Job offer letter template
A job offer letter tells the successful candidate they have the job, with the salary, start date and type of post. It is usually conditional on pre-employment checks such as references and right to work, and sets out any probationary period. It goes with the written statement of employment particulars, and the candidate signs and returns it to accept.
Adapted from Acas (30 July 2026). Contains public sector information licensed under the Open Government Licence v3.0.
What changes each time
14 values. Everything else is your wording, kept exactly.
The candidate
- Candidate's full name
- Candidate's first name
- Candidate's address
The job
- Job title
- Annual salary
- Start date
- Type of post
- Manager's name
Conditions
- How the checks were explained
- Pre-employment checks
- Probation period
From
- Letter writer's name and job title
- Telephone
The rules it usually needs
Written in plain English when the template is set up.
- Once for each item
“A bullet for each pre-employment check.”
The firm's list of checks for finance roles had four, so the letter lists four.
- Only when…
“Include the probation sentence only when the probation period is more than 0 months.”
The approval email said three months' probation, so the sentence appears.
- The AI decides from the paperwork
“Include the DBS paragraph only when the role requires a DBS check.”
The interview notes said the role has no contact with children or vulnerable adults, so the paragraph was left out, with that reason shown.
One worked example, start to finish
The job offer letter in DocuWeave, from upload to approval.
1The document uploaded
The Acas job offer cover letter, a Word file, uploaded as it is.
- 2
The template it became
It found 18 values and asked 3 questions. Split into parts so the checks repeat and the probation and DBS sentences can drop out.
3The paperwork dropped in
Interview scoring notes, the hiring manager's approval email, the list of checks and a typed note.
4What was found, with sources
16 of 19 values filled from the paperwork, each with the passage it came from.
5What it asked
4 things for a person: the salary, always checked, and three places where files disagreed.
6The approved output
Approved, with Word and PDF downloads of exactly what was approved.
A free job offer letter to download
- Job offer letter, filled with fictional details (Word)
- Job offer letter, filled with fictional details (PDF)
Use it as it is, or upload it to DocuWeave and make it a template.
DocuWeave is not a law firm. A general template for common situations in England and Wales. It is not tailored to you and we do not update it when the law changes, so check it suits your situation before you use it. Terms.
Adapted from Acas (30 July 2026). Contains public sector information licensed under the Open Government Licence v3.0.
Questions people ask
Is a job offer letter legally binding?
Once the candidate accepts an unconditional offer, a contract of employment generally exists. A conditional offer can usually be withdrawn if a stated condition, such as satisfactory references, is not met.
What is the difference between a conditional and an unconditional offer?
A conditional offer depends on checks such as references, right to work or a DBS check being satisfactory. An unconditional offer has no outstanding conditions. This letter lists each condition so the candidate knows what is still to come.
Does a job offer letter replace the written statement?
No. The written statement of employment particulars sets out the main terms and must be given by the first day. The offer letter usually goes with it.
Do I have to carry out right to work checks?
Employers in the UK must check that every new employee has the right to work in the UK before they start, which is why it is one of the usual pre-employment checks.
Can I use my own offer letter instead of this one?
Yes. Upload your own Word or PDF letter and DocuWeave turns it into a template in your wording.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.