HR document template
Employment offer letter template
A professionally formatted offer letter with a terms summary table and a two-signature acceptance block. Copy it, download the Word document, or send a personalized offer to every candidate in one batch.
An employment offer letter is the formal written offer a company sends a candidate after making a hiring decision: the job title, salary, start date, and other key terms, followed by a signature line for the candidate to accept. It is typically sent as soon as a verbal offer is accepted, giving the candidate something concrete to review before their start date is locked in.
If you are hiring more than one person at a time, whether for a new class of graduates, a seasonal team, or several open roles at once, the same offer letter can go out to every candidate. Upload this letter as a Word template to MailMergic, upload a spreadsheet with one row per candidate, and generate one personalized offer letter per row, ready to download or send by email.
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.
- A formatted letterhead offer, not a bare email: your company name at the top, a summary of offer table, and a layout candidates take seriously.
- A Summary of Offer table with position, salary, start date, and offer expiry, so nothing important is buried in prose.
- A two-signature acceptance block, one line for the company, one for the candidate, both with a date field.
- Native Word merge fields already wired for bulk sending across a whole hiring round.
- Wording reviewed to read as a summary of terms, not a binding contract, and to preserve at-will status where it applies.
The document
Copy the plain version below, or download the formatted Word document with your letterhead and layout built in.
{Offer date}
EMPLOYMENT OFFER LETTER
RE: Offer of employment with {Company name}
Dear [Candidate Name],
On behalf of {Company name}, I am delighted to offer you the position of [Job Title] in our [Department] team. We were impressed by your experience and believe you will be a strong addition to the company.
This letter summarizes the key terms of our offer. It is not an employment contract, and it does not alter the at-will nature of employment where applicable; the complete terms will be set out in your employment agreement and the employee handbook.
SUMMARY OF OFFER
Position: [Job Title]
Department: [Department]
Employment type: [Employment Type]
Start date: [Start Date]
Annual salary: [Annual Salary]
Reporting to: [Reporting Manager]
Work location: [Work Location]
This offer expires: [Offer Expiry Date]
Your salary will be paid according to our standard payroll schedule, less applicable withholdings and deductions. You will also be eligible for {Benefits summary}, subject to the terms of the applicable plan documents.
This offer is contingent on {Contingencies}. If any contingency is not satisfied, the offer may be withdrawn without obligation.
TO ACCEPT THIS OFFER
- Review the terms above and the enclosed documents.
- Sign and date below, and return a copy to {HR contact email} no later than [Offer Expiry Date].
- Contact {HR contact name} at {HR contact phone} with any questions before you sign.
We are excited about the prospect of you joining us on [Start Date], and we look forward to your reply.
Sincerely,
______________________________
{Signer name and title}
For {Company name}
Date: ____________________
______________________________
[Candidate Name]
Employee
Date: ____________________Merge fields: one spreadsheet column each
Filled per employee in a bulk run, straight from your HR spreadsheet.
[Candidate Name]Priya Nandakumar[Job Title]Senior Product Designer[Department]Product[Employment Type]Full-time, exempt[Start Date]September 8, 2026[Annual Salary]$118,000[Reporting Manager]Devon Brooks[Work Location]Austin, TX (hybrid, 3 days on site)[Offer Expiry Date]August 22, 2026Fill in once before sending
Your own details, edited one time in Word (marked in amber in the download). No spreadsheet columns needed.
{Offer date}August 12, 2026{Company name}Brightline Analytics Inc.{Benefits summary}medical, dental, and vision coverage, a 401(k) match, and 20 days of paid time off{Contingencies}a satisfactory background check and confirmation of your eligibility to work in the United States{HR contact email}careers@brightlineanalytics.com{HR contact name}Marcus Webb{HR contact phone}(512) 555-0148{Signer name and title}Devon Brooks, VP of ProductBefore you send this offer
- 1.Confirm the offer expiry date, salary, and title match what was actually approved before sending.
- 2.Make sure the contingencies listed (background check, work authorization, and so on) match your actual hiring process.
- 3.Keep the at-will and not-a-contract language intact if your jurisdiction relies on it.
- 4.Send from the candidate's confirmed email address and keep a copy of the signed acceptance.
- 5.Have HR or your hiring manager review before sending, especially for senior or negotiated roles.
When to use this template
Recruiting agencies
Send a consistent, on-brand offer letter to every placement, personalized with the client company, role, and salary.
Seasonal hiring
Get offer letters out to a whole batch of seasonal hires in minutes instead of one at a time.
Multi-site rollouts
Standardize offer terms across locations while personalizing the manager, work location, and start date for each hire.
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.
Offer letter FAQ
What should an offer letter include?
Is an offer letter legally binding?
How is an offer letter different from an employment contract?
How do I send offer letters to multiple candidates at once?
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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.