Free HR template
Offer Letter Template
An offer letter template is a ready-to-edit document an employer uses to put a job offer in writing. It confirms the job title, start date, pay, classification, benefits, and conditions of employment, and it gives the candidate a clear way to accept. Catapult’s free Word version adds at-will language and a pre-send checklist.
- Word (.docx)
- Hiring
- How-to and checklist
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What’s included
What’s in the Offer Letter template
The Word file has a one-page guide for HR, then the letter itself with bracketed fields to replace.
How to use this template
Steps for replacing the logo and highlighted fields, choosing between options, and deleting optional paragraphs.
“Before You Send” checklist
Confirm pay rate, pay frequency, payment method, and exempt or non-exempt status, attach the I-9 list, and have HR and the hiring manager review.
Position details
Company, job title, department, full-time or part-time, exempt or non-exempt, supervisor, and anticipated start date.
Pay and payroll schedule
Base salary or hourly rate per pay period, the annualized amount, pay dates, and how pay is delivered, such as direct deposit.
Optional bonus paragraph
Annual incentive plan eligibility and target bonus, with a note that the plan can change.
Benefits, equipment, and PTO
Health, life, and retirement plan eligibility, company equipment, and paid time off.
Optional conditions of employment
Pre-employment screening such as a drug test or background check, and any non-disclosure, non-compete, or non-solicitation agreement.
At-will statement
An at-will paragraph, plus a flagged note to have it reviewed for the state of employment.
Form I-9 instructions
What to bring on day one and the three-business-day deadline under the Immigration Reform and Control Act.
Acceptance and signature
A response deadline, how to accept, and a signature and date line for the candidate.
North and South Carolina notes
Footnotes on N.C. Gen. Stat. 95-25.13 and S.C. Code 41-10-30 wage notice rules.
Situations it covers
- Salaried or hourly pay
- Full-time or part-time roles
- Exempt or non-exempt classification
- Weekly, biweekly, semimonthly, or monthly pay
- Direct deposit or check
- Offers with or without a bonus plan
- Conditional offers that depend on screening
- Roles that need a non-disclosure, non-compete, or non-solicitation agreement
Checklist
What to include in an offer letter
- Job title, department, and manager
- Start date
- Full-time or part-time, and exempt or non-exempt
- Pay rate, pay period, annualized amount, and pay dates
- How pay is delivered
- Benefits, paid time off, and any bonus eligibility
- Conditions such as a background check or a signed agreement
- At-will statement reviewed for your state
- Form I-9 instructions for the first day
- Acceptance deadline and signature line
When to use it
What the Offer Letter template helps with
Use it once you have made a verbal offer and want the terms in writing before the candidate’s first day.
It helps you
- Confirm a verbal offer in writing so the candidate and your company agree on the same terms.
- Meet state rules that require written notice of pay at hiring, such as North Carolina and South Carolina.
- Keep offers consistent across hiring managers, locations, and roles.
- Set expectations on conditions such as a background check, before the start date.
Who should use it
Small and midsize employers, HR managers, recruiters, and hiring managers who send offers without a dedicated legal team on every hire.
How to use it
How to use the Offer Letter template
- Add your logo and letterhead, then replace every bracketed field, including fields that repeat.
- Pick one option wherever the letter offers several (salary or hourly, pay frequency, payment method) and delete the rest.
- Keep or delete the optional bonus and conditions paragraphs.
- Work through the “Before You Send” checklist and have the at-will paragraph reviewed for the state of employment.
- Delete the guidance page and the state footnotes, attach the I-9 List of Acceptable Documents, and send.
Common mistakes
Mistakes to avoid
Implying a fixed term
Words like “permanent” or a guaranteed length of employment can undercut at-will language.
Leaving out pay details
Missing the pay period, pay date, or classification causes questions later and can miss state notice rules.
Adding conditions after acceptance
Put a background check or agreement requirement in the offer, not after the candidate says yes.
Skipping state review
At-will employment and wage notice rules differ by state.
Compliance notes
What to check before you use it
Employment laws vary by state and change over time. These notes are general and point to the official sources.
At-will language
At-will employment is limited in some states. In Montana, for example, a discharge after the probationary period can be wrongful if it was not for good cause.
Source: Montana Code 39-2-904, Elements of wrongful discharge
Written pay notice
North Carolina requires employers to notify employees in writing at the time of hiring of the promised wages and the day and place for payment. South Carolina also requires the normal hours, wages, time and place of payment, and deductions.
Source: N.C. Gen. Stat. 95-25.13, Notification, posting, and records; S.C. Code Title 41, Chapter 10, Payment of Wages (41-10-30, 41-10-50)
Form I-9 timing
The employee completes Section 1 at the time of hire, and the employer must examine documents and complete Section 2 within three business days of the hire.
Source: 8 CFR 274a.2, Verification of identity and employment authorization (eCFR)
Exempt or non-exempt
Classification depends on salary and duties. A job title alone does not make a role exempt.
Not legal advice. This page and the template are general information, not legal advice. For your situation, talk to an employment attorney or HR advisor. Catapult members can bring employment law questions to our advisors as part of their membership, and they can have an advisor review the completed letter before it goes out.
FAQ
Offer Letter template questions
How do you write an offer letter?
Start with the job title, department, manager, and start date. State pay as a rate per pay period with the annualized amount, the exempt or non-exempt classification, benefits, and paid time off. Add any conditions, such as a background check, at-will language reviewed for your state, an acceptance deadline, and a signature line.
What is the best offer letter template?
The best one covers every term your state requires in writing, is easy to edit, and tells you what to check before you send it. Catapult’s Word template includes pay, classification, conditions, at-will language, I-9 instructions, and a pre-send checklist.
What should a job offer letter include?
At minimum: job title, start date, full-time or part-time status, exempt or non-exempt classification, pay and pay schedule, benefits, conditions of employment, at-will language where your state allows it, how to accept, and a signature line. Catapult’s template includes all of these.
Is an offer letter a legally binding contract?
It can create obligations if it promises a set term or guaranteed pay. Catapult’s template includes a statement that the letter is not an employment contract or a promise of a minimum term. At-will employment is limited in some states, such as Montana, so have that paragraph reviewed for the state of employment.
Do I have to give a new hire their pay details in writing?
Some states require it. North Carolina requires written notice at hiring of promised wages and the day and place of payment. South Carolina also requires the normal hours and the deductions that will be taken. Check the rules for the state where the employee will work.
What documents should a new hire bring on the first day?
Identity and work authorization documents for Form I-9. The employer must examine the documents and complete Section 2 within three business days of the hire. The template points the new hire to the I-9 List of Acceptable Documents.
A template gets you started. An advisor gets you an answer.
When a template does not cover your situation, Catapult members reach a certified HR advisor the same day by phone, chat, or email.
Sources
- N.C. Gen. Stat. 95-25.13, Notification, posting, and records
- S.C. Code Title 41, Chapter 10, Payment of Wages (41-10-30, 41-10-50)
- 8 CFR 274a.2, Verification of identity and employment authorization (eCFR)
- Montana Code 39-2-904, Elements of wrongful discharge
- 29 CFR 541.2, Job titles insufficient (eCFR)
Last reviewed: October 2026.