It's Saturday, I have to get to Baltimore from NYC to start family time for Christmas (my husband is from the DC area). So I'll leave you all with two good links to content and blogs I read this week by women authors. One made me laugh and one made me think. It's pretty obvious which one did what.
This might seem like the easy part. After all, you’re giving someone good news! But the offer letter isn’t just a formality. It’s your first official handshake with your future employee — a document that sets expectations, outlines the basics, and (hopefully) answers some of the questions your candidate hasn’t even asked yet.
A solid offer letter format saves everyone time, builds trust, and helps avoid confusion later. Get it right, and you’re off to a great start. Miss the mark, and you might cause delays…or worse, second thoughts.
In this guide, we’ll break down what an offer letter is, what it should include, and exactly how to write one. We’ve even included a plug-and-play offer letter template you can copy, paste, and customize. Because your time is better spent onboarding top talent, not reinventing the wheel.
An offer letter is a written document you send to a candidate when you’re ready to hire them. It spells out the basics of the job — things like the role, pay, start date, and where to sign on the dotted line. It’s not as detailed (or legally binding) as an employment contract, but it’s still important.
Think of it as the formal bridge between “We want to hire you” and “Welcome aboard.”
A clear, well-written offer letter does a few things:
It also gives your new hire a chance to say yes with confidence or ask the right questions before they commit. And if you’ve ever had to walk back a verbal agreement because something didn’t line up, you already know how helpful that can be.
Read this next: 12 things you need for a positive candidate experience
Before you start writing, it helps to know what to actually include in an offer letter format. And no, this isn’t the time to get poetic. Think: specific, clear, and complete.
1. Job title and start date: State the exact position being offered and when you expect them to start.
📌 Example: “We’re pleased to offer you the full-time role of Software Engineer, starting June 3, 2025.”
2. Compensation details: Include the salary (or hourly rate), how often it’s paid (weekly, biweekly, monthly), and if bonuses or commissions are part of the package.
📌 Example: “Your starting salary will be $95,000 per year, paid biweekly.”
3. Employment type and schedule: Is this full-time or part-time? Exempt or non-exempt? Hybrid, remote, or on-site? Be specific.
📌 Example: “This is a full-time, exempt position based in our New York office, with a hybrid work schedule (3 days in office, 2 remote).”
4. Reporting structure: Let them know who they’ll be reporting to and the person’s title.
📌 Example: “You’ll report to Jane Smith, Director of Engineering.”
5. Benefits overview: You don’t have to list every single perk, but hit the big ones — health insurance, retirement plans, paid time off, etc.
📌 Example: “You’ll be eligible for our standard benefits package, including medical, dental, and vision insurance; a 401(k) with company match; and 15 paid vacation days per year.”
6. Contingencies: If the offer depends on things like background checks, reference checks, or proof of work eligibility, this is where to say it.
📌 Example: “This offer is contingent upon successful completion of a background check and verification of employment eligibility.”
7. At-will employment clause (if applicable): This covers the legal stuff. In many U.S. states, employment is “at will,” meaning either party can end the relationship at any time for (almost) any reason.
📌 Example: “This letter is not a contract. Your employment will be at-will, meaning either you or the company may terminate it at any time, with or without cause or notice.”
8. Offer expiration date: You don’t want your offer hanging out in the void. Set a deadline.
📌 Example: “Please sign and return this letter by Friday, April 11, 2025.”
9. Signature fields: Include a place for the candidate to sign and date the offer. Add one for your company representative, too. Paper trail = good idea.
Read this next: Building a stellar onboarding checklist
Below is a simple, customizable offer letter template you can use for most full-time roles. Just swap out the placeholders for your details, and you're good to go!
📎 Pro tip: Want your offer letter to look polished, too? We love Canva’s job offer templates to design a clean, professional-looking document — no design degree required.
Subject: Offer of Employment from [Company Name]
Hi [Candidate Name],
We’re excited to offer you the position of [Job Title] at [Company Name]. We’ve enjoyed getting to know you throughout the interview process, and we’re confident that you’ll bring great value to our team.
This is a [full-time/part-time], [exempt/non-exempt] position based in [location or “remote”], with a scheduled start date of [Start Date]. In this role, you’ll report to [Manager Name, Title].
Your starting salary will be [$XX,XXX] per year, paid [biweekly/monthly]. You’ll also be eligible for [bonuses, stock options, or “additional compensation,” if applicable].
As a member of our team, you’ll have access to a range of benefits, including:
This offer is contingent upon the successful completion of a [background check/reference check/work eligibility verification, etc.]. Please note that your employment with [Company Name] is at-will, meaning either you or the company may terminate the relationship at any time, with or without cause or notice.
To accept this offer, please sign and return this letter by [Date]. If you have any questions, feel free to reach out to [Contact Person’s Name + Email/Phone].
We’re looking forward to officially welcoming you to the team!
Warmly,
[Your Name]
[Your Job Title]
[Company Name]
[Company Contact Info]
Read this next: New course on inclusive onboarding
Writing a solid offer letter sets the tone for a new chapter for the candidate and your team, so make sure you take the time to proofread, customize, and craft a letter that feels genuine to your company. These best practices will help you strike the right balance between professional and human.
1️⃣ Be clear and specific
Skip the vague language. This isn’t the place for “competitive salary” or “some travel required.” If it’s truly negotiable, say that. If it’s fixed, be direct. You want the candidate to sign (or pass, potentially) with zero confusion about what’s being offered.
2️⃣ Get names and titles right
Double-check how your candidate spells their name. Get their job title right. You don’t want the first official document they receive to have a typo in it; that’s a fast track to second thoughts.
3️⃣ Match the tone to your company culture
If your company leans formal; use more polished language. If you’re on the casual side; keep the tone relaxed (but still clear). Think of the offer letter as the written version of your company handshake, i.e. make sure it feels like you and your company culture.
4️⃣ Avoid legal jargon unless you need it
Unless your legal team requires it, there’s no need to stuff the letter with clauses no one reads. Stick to plain English where possible. If something is legally required (like an at-will clause), include it clearly and simply.
5️⃣ Leave room for questions
Even the clearest letter might raise a few eyebrows. Give the candidate a point of contact they can reach out to with questions — preferably a human, not a generic inbox.
6. Add a personal touch
This doesn’t mean writing a novel. A short, thoughtful line like “We’re excited about the perspective you’ll bring” or “The team’s already looking forward to working with you” goes a long way.
7️⃣ Proofread. Then proofread again.
This one’s boring but important. A single mistake (especially around pay, start date, or title) can undermine your credibility. Run it through spell check. Then have a real person look it over.
Now that you understand what makes a great cover letter, we’ll bet you’re curious what doesn’t work. Let’s talk about the red flags and easy-to-miss mistakes in the next section.
Read this next: 18 new hire onboarding survey questions to improve retention
An offer letter doesn’t need to be perfect, but there are a few landmines you’ll want to sidestep. Here’s what to avoid:
❌ Don’t get vague about pay
“We offer a competitive salary” sounds like code for “We’re still figuring it out.” Be direct. Say how much, how often, and when they’ll get paid. People notice the details, especially when those details impact their rent.
❌ Don’t forget the deadline
Leaving the offer open-ended can lead to ghosting, delays, or confusion. A simple “Please respond by [date]” creates structure and gives the candidate a clear timeline to follow.
❌ Don’t misspell the candidate’s name
It happens more often than you’d think. Nothing says “we don’t really care” quite like getting someone’s name wrong on the document that’s supposed to make them feel wanted.
❌ Don’t use language you can’t back up
Avoid phrases like “permanent position” or “guaranteed bonuses” unless your legal team signs off on it. If you’re not 100% sure something is set in stone, leave some wiggle room or explain the conditions.
❌ Don’t get too casual
Sure, you want to sound friendly, but don’t let it turn into a text message. “Hey! So stoked you’re joining us 🎉” is great for Slack. Not so much for a formal document outlining employment terms.
❌ Don’t skip the fine print
Even if it’s short, your letter should still include essentials like the job title, compensation, start date, and any contingencies. Forgetting those pieces can cause issues down the road…or at least a bunch of follow-up emails.
❌ Don’t use a one-size-fits-all template
You can start with a standard format (like the one we shared above), but always tailor it. A letter for a remote contractor will look different than one for an in-office executive. Context matters.
A little attention to detail goes a long way. Skip these mistakes, and your offer letter will do what it’s meant to do: help your future hire say “yes” with confidence.
An offer letter might seem like a small step in the hiring process, but it carries weight. The right offer letter can set the tone, answer questions before they’re asked, and make your new hire feel like they’ve made the right call.
Keep it clear. Keep it human. Say what you mean, double-check the details, and don’t overcomplicate it.
If you’ve been doing the work, picking up extra projects, or solving problems before your boss even sees them, this guide’s for you. We’ll walk through when to ask, what to say, how to back it up, and what to do if the answer is “not right now.”
When you ask for a promotion matters just as much as how you ask. Bring it up too early and you risk looking out of step. Wait too long, and you might miss your chance. The key is to pay attention to your performance, your manager’s feedback, and the company’s rhythm.
Here’s what “good timing” looks like in real life:
Here are a few scenes that signal it’s a good time to bring it up:
You just wrapped a six-week campaign that brought in 20% more customer sign-ups than expected. Your manager’s been singing your praises in meetings. That’s your window.
💬 Try this: “I’ve really enjoyed leading this project and seeing such a strong outcome. I’d love to talk about what growth might look like from here.”
Your company’s performance reviews are coming up. Everyone’s reflecting, planning, and setting goals. It’s very literally the moment designed for these conversations (and typically aligned with budgets!).
💬 Try this: “With review season around the corner, I’ve been thinking a lot about my growth path. Could we set aside time to talk about what it would take for me to move into [next role]?”
You’ve been unofficially overseeing a small team since your manager went on leave. You didn’t complain. In fact, you handled it like the boss you are. And the team’s thriving.
💬 Try this: “I’ve taken on a lot of responsibility over the past few months, especially with leading the team. I’d like to talk about aligning my title and compensation with the work I’m doing.”
Of course, some moments are less than ideal. Don’t shoot your shot during a budget crisis, five minutes before your boss’s vacation, or while they’re visibly fighting with the printer. (Give it a beat.)
Read this next: 5 workplace skills to get promoted in 2025
Before you ask for a promotion, you need your receipts. Not literal ones (unless your job involves expense reports) but some tangible proof that you’ve earned it. This is the part of the process where you show your work.
Start with a list. Think back over the last 6 – 12 months and write down:
Saying “I did a good job” isn’t enough. Show them how, and use numbers when you’re able to.
For example, instead of “I helped launch the new onboarding process,” try:
💬 Try this: “I created and led a new onboarding process that cut training time by 30% and improved first-month retention by 15%.”
Make it as easy as possible for your manager to see the value you’re adding, even if you think they know already. Think like them: What would make me say yes to a promotion if I were the one approving it?
If you’re not sure how to organize all of this, start a “brag doc.” It doesn’t have to be fancy. Just a running list (in a Google Doc or Notes app or whatever works) of the wins you want to remember. Pull from it when you prep for your conversation. This can also include emails or chats with compliments from your stakeholders and is a great ego boost, promotions aside!
And if you’ve been taking on work that lines up with the role you want next? Even better.
Let’s say you’re a content writer aiming for a senior title. Have you mentored junior writers? Created style guides? Stepped in to manage projects? That’s the stuff you’ll want to highlight.
For example:
💬 Try this:“Over the last six months, I’ve taken on more leadership by mentoring two junior writers, reviewing their work, and helping them hit deadlines. I’ve also led two cross-team projects that improved our content production timeline by a week.”
Your goal here is to be crystal clear about your impact on the team.
Watch this next: Asking For That Promotion: Tips & Tricks to Landing Your Next Big Role
If you ask me, this is the hardest part of asking for a promotion.
Having “the conversation” can feel like you’re doing something dramatic, like pulling a stunt in the middle of your company Slack. But, trust me, asking for a promotion is not bold…or rude…or even too much. It’s totally normal.
This is how you grow your career. Promotions aren’t handed out like coupons in the newspaper. They’re (usually) sparked by someone (that’s you) raising their hand and saying, “Hey, I’ve grown. I’m ready for more.”
And that’s not weird, we promise that’s the whole point! According to Nectar HR, 63% of the workforce has received a promotion within the past two years, which should feel encouraging that promotions are a common aspect of career progression.
Most managers don’t expect you to stay in the same role forever. If they’re good at their jobs, they want to see you stretch, lead, and take on more. You asking for a promotion tells them you’re invested and that you’re not just clocking in. You’re thinking long-term! That’s helpful information, not a nuisance.
If you’re nervous about how it might come off, remember this: Managers aren’t mind readers. They might think you’re perfectly happy where you are. The only way they’ll know you’re ready for something more is if you say it out loud.
And saying it out loud doesn’t make you greedy or annoying. It makes you a person with goals. If anything, it shows initiative, self-awareness, and respect for your own time and effort.
So, repeat after me: “I am not out of line. This is not uncalled for. Promotions are totally normal, and I deserve this.”
Now, let’s get into how to actually ask for it.
While it likely won’t ever feel amazing to ask for more money and a new title, there are ways to approach the conversation that make you sound clear, confident, and prepared…and not like you're winging it during your coffee refill.
68% of professionals who have asked for a promotion have received one, according to Namely, so take a deep breath and remember that initiating the conversation is, more often than not, effective.
To start, keep in mind some basic do’s and don’ts:
✅ Do:
🚫 Don’t:
Ready for the convo? Pick the one below that fits your situation. Use it as-is or tweak it to sound like you. The point isn’t to memorize a script but rather walk in with a basic idea of what you want to say.
Let’s say it’s your regular check-in with your manager. You’ve done your prep, and you’ve got your wins ready. The vibe’s good.
💬 Try this: “I’d love to talk about my future here. Over the past few months, I’ve taken on [brief example], led [another example], and delivered [result]. I’m interested in growing into [next role], and I’d like to understand what steps I can take to get there.”
Why it works: It’s clear, shows your value, and opens the door for a real conversation — not a yes/no request.
This is helpful if your manager likes a heads-up, or if you want to plant the seed before a deeper conversation.
💬 Try this: Subject: Time to talk about my growth?
Hi [Manager’s Name],
I’ve been reflecting on my work over the past [X months], and I’d love to talk about what growth might look like for me here. I’ve taken on [project or responsibility], contributed to [result], and I’m excited about what’s next.
Could we set aside time this week or next to talk about a potential promotion and what steps would make the most sense?
Why it works: You’re flagging the conversation without blindsiding them. Gives them time to think and prepare.
Let’s say you brought this up a few months ago and heard some version of “not yet.” That’s not a no; it’s a ‘not right now’. Here’s how to revisit it.
💬 Try this: “Thanks again for our last conversation about my growth path. Since then, I’ve focused on [feedback area], taken on [new work], and delivered [results]. I’d love to check in and see if we can revisit the conversation about a promotion.”
Why it works: You’re showing growth (not holding a grudge). Since you’ve done the work, it’s time to follow up.
Read this next: The New Normal for Women in the Workplace: 3 Tips to Get Promoted at Work
Let’s say you bring your A-game. You lay out your case and deliver the ask like a pro. And then your manager says something that’s not “no”… but also not quite yes.
Take a breath. You didn’t fail (we promise!). You started the conversation, and that’s progress.
“Not yet” can mean a few things. Maybe there’s a promotion freeze or your manager needs more time to advocate for you. Maybe they want to see a few more things first. None of those are a shut door. Think of them more like a hallway.
Here’s how to handle it without spiraling:
Wanting clarity doesn’t make you difficult. You’re being smart.
💬 Try this: “Thanks for the feedback. Can you walk me through what steps I should take to move toward that next role?”
If there are gaps between where you are and where you want to go, name them. Set a timeline. Put check-ins on the calendar.
💬 Try this: “Would it be helpful to revisit this in three months? I can focus on [specific area] in the meantime.”
As you make progress, track it. That way, when you circle back, you’ve got proof that you hit every mark.
Don’t retreat. Stay engaged, keep doing strong work, and keep looking for chances to lead, even informally. Your response to “not yet” is part of what your manager will remember when it is time.
However, keep in mind that sometimes, “not yet” might really mean “not ever, not here.” If that’s the vibe you’re getting, it’s okay to start looking around. In fact, workers who switched jobs and moved to a new company saw an average earnings jump of 11%, according to a LendingTree analysis. Don’t stay in a place that doesn’t value your work and contributions.
But, let’s not jump ship just yet! If there’s a path forward, this is your chance to walk it with purpose and a game plan.
So don’t treat it that way!
You wanting to grow is ultimately helping the company grow, so own it.
Promotions aren’t magic, and they don’t just happen. You have to ask for them. And when you do it with clarity, preparation, and good timing, you show that you’re serious about your work and your future.
Know your value. Build your case. Say it out loud.
Worst case? You start a conversation that sets the stage for next time.
Best case? You get the title, the raise, and the recognition you’ve already earned.
Either way, you’re moving forward. And that’s the whole point.
