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Job offer letter: what to put in it, with a free UK template

6 minute read · Updated 2026-10-18

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You have found the person. Ring them first, because a phone call is warmer and you hear the answer straight away. Then put the offer in writing the same day. A verbal offer that never becomes a letter leaves both sides unsure what was agreed, and an offer that is accepted is already a contract, so the words matter.

What the offer letter should say

  • The job title and who they will report to.
  • The pay: the figure, per hour or per year, and how often it is paid. It must be at least the National Minimum Wage or National Living Wage for their age, for every hour worked.
  • The hours and the days or shift pattern, and whether overtime is paid.
  • Where they will work.
  • The start date, or "on a date we agree".
  • Whether it is permanent or fixed term, and any probation period with its length.
  • Holiday: at least 5.6 weeks a year for a full time worker, bank holidays included or not.
  • The conditions the offer depends on (see below).
  • How to accept and by when.

Make it conditional, and say on what

Most offers depend on checks that cannot be finished before you make them. Say so in the letter, in plain words, so that if a check fails you can withdraw without a dispute. The usual conditions are:

  • A right to work check, done before the first day. This one is not optional: employing somebody without the right to work in the UK can cost a civil penalty of up to £60,000 per worker. Check every new starter the same way, whatever their name or accent.
  • References satisfactory to you.
  • A DBS check at the right level, only where the role is eligible for one.
  • Professional registration or licences the job needs: a driving licence and Driver CPC, an SIA licence, NMC registration, a forklift ticket.
  • A health questionnaire, only after the offer and only where it is relevant to the job.

Withdrawing an offer because a stated condition was not met is normally fine. Withdrawing an accepted, unconditional offer because you changed your mind can be a breach of contract, usually costing the notice pay they would have had. Withdrawing for a reason linked to a protected characteristic, such as pregnancy or disability, is unlawful discrimination.

The written statement must follow by day one

The offer letter is not the contract paperwork. Every employee and every worker must receive a written statement of their main terms on or before their first day (Employment Rights Act 1996, section 1). It covers the pay, hours, holiday, sick pay, notice, place of work, probation, training and more; a few details, such as pension arrangements, may follow within two months. Many employers send the statement with the offer, which saves a step. Remember too that you must assess them for workplace pension auto enrolment.

A template you can copy

Replace everything in square brackets. Keep it short: this is a letter, not the contract.

[Your company name]
[Address]
[Date]

Dear [Name],

Thank you for coming to meet us. I am pleased to offer you the job of [job title] at [company name], reporting to [manager's name].

The pay is [£ amount] [per hour / per year], paid [weekly / monthly]. Your hours are [number] a week, [days or shift pattern], at [place of work]. The job is [permanent / a fixed term of (length)], with a probation period of [length]. Your holiday is [number] days a year, [including / plus] bank holidays.

We would like you to start on [date].

This offer is conditional on: proof of your right to work in the UK; [two] references satisfactory to us; [a (basic / standard / enhanced) DBS check]; [the licence, card or registration the job needs].

Your written statement of terms [is enclosed / will follow before your first day].

Please let me know whether you accept by [date], by replying to this letter or emailing [email address]. If you have any questions in the meantime, ring me on [phone number].

We are looking forward to working with you.

Yours sincerely,
[Name]
[Job title]

Then tell the others

Once the offer is accepted, let every other candidate know, the same week, in a line or two. It costs nothing, and the second best candidate today may be the first choice for your next vacancy.

Before the offer comes the interview: our interview questions for every job title and the guide to interviewing candidates. If an offer is turned down, read why candidates drop out at offer stage. For anything unusual, Acas publishes free guidance.

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