Job Offer Letter Generator (US)

Free tool · Rules checked 21 October 2026 · Runs in your browser; nothing you type is sent to us

A US offer letter states the job title, start date, pay and pay schedule, FLSA status (exempt or non-exempt), benefits and PTO, and any contingencies such as a background check. Most letters say employment is at will, and all must note that the new hire completes Form I-9 and shows work authorization within three business days of starting.

For employers and recruiters making a real job offer. The letter uses standard wording for United States; check it against your own policies before you send it. Prefer to type it yourself? Download the blank Word template.

Company

Company name *Registration number (optional)Letter reference (optional)Letter date

Company address

Signed by (name) *Signatory's job title

Candidate and role

Candidate's full name *Job title *DepartmentReports to

Candidate's address or email

Employment typeEnd date (fixed-term only)Start date *Place of workWork arrangement

State of workFLSA status

Include the at-will employment statement (untick for Montana or if you offer a fixed term)Main duties (optional)

Pay

Salary or rate *Salary isPaid

Salary components or extra pay (optional: allowances, bonus, commission)

Component amounts are

Probation and notice

Probation (0 = none)Probation unitNotice during probation

Notice you require from the employeeNotice the company gives (0 = not stated)Notice unit

Hours, leave and benefits

Normal hours a weekWorking days and timesPaid time off days a year

Other leave and holidaysBenefits (one per line)

Conditions and acceptance

Completing Form I-9 and providing documents that show your identity and authorization to work in the United States A satisfactory background check, carried out with your written consent Satisfactory reference checks Signing our confidentiality and invention assignment agreement A drug test, where permitted by state law

Other conditions (one per line)

Accept by

Any other terms (optional)

Remember the company details on this device (stored only in your browser)

What an offer letter should cover in United States

At-will employment	Most states presume at-will employment; Montana does not after the probationary period. Avoid promises of "permanent" employment if you want to keep at-will status
Form I-9	The employee completes Section 1 by the first day of work; the employer completes Section 2 within 3 business days of the start
FLSA status	Say whether the job is exempt or non-exempt from overtime; non-exempt staff get 1.5 times their regular rate for hours over 40 a week
Pay transparency	Several states and cities require salary ranges in job postings; keep the offer consistent with the posted range
Benefits and PTO	No federal paid vacation requirement; many states and cities require paid sick leave
Contingencies	Background checks need written consent under the Fair Credit Reporting Act when a consumer reporting agency is used

How to use the generator

Enter your company and the signatory once; tick "Remember" to keep them on this device.
Add the candidate, job title, start date and pay. Add components such as allowances or bonus if you pay them.
Check probation, notice, hours, leave, benefits and conditions. The defaults follow the rules in the table above; the generator warns you if a figure is below a legal minimum it knows.
Press "Write the offer letter", read the preview, then download Word to edit further or PDF to send.

Blank templates

Word templates with the same clauses and blanks to fill in: General · India · United Kingdom · United States · United Arab Emirates · Saudi Arabia · Singapore · Australia · Canada.

For employers

Offer letters are one step in a hiring routine that also covers screening, scheduling interviews, collecting documents and onboarding paperwork. AI workers can run that routine for you, with your team approving each offer. Book a free automation audit to see what it would take off your HR desk.

Please note: the wording follows the rules named on this page as checked on 21 October 2026. It is a starting point, not legal advice; employment law changes often and differs by state, province and emirate. Have senior or unusual offers reviewed by a lawyer.

Sources

Questions people ask

What does at-will mean in an offer letter?

Either the employer or the employee can end the employment at any time, with or without cause or notice, as long as the reason is not illegal. Montana is the exception after the probationary period.

When must Form I-9 be completed?

The new hire completes Section 1 no later than the first day of work, and the employer reviews the documents and completes Section 2 within three business days of the start date.

Should the offer letter say exempt or non-exempt?

Yes. It tells the employee whether they are paid overtime. Non-exempt employees get 1.5 times their regular rate for hours over 40 in a workweek.

Can an offer letter be withdrawn?

Generally yes in at-will states, but not for a discriminatory reason, and a candidate who relied on the offer may have a claim in some states. List contingencies such as a background check clearly.

Is a signed offer letter a contract?

It can be. Keep the at-will statement, avoid promising a fixed length of employment, and say that the letter does not change at-will status.

Is this offer letter legally binding?

Once the candidate signs it, an offer letter can form part of the employment contract, so check every term before sending it. The generator writes standard wording from the rules named on this page; it is not legal advice, and you should have a lawyer review letters for senior or unusual roles.

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What an offer letter should cover in United States

How to use the generator

Blank templates

For employers

Questions people ask

Book a free automation audit

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