Offer Letter Template
A professional template for issuing job offers to successful candidates in the UK. Covers all essential terms, conditions, and pre-employment requirements to create a clear and legally sound offer of employment.
What to Include
Position Details
Job title, department, reporting line, start date, and work location. Specify whether the role is permanent, fixed-term, or subject to any conditions.
Salary and Benefits
Annual salary, payment frequency, pension auto-enrolment details, and any additional benefits such as private healthcare, company car, or bonus arrangements.
Working Hours
Normal working hours, any flexibility arrangements, and reference to the Working Time Regulations 1998 including the opt-out for the 48-hour weekly maximum.
Holiday Entitlement
Annual leave allowance, whether bank holidays are included or additional, and the leave year dates.
Probation Period
Length of probation, notice period during probation, and what happens at the end of the probation period.
Pre-Employment Conditions
Right to work checks, DBS checks if applicable, reference requirements, medical clearance, and any other conditions that must be met before the start date.
Acceptance Instructions
How to accept the offer, deadline for acceptance, and who to contact with questions.
Key Points
- The offer letter is typically a precursor to the full contract of employment
- Must not contain discriminatory conditions or requirements
- Right to work checks must be completed before the employee starts
- Conditional offers must clearly state what conditions apply
- Written statement of employment particulars must be provided by day one
- Keep a signed copy of the accepted offer on the personnel file
UK Compliance
While the offer letter itself is not specifically regulated, once accepted it forms a binding contract. Since April 2020, employers must provide a written statement of employment particulars on or before the first day of employment, as required by the Employment Rights Act 1996. The offer must comply with the Equality Act 2010 and not impose discriminatory requirements. Right to work checks under the Immigration, Asylum and Nationality Act 2006 must be completed before employment begins.
Practical Tips
- Clearly mark the letter as a conditional or unconditional offer
- Set a reasonable deadline for acceptance, typically 5-10 working days
- Include a covering email or letter congratulating the candidate
- Follow up verbally to answer any questions and reinforce enthusiasm for the hire
- Have the offer reviewed by HR or legal before sending for senior roles
Frequently Asked Questions
Is a verbal job offer legally binding?
Yes, a verbal offer can be legally binding in the UK if the key terms are communicated and accepted. However, it is much harder to prove the terms of a verbal agreement, which is why written offers are strongly recommended.
Can a job offer be withdrawn after acceptance?
Withdrawing an accepted offer is effectively terminating a contract, which could expose the employer to a breach of contract claim. The employee may be entitled to damages, typically limited to their notice period pay. Employers should take legal advice before withdrawing an accepted offer.
What must be included in a written statement of particulars?
From day one, the statement must include the employer's name, employee's name, job title or description, start date, pay details, working hours, holiday entitlement, place of work, probation period, and any collective agreements. Additional details including sick pay, pensions, and notice periods can follow within two months.
Do right to work checks need to be done before the start date?
Yes, right to work checks must be completed before the employee starts working. Failure to do so can result in a civil penalty of up to 45,000 pounds per illegal worker. Employers must check original documents and keep dated copies.
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