Job Offer Letter Template
An at-will employment offer letter that puts the position, pay and conditions in writing. Enter the annual salary and the number of pay periods once — the amount per paycheck is calculated, and the candidate's name and dates fill every place they appear.
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A general template, not legal advice — review it before you use it. Draftmill is not a law firm.
Summit Line Builders LLC
1820 E. Sprague Avenue, Suite 4, Spokane, WA 99202
(509) 555-0147 · careers@summitline.example.com
October 10, 2026
Jordan Ellis
5207 N. Maple Street, Spokane, WA 99205
Re: Offer of employment
Dear Jordan:
On behalf of Summit Line Builders LLC (the “Company”), I am pleased to offer you the position of Project Manager on the terms set out in this letter. We were impressed by your experience and believe you will be a great addition to our team.
Position and start date. You will work in the Residential Remodeling department, reporting to Michael Reyes, Managing Member, at our Spokane office and client job sites in the Spokane area. Your first day of work will be November 2, 2026. This is a full-time position, classified as exempt under the Fair Labor Standards Act and applicable state wage-and-hour law.
Compensation. Your starting salary will be $88,000.00 per year, paid biweekly under the Company's regular payroll schedule — $3,384.62 per pay period over 26 pay periods a year — less applicable taxes and withholdings.
Sign-on bonus. You will also receive a one-time sign-on bonus of $3,000.00, less applicable taxes and withholdings, paid with your first regular paycheck.
Benefits. You will be eligible to take part in the Company's employee benefit plans, subject to the terms and eligibility requirements of each plan. The plans currently include group medical and dental insurance, with the Company paying 80% of the employee premium; a 401(k) retirement plan with a Company match of up to 4% of salary; and a monthly vehicle allowance for job site travel. The Company may change or end its benefit plans at any time.
Paid time off. You will receive 15 days of paid time off per year, accrued and used under the Company's paid time off policy, plus the Company's paid holidays. Paid sick leave is provided as required by state and local law.
At-will employment. Your employment with the Company is at will. This means that either you or the Company may end the employment relationship at any time, with or without cause or advance notice, to the extent permitted by the law of the state where you work. This letter is not a contract of employment for any specific period. The at-will nature of your employment can be changed only by a written agreement signed by you and an authorized officer of the Company.
Conditions of this offer. This offer is contingent on:
satisfactory completion of a background check, conducted only with your separate written authorization and in accordance with the Fair Credit Reporting Act and applicable state and local law;
your completing Section 1 of Form I-9 no later than your first day of work and, within three business days after your first day of work, presenting acceptable documents that establish your identity and authorization to work in the United States, as federal law requires; and
your signing the Company's Confidentiality and Invention Assignment Agreement, a copy of which is enclosed.
Confidential information. Please do not bring to the Company, or use in your work, any confidential information or property belonging to a former employer or any other third party.
This letter, together with the Confidentiality and Invention Assignment Agreement, sets out the complete terms of our offer and replaces any earlier discussions about it.
To accept this offer, please sign and date this letter below and return it to me by October 17, 2026. If we have not received your signed acceptance by then, the offer will expire.
We look forward to welcoming you to the team.
Sincerely,
______________________________
Michael Reyes
Managing Member, Summit Line Builders LLC
Acceptance of offer
I accept this offer of employment on the terms set out above. I understand that my employment is at will and that this letter is not a contract of employment for any specific period.
______________________________
Jordan Ellis
Date: ____________________
What it's for
An offer letter confirms the key terms of a job offer in writing — the position, start date, pay, benefits and the conditions the offer depends on — and gives the candidate a clear document to accept. A good one prevents misunderstandings about pay and overtime classification without promising more than the employer intends, such as a guaranteed period of employment.
US employment is governed by both federal and state law. Federal law sets the overtime rules (Fair Labor Standards Act, 29 U.S.C. § 201 et seq.), the employment eligibility check on Form I-9 (8 U.S.C. § 1324a) and the written consent required before an employer obtains a background check from a consumer reporting agency (Fair Credit Reporting Act, 15 U.S.C. § 1681b). At-will employment, pay frequency, paid sick leave, higher salary thresholds and limits on background checks are matters of state and local law — check your state's requirements.
The template is pre-written for a full-time salaried project manager at a small construction company, with a sign-on bonus, paid time off and the standard contingencies. Change the position, pay and benefits for any full-time hire.
What it should include
- position title, department, manager and work location
- start date and full-time or part-time status
- exempt or non-exempt classification
- salary, pay frequency and any bonus
- benefits and paid time off
- an at-will employment statement
- conditions of the offer: background check, Form I-9, confidentiality agreement
- a deadline to accept and signature lines for both sides
How it works
Add the template
In one click — it lands in your account with a sample project, so you see the finished document right away.
Enter your data
Type each detail once in the project and it fills in everywhere it appears in the document. Formulas compute the amounts.
Export PDF or Word
Download the finished document as a PDF to sign or a DOCX to keep editing. For the next client, just change the data.
Frequently asked questions
Is an offer letter a legally binding contract?
Usually not a contract for any fixed period, as long as it says employment is at will and avoids promises of job security. In most states, stating the salary as an annual amount does not by itself create a one-year contract. Specific promises in the letter — the salary, a sign-on bonus, the start date — can still be enforced, and wage laws apply regardless. Phrases such as “permanent position” or “guaranteed for a year” can turn a letter into a contract, so leave them out.
Is employment at will in every state?
Every state except Montana presumes employment is at will. Under Montana's Wrongful Discharge from Employment Act, an employer needs good cause to discharge an employee who has completed the probationary period. Even in at-will states, an employer may not fire someone for an illegal reason, such as discrimination or retaliation, and many states also protect employees discharged in violation of public policy or of promises made in a handbook. A union or individual employment contract can limit at-will employment as well.
What should an offer letter for an exempt employee include?
State that the position is exempt and that the salary is a fixed amount paid every pay period. For the executive, administrative and professional exemptions, the Fair Labor Standards Act requires both a salary of at least $684 per week — the federal level in effect in 2026, after a court set aside a 2024 increase — and job duties that meet the exemption's test. Several states, including California, Colorado, New York and Washington, set higher salary thresholds, so check the current figure where the employee works. A job title alone never makes a position exempt.
This template is a general starting point. Draftmill is not a law firm and does not provide legal advice; using a template creates no attorney–client relationship, and we do not guarantee that it is correct or suitable for your situation. Laws differ from state to state — adapt it to your situation, and have important contracts reviewed by an attorney licensed in your state. Terms of Service
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