Hiring · Offer letters
Offer Letter Template & AI Offer Letter Generator
You found the right person. Now the offer needs to be in writing, and it needs to be right. Enter the terms you agreed and get a clear offer letter, a short email to send with it, and a list of things to check first. It never adds pay, benefits or dates you did not give it.
Example
See what you get back
A sample run: A front desk job at a dental practice. Your result is written for your own details.
You give it
Company and candidate
Harbor Street Dental, for Maria Lopez
The job
Front Desk Coordinator, full-time, $22 an hour, starts Monday, December 7, 2026
Benefits and terms
40 hours a week, Monday to Friday, 8am to 5pm. On site. 90-day probation. Health insurance after 60 days. 10 days paid time off...
How to accept
Sign and email it back by November 27
Where
Oregon, USA
Job Offer Letter Generator
Writes a clear offer letter, a short email to send with it, and what to check first.
Job Offer Letter Generator
Writes a clear offer letter, a short email to send with it, and what to check first.
You get back
Offer letter
Send thisDear Maria, We are very pleased to offer you the full-time position of Front Desk Coordinator at Harbor Street Dental...
Short offer email
Hi Maria, Thank you again for coming in to meet us. I am happy to offer you the role of Front Desk Coordinator...
Checklist before sending
✓ Check $22 an hour meets the minimum wage in your part of Oregon ✓ Check if Oregon paid sick leave is separate from the 10 days
Read the full sample resultHide the full sample result
Offer letter
[Date]
Dear Maria,
We are very pleased to offer you the full-time position of Front Desk Coordinator at Harbor Street Dental. We enjoyed meeting you and think you will be a great fit for our team.
Your role. You will run our front desk and be the first person our patients meet. You will report to Karen Wells, Office Manager.
Start date. Your first day will be Monday, December 7, 2026.
Pay. You will be paid $22 an hour, paid [weekly / every two weeks].
Hours and place of work. This is a full-time role of 40 hours a week, Monday to Friday, 8am to 5pm. You will work on site at [office address].
Benefits.
- Health insurance, starting after 60 days of employment
- 10 days of paid time off each year
- [Any other benefits, or delete this line]
Probation. The first 90 days are a probation period. [What happens at the end of probation, if you want to say]
Employment status. [Employment status wording: check with your adviser]
Conditions. This offer depends on [any conditions, such as references or proof of your right to work].
How to accept. To accept this offer, please sign below and email this letter back to us by November 27. If you have any questions, contact Karen at [phone or email].
We look forward to welcoming you to the team.
Sincerely,
[Name] [Title], Harbor Street Dental
Signature: ____________________ Date: __________
Accepted by:
Maria Lopez
Signature: ____________________ Date: __________
Short offer email to send with it
Subject: Your offer from Harbor Street Dental
Hi Maria,
Thank you again for coming in to meet us. I am happy to offer you the role of Front Desk Coordinator. Your offer letter is attached.
It sets out your start date, pay, hours and benefits. Please read it, sign it and email it back to me by November 27.
If anything is unclear, or you would like to talk it through, just reply or call me at [phone number].
We hope you say yes.
Best wishes, Karen Wells Office Manager, Harbor Street Dental
Checklist before sending
- Confirm that $22 an hour meets the minimum wage that applies in your part of Oregon on the start date.
- Confirm whether this role is paid overtime, and how overtime is worked out.
- Ask your adviser what employment status wording to use in place of the placeholder.
- Check what the 90-day probation means in practice, and that the letter does not promise more than you intend.
- Confirm the health insurance start date and waiting period with your insurance provider.
- Check whether paid sick leave in Oregon is separate from the 10 days of paid time off.
- Decide which conditions apply (references, background check, right to work) and make sure they are done the same way for every hire.
- Fill every [placeholder], then have a second person read the letter before you send it.
Free template
A free offer letter template
Copy this and fill in the brackets. Delete any part that does not apply to the job.
[Company name] [Company address] [Date]
Dear [candidate first name],
We are pleased to offer you the [full-time / part-time / contract] position of [job title] at [company name].
Your role: [One or two sentences on what the job is.] You will report to [manager name, title].
Start date: [start date]
Pay: [amount] [per hour / per year], paid [weekly / every two weeks / monthly].
Hours: [number] hours a week, [days and times].
Place of work: [office address / remote / hybrid: days in the office].
Benefits:
- [Paid time off or holiday: number of days]
- [Health insurance or other benefits, and when they start]
- [Any bonus, pension or retirement plan]
Probation: [length of probation, or delete this line]
Employment status: [wording your adviser recommends for your country or state]
Conditions: This offer depends on [references / background check / proof of right to work].
To accept, please sign below and return this letter by [date]. If you have questions, contact [name] at [phone or email].
We look forward to working with you.
[Your name] [Your title], [company name] Signature: ________________ Date: ________
Accepted by: [candidate full name] Signature: ________________ Date: ________
If you already know the terms, the tool above writes the full letter, the email to send with it and a checklist for your location. Fill it in with AI
How it works
Three steps, about a minute
01
Enter the terms
Add the company, the candidate, the job, the start date and the pay. Add benefits and other terms if you agreed them.
02
Get the letter and email
In about half a minute you get a formal offer letter, a short email to send with it, and a checklist for your location.
03
Check, fill and send
Fill any [placeholders], check the list with your adviser if you need to, then send it for signing.
Who it is for
Who uses an offer letter generator
Any small business that hires a few people a year and has no HR team. You make the offer on the phone, then this puts it in writing the same day.
Clinics and dental practices
Send a clear offer to a new receptionist, assistant or nurse, with hours and benefits set out.
Trades and home service companies
Put an offer to a new technician or apprentice in writing, with the pay rate and start date.
Restaurants and cafes
Confirm a new cook or shift manager with hours, pay and the trial period.
Shops and online stores
Write offers for part-time and seasonal staff quickly, so good people do not go elsewhere.
Agencies and professional firms
Offer a salaried role with remote or hybrid terms, probation and benefits in one letter.
Recruiters
Draft the offer for a client to review and send, using the terms the client agreed.
Guide
How to write a job offer letter
An offer letter tells the candidate exactly what they are saying yes to. A clear one avoids confusion on day one and arguments later. Here is what matters.
1.
Call first, then send the letter
Make the offer by phone or in person first. It is warmer, and you hear how the candidate feels. Then send the letter the same day while they are still excited. A long gap between the call and the letter makes people nervous, and good candidates often have other offers. If the letter will take a day or two, tell them when it will arrive.
2.
Put the key facts at the top
The candidate will look for four things first: the job title, the start date, the pay and the hours. Put them early and in plain words. Write pay with the currency and how often, such as "$22 an hour" or "£32,000 a year". Say how often they are paid too. Vague pay wording is one of the most common causes of problems after someone starts.
3.
Only promise what you have agreed
Everything in the letter can be read as a promise. Do not add a bonus, a pay review or extra benefits unless you mean them and can give them. If something is not decided yet, leave it out or say it will be confirmed. This is why our tool never fills in pay, benefits or dates you did not give it. It leaves a [placeholder] instead.
4.
Be clear about benefits and when they start
Many benefits do not start on day one. If health insurance starts after 60 days, say so. Give paid time off as a number of days. If there is a pension or retirement plan, say when someone can join. Clear dates stop the "I thought I had that from day one" conversation.
5.
Check the legal parts with an adviser
What an offer letter should say about employment status, notice and probation is different from one country or state to the next. Some places also have rules on written terms, sick leave and overtime. We do not give legal advice, so the letter leaves a placeholder for this wording. A short check with an HR adviser, employment lawyer or your payroll provider is worth it, especially for your first few hires.
6.
Say how to accept, and by when
Give one clear way to accept, such as "sign and email it back", and a date. A week is common. A deadline helps you plan, and it lets you go back to your second choice if the answer is no. Add a name and phone number for questions, so the candidate does not sit on a doubt.
7.
Keep a signed copy
When the letter comes back signed, save it with the person's records. If anything changes before they start, such as the start date, put the change in writing too. A short email that says "Your start date is now January 4" is enough, as long as both of you have it.
What a pack buys
How many runs each pack gives you
Tokens are the only thing you buy, and they work on every tool here. This is what they turn into on this one — pick a model down the side, read across to the pack.
Questions
Before you start
It is free to try. Your first offer letter needs no account. After that, a free account gives you free tokens, with no card needed. When those run out, you can buy a token pack. There is no subscription.
The job title, the start date, the pay and how often it is paid, the hours, the place of work, the benefits, any probation or conditions, and how and by when to accept. The free template on this page has all of these.
We cannot say that, and the tool does not claim it. Rules differ by country and state. The letter leaves a placeholder for employment status wording, and the checklist lists what to confirm with an adviser before you send it.
No. It uses only the terms you enter. If something is missing, such as how often pay is made, it writes a placeholder like [weekly / every two weeks] for you to fill in.
Yes. Enter pay in your currency and add your country or region. The letter keeps your wording, and the checklist reminds you what to confirm for that place.
We save what you typed and the result with your run so you can see it again and so we can fix problems. We do not sell it or share it with other users. The text is sent to an AI model provider to write the letter.
What we actually do
This tool is the small version. We build the whole thing.
The job offer letter generator does one job, for free, for anyone. Our actual work is building AI systems that run inside a business — the automations, the internal tools your team uses every day, and the parts that talk to the software you already have.
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