]90 days
[Annual Salary]$82,000
[Work Location]Chicago, IL
[Notice Period]two weeks
[Contract Date]August 18, 2026

Fill in once before sending

Your own details, edited one time in Word (marked in amber in the download). No spreadsheet columns needed.

{Effective date}August 18, 2026
{Company name}Fieldstone Manufacturing Co.
{Signer name and title}Renata Cole, Director of HR

Before you send this contract

  1. 1.Confirm the probation length and notice period match your policy and your jurisdiction's rules.
  2. 2.Verify salary, title, and work location against what was approved, not just the offer letter.
  3. 3.Do not promise a guaranteed term of employment unless that is genuinely intended.
  4. 4.Have legal review the contract before wide use, especially across multiple states or countries.
  5. 5.Confirm the employee handbook referenced is your current version.
  6. 6.Keep a fully signed copy in the employee's personnel file.

When to use this template

Onboarding a hiring wave

When several new hires start together, generate every contract from one spreadsheet with the correct name, title, and salary.

Multi-location employers

Keep one approved contract template and personalize the work location and reporting manager per hire.

Standardizing terms company-wide

Replace ad hoc, per-manager contract wording with one reviewed template every new hire receives.

Send it to every employee at once

One document, one spreadsheet, one personalized copy per employee. That is what MailMergic is for.

Upload the document template

Use the Word download as-is, or edit it first. The merge fields are already in place.

Upload your employee spreadsheet

One row per employee: name, ID, role, dates, whatever the document needs. Excel, CSV, and Google Sheets all work.

Generate and deliver

One personalized document per employee. Download all as PDFs, or email each employee with delivery and open tracking.

Employment contract FAQ

How is an employment contract different from an offer letter?
An offer letter is a short summary sent to get a candidate's initial acceptance. An employment contract is the complete, signed agreement covering position, compensation, hours, leave, confidentiality, and how employment can end, and it typically supersedes the offer letter once signed.
Does every employee need a signed employment contract?
Requirements vary by jurisdiction and by role; some employers use a contract for every hire, others rely on an offer letter and handbook for at-will roles and reserve contracts for management or specialized positions. Check what your jurisdiction requires before deciding.
Can an employment contract include a probation period?
Yes, many contracts set an initial probationary period during which either party can end the relationship on shorter notice, as this template does. Confirm your state's rules on probationary terms and notice periods before finalizing the wording.
How do I generate contracts for a batch of new hires at once?
Upload this contract as a Word template to MailMergic, upload a spreadsheet with one row per new hire, and run a mail merge. Each new hire gets their own personalized, signature-ready contract.

Other HR templates

These templates and state tables are general information, not legal advice. Employment law varies by state and country and changes often; the tables on these pages cover US states only, while employment documents like these can create binding obligations in any jurisdiction. Confirm the current requirements for your jurisdiction or consult an employment attorney before sending.

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