Message templates
Offer letter email template.
Updated 5 October 2026
An offer email should confirm the role, pay, start date and expiry in writing, tell the candidate what is attached, and say who to contact with questions. Keep the tone warm and clear. The formal offer letter and contract should be reviewed by your HR or legal team before it is sent. This is not legal advice.
What should this message include?
The email is a wrapper for the formal letter. It should be accurate, and it must not add promises that are not in the contract.
- The role title and the company name.
- The salary, written as [Salary], and any other terms that are in the formal letter.
- The proposed start date as [Start date].
- An expiry date for the offer as [Offer expiry date], so the candidate knows the deadline.
- Who to speak to about questions or negotiation.
- The next steps, such as signing and returning the attached letter.
Email template
Subject: Offer of employment: [Role] at [Company] Hello [Candidate name], We are pleased to offer you the position of [Role] at [Company]. Thank you for the time you gave to our process. The key terms are: Salary: [Salary] Start date: [Start date] This offer is open until: [Offer expiry date] The full terms are in the attached offer letter. Please read it carefully and reply with any questions. If you accept, follow the instructions in the letter to confirm. If you would like to talk through the offer, contact [Recruiter name]. We hope you will join us. Kind regards, [Recruiter name] [Company]
Covering note template
Use this shorter note if you call the candidate first and then send the documents.
Hello [Candidate name], as discussed, please find attached our offer for the [Role] position at [Company]. The offer is open until [Offer expiry date]. Please contact [Recruiter name] with any questions.
What should you change before sending?
- The terms: check every figure and date against the formal offer letter before sending.
- The review: have your HR or legal team approve the letter and contract.
- The deadline: set an expiry that gives the candidate real time to decide.
- The contact: name a person who can answer questions about pay and conditions.
Mistakes to avoid
- Stating terms in the email that differ from the attached letter.
- Sending an offer by email before the candidate has heard the main points in a call.
- Adding promises about promotion or future pay that are not in writing in the contract.