Job Offer Template
Copy our job offer templates to make a clear offer to your preferred candidate. Choose the version that matches your hiring process, then add the salary, start date, working arrangements, conditions and response deadline before sending.
What makes a good job offer?
A good job offer should leave the candidate with a clear understanding of what is being offered, what still needs to happen and what they need to do next. It should not rely on assumptions from earlier conversations.
Specific
State the salary and any key contractual details clearly rather than referring vaguely to previous discussions.
Practical
Include the proposed start date, hours, location and working arrangement.
Accurate
Make sure the offer matches what was agreed during the recruitment process.
Conditional where needed
Clearly explain any checks or requirements that must be completed before employment starts.
Easy to accept
Give the candidate a clear method and deadline for accepting or asking questions.
The candidate should not need to reconstruct the offer from several previous emails and conversations. Put the important terms in one clear communication.
3 job offer templates
These templates cover three common offer situations: a standard professional offer, a warmer conversational version and a conditional offer where checks or requirements still need to be completed.
Formal offer for your preferred candidate
Subject: Job Offer – [Job Title] at [Company Name]
Hi [Candidate First Name],
Thank you again for the time you invested in our recruitment process. We are pleased to offer you the position of [Job Title] at [Company Name].
Offer details:
Job title: [Job Title]
Salary: [Salary]
Working hours: [Hours / Working pattern]
Location: [Location / Hybrid / Remote]
Proposed start date: [Start Date]
Reporting to: [Manager / Job Title]
[Optional: You will also be eligible for [bonus / pension / holiday allowance / benefits summary] in line with the terms of the role.]
Please review the offer and let us know whether you would like to accept by [Response Date].
If you have any questions about the role or the offer details, please feel free to contact me.
We very much hope you will be joining the team and look forward to hearing from you.
Kind regards,
[Name]
[Job Title / Hiring Manager]
[Company Name]
Job offer email for a smaller team
Subject: We'd love you to join us as [Job Title]
Hi [Candidate First Name],
It was great speaking with you throughout the interview process. We're really pleased to offer you the [Job Title] role at [Company Name].
The main details of the offer are:
Salary: [Salary]
Hours: [Hours / Working pattern]
Location: [Location / Hybrid / Remote]
Proposed start date: [Start Date]
[Optional: The role also includes [brief summary of key benefits].]
Take some time to look everything over and let us know your decision by [Response Date]. If you'd like to talk through anything before accepting, just give me a call or reply to this email.
We'd be delighted to have you join the team.
Best,
[Name]
[Job Title]
[Company Name]
Offer subject to checks or requirements
Subject: Conditional Job Offer – [Job Title]
Hi [Candidate First Name],
Following the completion of our recruitment process, we are pleased to make you a conditional offer for the position of [Job Title] at [Company Name].
Offer details:
Salary: [Salary]
Working hours: [Hours / Working pattern]
Location: [Location / Hybrid / Remote]
Proposed start date: [Start Date]
This offer is subject to satisfactory completion of the following:
• [Reference checks]
• [Right-to-work checks]
• [Qualification verification]
• [Background / regulatory checks where relevant]
We will explain what information or documents are required and support you through the remaining checks.
Please confirm whether you would like to accept this conditional offer by [Response Date].
If you have any questions about the conditions or the role, please contact [Name / Contact Details].
Kind regards,
[Name]
[Job Title / Hiring Manager]
[Company Name]
Use conditions only when they genuinely apply. Do not copy every possible check into the offer. State the conditions that are actually relevant to the role and your recruitment process.
What should you include in a job offer email?
The offer email should summarise the important terms clearly, even where a separate contract or formal offer document will follow.
Use the exact role the candidate is being offered.
State the agreed salary clearly rather than referring back to an earlier discussion.
Include the normal hours, pattern or part-time arrangement where relevant.
State whether the role is office-based, hybrid or remote and any regular attendance expectations.
Give the intended date or explain that it will be agreed once notice periods are confirmed.
Summarise important benefits where useful, especially anything already discussed during recruitment.
Clearly state any references, checks, qualifications or other requirements that must still be satisfied.
Tell the candidate how to accept and when you need their response.
What is a conditional job offer?
The candidate may be your preferred choice, but employment is still dependent on one or more checks or conditions being completed successfully.
References
An employer may make an offer subject to satisfactory references where this forms part of its hiring process.
Right to work
Employers may need to complete the relevant right-to-work checks before employment begins.
Role-specific checks
Some roles may require qualification, professional, regulatory or background checks before the offer becomes unconditional.
Avoid saying only “subject to satisfactory checks”. Tell the candidate which checks or requirements the offer actually depends on.
How long should you give a candidate to accept a job offer?
Give the candidate a reasonable period to review the offer, ask questions and make a decision. The appropriate timeframe will depend on the seniority and complexity of the role.
A few working days may be enough
For a straightforward role where the main terms have already been discussed, the candidate may only need a short period to confirm.
Allow more consideration
Senior roles, relocation, significant notice periods or complex remuneration packages may reasonably require more discussion and decision time.
Keep communication open
If the candidate has genuine questions about the offer, deal with them rather than treating the original deadline as more important than reaching a clear agreement.
Avoid creating artificial pressure with an unnecessarily short deadline. A strong candidate may need time to discuss the move with their current employer or family before accepting.
What to avoid in a job offer email
What should happen after the candidate accepts the job offer?
Acceptance is the start of the pre-employment stage. Confirm the agreement, complete any outstanding checks and keep the candidate informed until their first day.
From job advert to accepted offer
A strong hiring process does not end at interview. Keep candidate decisions, communications and next steps clear all the way through to offer and onboarding.
Job offer FAQs
What should be included in a job offer email?
Include the job title, salary, working hours, location or working arrangement, proposed start date, important benefits, any conditions that still need to be met and clear instructions for accepting the offer.
Can you make a job offer by email?
Employers commonly communicate job offers by email, particularly after speaking with the candidate. The offer email should accurately summarise the terms and explain what formal documentation or next steps will follow.
What is the difference between a conditional and unconditional job offer?
A conditional offer depends on specified requirements being satisfied, such as references, right-to-work verification or role-specific checks. An unconditional offer is not dependent on those outstanding conditions.
Should a job offer include salary?
Yes. The candidate should be able to see the agreed salary clearly in the offer rather than relying on memory of earlier discussions.
How long should you give someone to accept a job offer?
Give the candidate a reasonable period to review the offer and raise questions. A straightforward offer may only need a few working days, while senior or more complex roles may reasonably require longer.
Should you call before sending a job offer email?
Many employers prefer to speak with the preferred candidate first and then confirm the offer in writing. This can give both sides an opportunity to discuss the main terms before the formal email is sent.
What should you do if a candidate wants to negotiate the offer?
Consider the request against the approved salary range, role requirements and your internal pay process. If any terms change, confirm the final agreed offer clearly in writing before moving forward.
