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Dear ,
I am pleased to offer you employment in the role of with (referred to as 'the Employer', 'us' or 'we', in the rest of this letter).
This letter is to confirm the offer to you, summarise the main commercial terms on which we would like to employ you and explain the conditions of our offer.
The main terms of your employment are:
The above is intended as a high-level summary only and does not explain in full either the terms of your employment or the arrangements applicable to each of the items listed. The items covered in this letter and your employment are subject to the terms set out in the contract of employment which you must sign as a condition of your employment and which takes precedence over this letter if there is any inconsistency.
Our offer of employment is conditional on:
If any of the above conditions are not satisfied then this offer will be withdrawn or if it has already been accepted then we will be entitled to end your employment without notice or payment in lieu of notice. Please do not resign from your current job until you have had confirmation from us that we consider that these conditions have been satisfied. These conditions will continue to apply even if you have signed your contract of employment.
The written contract will be provided to you under separate cover. Please confirm your acceptance of the offer by signing the written contract and returning it to us. This offer is open for you to accept until , at which time it will lapse automatically without further notice and no longer be capable of acceptance. If you do accept this offer, we would like you to commence your new role on or as soon as possible afterwards. Please confirm when you can start work.
We treat personal data collected during the recruitment process in accordance with our data protection policy. Information about how your data is used and the basis for processing your data is provided in our employee privacy notice and other policies.
Yours sincerely,
This Job Offer Letter template covers:
basic information about the job and terms of employment (eg pay and benefits, hours, holiday, notice period and any obligations after employment ends)
the role offered
the requirement to enter into an Employment contract
the conditions of the offer (eg references and right to work) and what happens if they are not satisfied
You need a Job Offer Letter when you want to employ someone new or when you want to make a formal offer before you're ready to sign an Employment contract. This will ensure that both sides understand the main terms of the prospective employment.
Using an Offer of Employment Letter that contains a clear statement of key job terms can help you attract the perfect candidate. This Job Offer Letter ensures your chosen candidate has all the information they need to accept the job and gains a favourable impression of your business.
Whether a Job Offer Letter is legally binding depends on whether the offer is conditional or unconditional.
If an unconditional job offer is accepted, the contract becomes legally binding. If the job offer is conditional (eg once references are provided and checked), the offer can still be rescinded if the person does not meet the employer’s conditions.
In this Letter, you can choose to offer employment upon conditions that need to be satisfied before employment starts. Such conditions include the prospective employee:
providing references
holding a specific qualification
having their qualifications verified
completing a medical questionnaire
signing the Offer Letter
Note that this Job Offer Letter is always conditional on the prospective employee having the right to work in the UK and signing an employment contract.
This Job Offer Letter sets out only the basic terms of employment and could lead to the negotiation of employment with your prospective employee. Normally, an employer will leave sufficient time for sending the employment contract separately once the employee satisfies the condition(s) of the offer or upon signature. However, if there are no conditions to satisfy, or these have already been satisfied, an employer may send both together.
In this document, you can choose to give a deadline for the prospective employee to accept the offer. Once the deadline passes, the offer is no longer valid.
Making a Job Offer Letter online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.
To make your Job Offer Letter you will need the following information:
Party details
The employer’s details (eg their business structure, name and address).
If the employer is a partnership, LLP or company, who will sign on the employer’s behalf?
What are the prospective employee’s details (eg their name and address)?
What is the job title of the role you’re offering the prospective employee?
What is the address of the employee’s prospective workplace?
Employment details
Is the role full-time or part-time? Is it permanent or for a fixed term?
What is the employment start date?
If the role is for a fixed term, what is the employment end date?
What is the proposed salary?
Will the prospective employee have regular hours of work? If so:
How many hours will the prospective employee be required to work per week?
What are the prospective employee’s regular hours of work?
What are the prospective employee's regular days of work?
Benefits
Will the prospective employee be entitled to:
A discretionary bonus and/or a non-discretionary bonus? If so, is the bonus set at a maximum amount or as a percentage of the base salary?
Life assurance? If so, what multiple of the prospective employee's salary does the life assurance provide for?
Private medical cover? If so, who can be beneficiaries of the private medical insurance?
Permanent health insurance (ie income protection insurance)?
Holiday
What is the prospective employee's annual leave?
Are bank holidays additional to annual leave or included?
Pension
Will the employee be automatically enrolled in the employer's pension scheme? If so:
What is the name of the pension scheme?
How much will the prospective employee contribute to the pension scheme?
Termination
Will the notice period required to end employment be the statutory minimum or longer?
Conditions of employment
Is the offer conditional upon the prospective employee providing references, holding a specific qualification, successfully completing a medical examination and/or completing a medical questionnaire?
When does the offer expire?
Date
On what date is the Job Offer Letter sent to the prospective employee?
Job Offer Letters are used to offer a role to a prospective employee. To do this, they will typically include provisions on:
Offer of employment
This section sets out the basis of the job offer (eg whether it is full-time, part-time or fixed-term). It also clarifies that the Offer Letter sets out the main commercial terms of employment and the conditions under which the job offer is made.
Summary of employment terms
This section sets out the main terms of the proposed employment (eg the proposed working hours, salary, holiday entitlement and pension contributions). This section acts as a high-level summary only and does not fully explain the employment terms. It also clarifies that an employment contract, which must be signed as a condition of employment, takes precedence over this Job Offer Letter.
Conditions of offer
This section sets out the conditions that must be satisfied by the prospective employee to fulfil the offer of employment. It outlines what the consequences are if these conditions are not met (eg the offer being withdrawn) and encourages the prospective employee not to resign from their current job until all of the conditions have been satisfied. It also explains that a written contract of employment will be provided separately, should the prospective employee accept the offer. It specifies until when the job can be accepted and asks the prospective employee to confirm when they can start working.
This section also sets out how the prospective employee’s personal data (eg their name and address) collected during the recruitment process will be processed (eg handled and stored). It also informs the prospective employee where they can find more details about this data processing.
If you want your Job Offer Letter to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Job Offer Letter for you, to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.
Consider the importance of following a proper recruitment process
The first step to filling a vacancy, well before making an offer using a Job Offer Letter, generally involves recruiting suitable candidates. It is crucial that any such recruitment process complies with the law, for example, by meeting stringent data protection requirements (under the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018) and avoiding unlawful discrimination (under the Equality Act 2010). In all circumstances, it is a good idea to adopt and implement a Recruitment policy to formalise and clearly set out your recruitment process.
For more information, read Recruitment.
Bear in mind the 48-hour working week
When setting out the prospective employee’s working hours, you need to consider the 48-hour working week. The basic rule is that staff should not work more than 48 hours per week. This 48-hour limit is applied as an average taken over 17 weeks and, as a result, occasional long hours shouldn’t be an issue.
If you operate in an industry where staff members frequently have to work more than 48 hours per week, use a Working time directive opt-out letter to agree with a staff member that they will work more than 48 hours per week.
For more information, read How to opt-out staff from the 48-hour week.
Make the relevant data protection documents
When hiring staff for your business, it is important that you comply with all relevant data protection requirements. Employers need to make sure they don’t breach anyone’s data protection rights, including the rights of your prospective employee. A breach of these rights (which are granted by the GDPR and Data Protection Act 2018) may automatically result in a breach of other duties you owe them.
To help you comply with your data protection obligations, you should make:
a Data protection and data security policy to set out how you deal with personal information and personal data
an Employee privacy notice to inform staff about how you collect, use, retain and disclose their personal data
For more information, read Data protection and employees. To find out more about making your business GDPR-compliant, read the How to make a business GDPR-compliant checklist and consider making the appropriate GDPR documents.
Understand when to seek advice from a lawyer
if this Job Offer Letter does not meet your needs
for employees based outside England, Wales or Scotland
