Employment Offer Letter Email Template

It’s one of the best parts of hiring. After the interviews, the shortlists and second-guessing, you’re finally ready to make an offer. Time to deliver the great news: they got the job.

If you’re ready to seal the deal and want to do it right, our downloadable email offer template is just what you need. Professionally structured, customisable and welcoming, it’s designed to help you confidently extend your offer and kick off onboarding on the right foot.

Download your copy now.

Disclaimer: The information in this template and associated article is current as at 17 July 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The views expressed in this template and associated article are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. The Information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising either directly or indirectly as a result of reliance on, use of or inability to use any information provided in this template and associated article. You should undertake your own research and to seek professional advice before making any decisions or relying on the information in this template and associated article.

What’s in this employment offer letter template?

Let’s be real. Getting every detail into one email can be a challenge. That’s why we’ve done the heavy lifting for you.

Once you’ve shared the good news with your successful candidate over the phone, this email template makes it easy to follow up with the formal stuff.

Here’s what it includes:

• A warm welcome and congratulations
• A short intro to their new team and manager
• Start date, workplace location and employment status
• Clear next steps to keep onboarding on track

It’s completely customisable and ready to go.

Download yours now.  

What is a job offer letter?

A job offer letter (or job offer email) is your formal way of saying: You’re in.

It’s the step that follows your initial phone call with the successful candidate. While the phone call is the feel-good moment, the offer letter is where you spell out the important bits. This includes job title, start date, team, manager, location and how they can reach out if they’ve got questions.

Typically, you’ll also attach the employment contract and any extra onboarding info such as:

• Employee handbook
• Employee benefits guide
• Instructions for accepting the offer digitally

What should be included in an employment offer letter?

Here’s a breakdown of what to include to make your offer letter clear, concise and candidate-ready.

Include a job position and job description

Clearly outline the role and the key responsibilities. Use straightforward language that helps the candidate understand what’s expected.

Include a legally binding agreement

Always attach the employment contract. Once signed, this becomes the formal agreement between you and your new hire.

Include a job title

Make sure the job title is stated directly in the letter, even if it appears in the subject line or greeting.

Include an offer letter expiration date

Include a reasonable deadline for the candidate to respond. This helps you manage your hiring timeline and move forward confidently.

Job offer letter template example

Here’s a preview of what your offer email might look like:

Dear [Successful Applicant Name]

We’re thrilled to offer you the position of [Position Title] at [Company Name]. Your skills and experience are a fantastic match and we can’t wait to see what you’ll bring to the team.

You’ll be reporting to [Manager Name] in the [Department Name] team.

You can tailor this for different roles and experience levels. It’s a simple, effective tool to support a consistent hiring experience. 

What other job offers can employers use?

There’s more than one way to offer a role. These are some common options.

Verbal job offer

This is a quick, informal way to deliver the good news. It should always be followed by a formal offer letter.

Conditional job offer

Used when the offer depends on specific requirements being met, such as reference checks or police clearances.

Casual and temp vs permanent employment

Each job type comes with its own set of terms. Make sure the offer aligns with the correct employment status.

Can an email be sent as an official job offer letter?

Yes. 

Email is fast, efficient and environmentally friendly. Your candidate can receive, review and respond to the offer quickly, which is especially useful in competitive markets.

With Employment Hero, you can attach digital contracts, set up custom workflows and collect e-signatures easily. Our onboarding tools are designed to make this process seamless.

What happens after you send a job offer letter?

The ideal response is a prompt and excited yes, along with a signed contract.

Once the contract is signed, the onboarding process begins. Use the time between acceptance and the first day to prepare everything your new hire needs.

Does a reference check happen before or after a job offer?

Most of the time, reference checks are completed before making an offer. If they haven’t been completed yet, clearly note that the offer is pending successful reference checks.

It’s important to run these checks quickly to keep the process moving.

Why do candidates decline job offers?

Sometimes things don’t go to plan. There’s a myriad of reasons a candidate might not accept your offer, but understanding why is a helpful place to start. 

Job offer acceptance rate

Your job offer acceptance rate tells you how often people accept, or decline your offers. It’s important to track this consistently, so you can gauge whether you’re on the right track, or need to make some changes. Here are a few reasons candidates might decline your job offer. 

They’ve accepted another job

Timing matters. Streamlining your recruitment process can help you stay ahead of competitors and move before they do. If your process takes too long, candidates may lose interest or feel your business isn’t prioritising the hire. Prompt communication at each stage helps keep them engaged.

Their current employer made a counter offer

Sometimes candidates receive compelling counter offers. Be prepared to respond with flexibility if you want to stay in the running.

Employers often act quickly to retain their best people, especially in competitive industries. If you understand what motivates the candidate, whether that is salary, flexibility or career growth, you can present a more appealing offer.

Salary isn’t competitive

Research market expectations early and be prepared to negotiate. Clarity from the start helps avoid disappointment later.

If your salary range is below the market average, candidates may feel undervalued. Strengthen your offer by promoting other benefits, such as performance bonuses, flexible work arrangements or professional development opportunities.

There’s no clear progression path

Candidates want to know there is room to grow. Be transparent about career development opportunities.

Without clear growth prospects, candidates may see the role as a short-term option. Sharing examples of team members who have progressed within your organisation can help demonstrate a strong pathway forward.

Poor candidate experience

Delays, miscommunication or disorganisation can impact how candidates view your company. Evaluate your process regularly to spot issues, and if you need more support, take a look at our Candidate Experience Checklist.

A poor hiring experience can indicate deeper cultural or operational problems. Improving responsiveness, communication and interview preparation can positively shape your employer brand.

Is a job offer letter legally binding in New Zealand?

Yes, it can be. In New Zealand, an offer letter can become legally binding once accepted, especially when paired with a signed employment agreement.

It’s essential to specify if any details are subject to change, and always ensure your offer complies with employment law.

For comprehensive information about hiring and employment law, check out our Hiring Compliance Guide.

Onto onboarding

With the offer accepted, it’s time to move forward with onboarding.

Before their first day:

• Set up their workstation
• Order and configure tech
• Arrange access to necessary systems
• Send welcome email and logistics
• Courier tech and merchandise (for remote or hybrid workers)
• Announce the new hire internally
• Assign a buddy or mentor
• Follow up with a check-in call

Want the full onboarding checklist? Download our Employee Induction and Onboarding Checklist Template [Free Download]. 

How can Employment Hero help?

The offer letter is just one piece of the puzzle when it comes to onboarding new starters. If you want to make the process a whole lot easier, our Employment Operating System is the only tool you’ll need. 

With the Employment OS, you can post job ads in just a few clicks, get automatically curated shortlists of ideal candidates while you sleep, and send out contracts in one smooth workflow. Assign new starters workplace policies for digital signing and online training modules, and pay them accurately – and on time – every time. Keep top talent engaged with our suite of employee engagement tools, and keep accurate, secure records of it all in the same breath. 

Sound good? We think so, too. If you’re ready to transform the way you manage employment, book a demo today.