Job Offer Letter Template (UK) — Make Your Offer Properly

When you need one

Every time you hire. Even in a small business where the interview ended with a handshake, the written offer removes ambiguity about salary, start date, and conditions — and gives the candidate something concrete to accept, which matters because an accepted offer of employment can create a binding contract.

What's in this template

The template covers the role and who it reports to, salary and how it's paid, hours and place of work (including hybrid arrangements), holiday entitlement, start date, probation period, any conditions the offer is subject to — references, right-to-work checks, qualifications — a deadline for accepting, and what the candidate should do next. It also includes a short cover email to send it with.

Offer letter vs. employment contract

They're related but not the same. The offer letter confirms the headline terms and any conditions; the employment contract (and the written statement of particulars, which UK employers are legally required to provide by day one of employment) sets out the full terms. Best practice is to send the offer letter first, then the contract once the offer is accepted and conditions are met. Make sure the two documents match — contradictions between an offer letter and a contract are a classic source of disputes.

Common mistakes to avoid

Making an unconditional offer when you meant it to depend on references or right-to-work checks — say so explicitly, because an accepted unconditional offer is hard to walk back; quoting a salary figure that doesn't match the contract that follows; forgetting an acceptance deadline, leaving the role in limbo; and skipping the probation period mention, then trying to introduce it later.