Offer letter template: clear enough to be useful, careful enough not to surprise.
A practical structure for confirming a job offer while keeping conditional checks and the full contract explicit.
What should a job offer letter include?
A job offer letter should identify the role, proposed start date, pay, hours, location, reporting line and whether the offer is conditional on checks or references.
It should also say when the full employment terms will follow and avoid promises the final contract cannot support.
What matters
Start with the rule
A job offer letter should identify the role, proposed start date, pay, hours, location, reporting line and whether the offer is conditional on checks or references.
Write down the decision
Keep the policy, dates, calculation inputs and decision together so another person can understand what happened.
Check the current source
An accepted offer can create contractual obligations. Get advice before withdrawing or changing it.
A practical checklist
For a small team, a short repeatable process beats an impressive policy nobody follows.
- Candidate and role
- Pay, hours, location and proposed start date
- Reporting line
- Conditions such as right-to-work or references
- Deadline and method for acceptance
- When full written terms will be provided
- Named contact for questions
Where software helps — and where it does not
HollyHR can keep the relevant people record, dates, documents, leave and working pattern in one place. It cannot decide a legal, medical or employee-relations question for you.
An accepted offer can create contractual obligations. Get advice before withdrawing or changing it.
Check the source, not just our summary
Rules and product pages change. These are the first-party references behind this page.
Questions people ask
Is this legal advice?
No. It is a practical summary for UK small teams. Check the linked official guidance and take qualified advice for a specific or disputed case.
Why keep the source with the calculation?
Rates and rules change. Recording the inputs, date and source makes the answer reviewable instead of becoming an unexplained number in a spreadsheet.
Can HollyHR track this?
HollyHR can hold the underlying employee, working-pattern, leave and document records. It does not present itself as a legal-advice engine.
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