How to Write a Job Offer Letter | Template, Sample & AI Tools

Whether you’re a small business owner or an HR recruiter, the job offer letter is one of the most uplifting and rewarding aspects of the hiring process. For the person on the receiving end, a job offer letter is literally life changing. But with the joy of sending this great news comes the responsibility to use precise wording and a polished and professional format.

A job offer letter is a formal business letter from an employer to a job candidate that outlines the job title, responsibilities, pay rate, start date, benefits, and conditions of employment. In many cases, a job offer letter also provides a deadline for formally accepting the offer.

The tips and examples below show how to write a job offer letter with the right details and format. QuillBot’s offer letter generator can also help you with the process.

What is an offer letter?

An offer letter is a formal document that an employer sends to a job applicant who’s been selected for a job opening. It summarizes the job title, start date, pay, benefits, management structure, and conditions of employment so that the candidate can make an informed decision about accepting the offer. Job offer letters also provide legal evidence that both parties understand the terms of employment.

In most cases, you should write a job offer in business letter format and email it as a PDF with password protection or restricted editing.

Offer letter format

The standard offer letter format includes the following parts:

• Your company name and address
• The date you’re writing the letter
• Personalized greeting with the candidate’s full name
• Introduction paragraph (1–3 sentences) that announces the offer
• Bulleted list of the employment details (e.g., title, manager, pay)
• Conclusion paragraph (1–3 sentences) with a call to action
• Complimentary close (e.g., “Regards”) + your signature and name
• Space for the candidate to sign their name and date the signature

Job offer letter template

A job offer letter template can be an invaluable time saver, and it can help you use consistent branding across the different roles in your company. Every business should have an offer letter template, and you can start making one by adjusting the example below.

Job offer letter sample

The following example shows how to write a job offer letter that outlines the essential details about a role (in this case, an internship). The bulleted format makes the document reader friendly, and the call to action at the end provides a clear deadline for accepting the offer.

Using an AI offer letter generator

The hiring process is time sensitive and requires many important steps, so time-saving tools are invaluable when it comes to offer letters. QuillBot’s free offer letter generator can take the stress out of them. These are just a few ways to get the most out of this AI tool.

• Provide the job title, organization, and clear instructions in your AI prompt.
• Don’t include personal details, such as the candidate’s name or contact information, in your prompt. Also exclude any details about your business that are confidential.
• If your business has an offer letter template, include that in your prompt.
• If you’re not already following a template, prompt QuillBot to ask you questions to get the details it needs to generate the job offer.
• Review the output, and prompt the tool to make any necessary adjustments. For example, you can make the tone more casual or formal, depending on your industry.

QuillBot’s AI offer letter generator

Frequently asked questions about writing a job offer letter

What does an offer letter look like?

An offer letter is a 1-page formal document that a recruiter or hiring manager sends to a job candidate they want to hire. The letter includes these parts: 

• Company name and address
• Date
• Greeting
• Short introduction
• Details about the pay, title, start date, manager, etc., usually in a bulleted list format. 
• Short conclusion with a call-to-action
• Closing and signature
• Place for the candidate to sign the offer

QuillBot’s free offer letter generator can create a polished and professional draft that you can modify as needed.

What should you include in an internship offer letter?

In an internship offer letter, include the same details that you would include in any other employment offer, but clarify the length of the contract. Those details include: 

• Internship title
• Manager
• Start date
• Length of internship (e.g., 60 days)
• Pay rate
• Work schedule 

QuillBot’s free offer letter generator can create internship offer letters for you so that you can focus on other onboarding tasks.

Where can I find offer letter examples?

A great place to find offer letter examples is QuillBot’s free AI offer letter generator. Simply prompt the tool to show you a few offer letters for the role you’re hiring. The examples will give you a sense of the format and structure.

From there, you can decide what you want your offer letter to include and prompt QuillBot to write it that way.

How do I accept an offer letter?

Accept an offer letter by following these steps:

• Sign the letter if there’s space at the bottom for you to do so.
• Reply to the email that included the job offer letter.
• Thank the sender for the offer and say why you’re excited about the opportunity. 
• Ask any questions you have about the onboarding process or next steps. 

Depending on your industry, you can also write a formal job offer acceptance letter. Before you send an email or letter, though, make sure it’s error free by running it through QuillBot’s free Grammar Checker.