Purpose and Scope
This policy sets out the procedure for issuing written employment offers across [Organisation Name]. Every offer must clearly state the job role, remuneration, start date, pre-employment conditions, and acceptance criteria.
This procedure applies to all recruitment within the organisation. Only [Authorised Role] may sign and issue formal offers or amendments.
Working through related paperwork at the same time? See also our Maternity Leave Confirmation Letter, Paternity Leave Confirmation Letter and Job Description.
Legal Context and Responsibilities
Contract terms become legally binding as soon as a candidate accepts an offer. To manage legal risk and maintain compliance:
- Issue all offers on a conditional basis so you can withdraw them if pre-employment checks fail.
- Complete right-to-work checks before the employee starts work.
- Provide a written statement of employment particulars on or before the candidate’s first day of work, in line with the Employment Rights Act 1996.
- Comply with the Equality Act 2010 during all hiring decisions and offer management. Do not discriminate against candidates based on protected characteristics.
Standard Offer Letter Text
Print the standard text below on official letterhead. [Authorised Role] must sign the document:
***
Offer of Employment
Dear [Candidate Name],
Following your recent interview, we are pleased to offer you the position of [Job Title] with [Organisation Name], reporting to [Manager Name/Role] and based at [Location]. This offer is conditional on the requirements set out below. Read this letter alongside the enclosed [Written Statement of Particulars / Contract of Employment].
Summary of Terms:
- Job Title: [Job Title], reporting to [Manager Role].
- Salary: [Amount] per [Year/Hour], paid [Monthly/Weekly] by [Payment Method].
- Hours of Work: [Number] hours per week, [Days and Times / Shift Pattern].
- Location: [Address], [Hybrid Details, if applicable].
- Annual Leave: [Number] days [Including / Plus] bank holidays.
- Probationary Period: [Length], subject to the terms set out in the enclosed document.
- Notice Period: [Period] from either party following successful completion of probation.
- Note: These terms are a summary only. The enclosed [Written Statement / Contract] contains full details and takes precedence.
Conditions of Offer:
- Provision of valid evidence of your right to work prior to commencing employment.
- Receipt of satisfactory references from [Number] referees covering a period of [Timeframe].
- [If applicable] A satisfactory [DBS Check Level / Occupational Health Assessment].
- [If applicable] Verification of required professional qualifications or registrations: [List Qualifications].
If you fail to meet any condition, [Organisation Name] reserves the right to withdraw this offer or terminate employment under the enclosed terms.
Start Date and First Day Arrangements: Your proposed start date is [Date]. On your first day, please report to [Location] at [Time] and ask for [Contact Name/Role]. Please bring [Required Identification / Document List]. Your induction starts during your first week.
Acceptance Instructions: To accept this offer, sign and return the enclosed copy of this letter [and Contract/Statement] to [Contact Name/Email] by [Date]. If we do not receive confirmation by this date, the offer will lapse.
Yours sincerely,
[Name] [Role] [Organisation Name]
***
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Procedure for Issuing an Offer
- Fill in all placeholders in the standard offer letter using details from the approved vacancy record.
- Remove any non-applicable pre-employment conditions so only relevant checks remain.
- Set a clear acceptance deadline that gives the candidate adequate time to consider while keeping recruitment on schedule.
- Enclose the written statement of employment particulars or contract of employment alongside the offer letter.
- Submit the completed offer letter to [Authorised Role] for review and signature.
- Send the signed offer document to the candidate.
- Once you receive written acceptance, schedule and complete the right-to-work check before the start date.
Offer Withdrawal Guidelines
- Prior to Acceptance: You may withdraw an offer at any time before formal acceptance by notifying the candidate in writing.
- After Acceptance (Conditional Offers): You may only withdraw the offer if the candidate fails an explicitly stated pre-employment condition (such as references or right-to-work checks). State clearly in the written withdrawal notice which condition was not met.
- After Acceptance (Unconditional Offers): Withdrawing an accepted unconditional offer breaches the contract and makes the organisation liable for the notice period. Consult [Legal/HR Adviser] before taking action.
- Equalities Compliance: Never withdraw or alter an offer for reasons related to a protected characteristic under the Equality Act 2010.
Records and Administrative Steps
- Save the signed offer letter, proof of met conditions, and statutory right-to-work documents in the employee file within [HR System Name].
- Retain personnel records for [Retention Period] in line with data protection policies.
- As soon as you receive signed acceptance, set up payroll, finalize the day-one written statement, and book the new starter induction.
FAQs on Offer Letter
What is an offer letter?
An offer letter sets out the procedure for issuing written employment offers across your organisation. Every offer must clearly state the job role, remuneration, start date, pre-employment conditions, and acceptance criteria.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an offer letter include?
This template covers legal context and responsibilities, standard offer letter text, procedure for issuing an offer and offer withdrawal guidelines.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to use an offer letter with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
