How to write an offer letter: details to settle before sending

A good offer letter gives a candidate an accurate, readable statement of the proposed role and the next step for accepting it. Before drafting, resolve the facts that can create confusion later: who is hiring, job title, location or remote arrangement, reporting line, expected joining date, compensation structure, probation or conditions, and the deadline for acceptance.

Details to agree internally before drafting

• Employer and candidate details, job title, department, reporting manager, and work location or arrangement.
• Proposed joining date, working expectations, and any stated probation, background-check, reference, or documentation conditions.
• Compensation breakdown, payment cadence, benefits, reimbursements, and whether figures are subject to deductions or applicable policy.
• Acceptance method and deadline, plus the documents or onboarding information needed before the candidate starts.

Make the boundaries and next document clear

Avoid copying clauses from an unrelated role or jurisdiction. If the offer refers to company policies, confidentiality, intellectual property, restrictive covenants, or a fuller employment agreement, say how and when the candidate will receive those materials. Check the final document for placeholder text, dates, salary figures, and names before it is sent.