Everything a candidate needs to say yes: role, pay, hours, start date and conditions, in plain language.
A written offer avoids misunderstandings about pay, hours and start date, which are the most common sources of early friction with a new hire. It also sets the tone for the working relationship.
For hourly roles, state the hourly rate, the expected weekly hours and how schedules are published. For salaried roles, say whether the role is exempt or non-exempt from overtime.
13 items. Use it on screen, or print it and fill it in by hand.
A restaurant offers a line cook position at $19 an hour, around 32 hours per week, paid weekly. The letter explains that the schedule is published every Thursday for the following week, the start date is Monday at 9 am, and the offer is contingent on completing the employment eligibility form. The candidate signs it the next day.
For an hourly role, the offer letter sets the regular rate from which overtime is calculated, and several states require a written notice of pay rate and payday at hire. A clear written offer also limits later disputes about promised hours or raises, which are hard to settle when they were only said out loud.
| Candidate and title | Priya, morning baker, Saltgrass Bakery, Charleston |
|---|---|
| Manager and location | Owen, head baker; production kitchen at the King St shop |
| Start | Mon Aug 4, 4:30 am |
| Pay | $18.50 an hour, paid biweekly, non-exempt |
| Hours | About 35 a week, schedule posted every Friday |
| Conditions | Employment eligibility form completed on day one |
| Accept by | Jul 25 |
The acceptance deadline falls ten days before the start, enough for Priya to give notice at her current job and for Owen to set up her first week of early bakes. Her non-exempt status is stated outright so she knows any hours past 40 are paid as overtime.
It can be treated as one depending on wording and state law. Have it reviewed and avoid language that implies guaranteed employment.
Yes. A clear rate prevents disputes on the first paycheck.
Update the letter and send a new version. Do not edit by hand.
It helps you plan. Three to five business days is common.
In most at-will states you can, but it carries risk if the candidate already quit another job relying on your offer, and it must never be for a discriminatory reason. Withdraw it in writing as soon as you decide, and state the reason factually, such as a failed condition listed in the letter.
For a non-exempt role it helps to say overtime is paid at one and a half times the regular rate for hours over 40 in a workweek, or under daily overtime rules where your state has them. Some states, such as New York and California, require a written pay notice at hire that lists the rate, the overtime rate and the regular payday.
More for the same job
EZTime’s digital HR forms collect e-signatures and keep the signed copy in the employee’s digital file, with reminders before a document expires.