When it’s time to bring new talent into your organization, a clear and professional offer letter sets the tone for a great working relationship. An offer letter communicates important details like job expectations, compensation, and benefits, while reinforcing your company’s credibility and commitment.
Remote’s offer letter template makes it easy to send polished, compliant job offers every time. It’s professionally structured, yet flexible enough for you to adjust the details based on your team, the role, or where your new hire is located.
Customizable offer letter template for any role
[Your company name] [Your company address] [City, state, ZIP code] (optional) [Email address] [Phone number] (optional)
[Date]
[Candidate's name] [Candidate's address] (optional) [City, state, ZIP code] (optional)
Dear [Candidate's first name],
We’re delighted to extend this formal offer for the position of [job title] at [your company name]. Your skills, experience, and enthusiasm stood out during the hiring process, and we’re confident you’ll make a valuable addition to our team.
This [full-time/part-time/contractual] role will report to [manager’s name and title]. We anticipate your start date to be [start date], pending the successful completion of any required documentation or background checks.
Compensation and benefits
Salary: You will receive a gross annual salary of [salary amount], paid on a [frequency] basis.
Benefits: [briefly outline health insurance, stock options, bonuses, remote work allowance, etc.]
Working hours: [e.g., 9am–5pm, flexible schedule, timezone expectations, etc.]
Location: [on-site / remote / hybrid – include office location if relevant]
Additional terms
Your employment with [your company name] will be governed by the terms and conditions outlined in the accompanying employment agreement. Please review and sign the agreement no later than [deadline date].
To accept this offer, please sign and return a copy of this letter by the stated deadline.
We are thrilled at the prospect of you becoming part of our team and look forward to a productive and rewarding collaboration.
If you have any questions about this offer or need assistance with the next steps, please reach out to [HR contact name] at [email] or [phone number].
Sincerely,
[Your full name] [Your job title] [Company name]
How to write a professional offer letter: Tips and best practices
A clear, well-crafted job offer letter does more than confirm a new hire — it builds trust, sets expectations, and lays the foundation for a smooth onboarding process. Whether you're hiring locally or across borders, these tips will help you write an offer letter that’s professional, compliant, and engaging.
1. Be specific and transparent about key terms
For most candidates, details on compensation, benefits, and role expectations matter most in a job offer. That’s why it’s important to include key terms upfront in your offer letter:
Salary: State the gross or net amount, and how often it’s paid. This gives candidates confidence that your offer is competitive and transparent.
Benefits: Include perks like health insurance, remote work allowances, stock options, or wellness stipends. Candidates often compare offers based on the full package, not just the salary.
Working hours and location: Be clear about schedules, flexibility, and whether the role is remote, hybrid, or office-based.
Reporting lines: Let them know who they’ll be working with or reporting to. Reporting lines help new hires picture their place on the team.
Being open about what your company if offering helps candidates make informed decisions and signals that your company values clarity and trust.
2. Use a professional yet approachable tone
An effective offer letter strikes the right balance: warm and welcoming, but still structured and formal enough to reflect your company’s values. Keep the language:
Friendly but clear: Avoid legal jargon or overly formal language. You don’t need to include every legal detail in your offer letter, those can be outlined in the employment contract.
Inclusive: Use gender-neutral, people-first language (e.g., “you’ll report to your manager” instead of “he/she will supervise”)
Aligned with your culture: Match the tone to your company’s personality. For example, a startup with an innovation-driven environment might favor a friendly, informal voice, such as: “We’re excited for you to join our mission to build what’s next.”
3. Clearly outline next steps after the job offer
Candidates often ask “how to accept a job offer,” “what documents are needed after an offer letter,” or “what happens after I sign an offer.” Including clear instructions in your letter answers these questions directly, making the experience smoother for everyone.
Be sure to include:
How to accept the offer: Explain the process (e.g., “Please sign and return this letter by [deadline date] via email or through our onboarding platform.”)
What documents to prepare: List any necessary paperwork such as proof of identity, tax forms, background checks, or employment eligibility verification.
Who to contact: Provide a name, title, and email/phone number for any follow-up questions or clarifications.
Clearly outlining what comes next reassures candidates, shortens the time to acceptance, and reduces unnecessary back-and-forth.
4. Stay compliant — especially for global hiring
If you're hiring across states or countries, compliance is key. Labor laws vary widely, and missing local nuances can lead to legal risk.
To protect your company and ensure a smooth job offering process:
Use a compliant offer letter template: Ensure the letter meets the legal standards of the employee’s location, not just those of your company’s headquarters.
Reference key terms in the employment agreement: Clarify that the offer is contingent upon terms in the full employment contract, especially for issues like termination, probation, or equity.
Leverage tools like Remote HRIS: With Remote HRIS, you can automatically align offer letters and employment documents with local labor laws. Wherever you're hiring, you can draft globally compliant offer letters directly in the platform all with the click of a button.
5. Keep the format easy to read
Make your offer letter easy to scan. Use bullet points for compensation and benefits, and avoid dense paragraphs. This helps candidates absorb key information faster, especially on mobile.
Make sure your offer letter includes:
Job title and employment type
Salary and benefits
Start date and manager’s name
Company policies or documentation notes
Instructions for acceptance and next steps
Effortless onboarding with Remote HRIS
Your offer letter is just the first step in welcoming a new team member. To create a positive employee experience, it’s important to review how you manage onboarding, documentation, and compliance.
Create globally compliant offer letter. Draft, send and store offer letters and contracts in one secure, centralized platform
Automate onboarding workflows to ensure faster, more consistent new hire experiences
Stay compliant with local labor laws, tax regulations, and employment standards, no matter where your employee is based
Centralize employee records so team members can access the right information at the right time
Whether you’re offering a new role across states or countries, Remote HRIS gives you the power to deliver a compliant and high-quality onboarding experience from day one. To make your global HR effortless, see Remote HRIS in action or get started with Remote HRIS today.