Job offer letter template — 41 copy-paste letters, lines and messages
An offer letter puts the job in writing before the first day: title, start date, schedule, pay, overtime, benefits, conditions, and a deadline to accept. This page has full-time, part-time, seasonal, apprentice, contingent and introductory-period offer letters, a short offer email and text, pay and duties lines for 8 common service jobs, clauses to add, and the messages around the offer, from a counteroffer reply to the day-before first-day text. 41 copy-paste blocks in all, written for cleaning, lawn, trades, pet care, salon and other small service businesses.
Sample letters only, not legal or tax advice. Employment rules (minimum wage, overtime, sick leave, at-will, non-competes) differ by state and city; check your state labor department.
Start date, schedule and expected hours, including whether hours change by season.
Pay: hourly rate or salary, how often and how it’s paid, and overtime for hourly workers.
Benefits you actually offer: paid time off, sick time, holidays, phone, uniform, vehicle, training.
Conditions: background or driving record checks, license, and Form I-9 on the first day.
An at-will statement (where it applies) and a line saying the letter is not a contract for a set time.
A deadline to accept and a signature line.
Offer letter, employment contract, or contractor agreement?
An offer letter tells a new employee the basic terms of the job and asks them to accept. In most of the U.S., employment is at will, so the letter is kept short and avoids promises about how long the job will last.
An employment contract sets a fixed term or special protections (for example, a manager guaranteed one year). Small service businesses rarely need one, and it should be written with a lawyer.
If the person will run their own business, set their own hours, use their own tools and invoice you, you may be hiring an independent contractor instead, and you’d use an independent contractor agreement, not an offer letter. Calling an employee a contractor doesn’t make them one; the IRS and your state look at how the work is actually done.
Rules to check before you send it
Minimum wage and overtime. Your state or city minimum may be higher than the federal one. Most hourly workers get overtime after 40 hours a week; some states also have daily overtime.
Paid sick leave. Many states and cities require it. Write the accrual rate your law requires, not a smaller one.
Pay transparency. Several states require a pay range in job postings and sometimes in offers.
Non-competes. Banned or limited in a growing number of states. A narrow client non-solicit is more common.
First-week paperwork. Form I-9 (employee Section 1 by the first day; you finish Section 2 within 3 business days), a W-4, and reporting the new hire to your state within 20 days (some states require sooner).
Background checks. Get written permission first, and follow the federal Fair Credit Reporting Act steps if you use a screening company. Some states and cities limit when you can ask about criminal history.
This page is general information for small businesses, not legal advice. Your state labor department website has the current rules.
Mistakes to avoid
Promising “permanent” or “guaranteed” work, or a set number of hours you can’t keep in the slow season.
Leaving out overtime for an hourly job, or calling a full-time hourly worker “salaried” to avoid it.
Making the offer only by phone. A written letter avoids “you said $24” misunderstandings later.
Listing benefits you haven’t set up yet. Say “after 90 days” or leave them out until they exist.
No deadline. Open-ended offers leave you unable to move on to your second choice.
Asking someone to start before the offer is signed and the first-day paperwork is ready.
A worked example
A two-person cleaning business is hiring its first employee. The owner interviews three people, calls her first choice on Monday and makes the offer by phone: $22/hour, Monday to Friday, start in two weeks after a driving record check.
That afternoon she emails the short offer email with the full letter attached: job title, start date, schedule, pay every other Friday with overtime after 40 hours, the state’s paid sick time, uniform and van, the driving check, I-9 on the first day, the at-will line, and a Friday deadline.
The candidate asks for $24. The owner replies with the “yes, part of the way” message, $23 with a 90-day review, and sends an updated letter. The candidate signs Wednesday. The owner sends a short note to the other two candidates and, on the Sunday before the start, the first-day text with parking and what to bring.
Offer letter templates to copy
Full-time, part-time, seasonal, apprentice, contingent and introductory-period offer letters, plus a short email and a text version.
Full-time job offer letter (hourly)
The standard letter for a first or next employee. Replace everything in brackets.
[Business name]
[Address] · [Phone] · [Email]
[Date]
Dear [Sam Rivera],
I’m happy to offer you the position of [Lead Cleaning Technician] with [Bright Home Cleaning]. Here are the details:
Start date: [Monday, November 16, 2026]
Schedule: [Monday–Friday, 8:00 am–4:30 pm, about 40 hours per week]
Pay: $[22.00] per hour, paid [every other Friday] by direct deposit. Hours over 40 in a workweek are paid at 1.5 times your hourly rate.
Reports to: [Maria Lopez, Owner]
Where: [Jobs at client homes in the Reno area; start each day at our office, 120 Main St]
Benefits: [5 paid days off after 90 days, plus paid sick time as required by state law; company phone; uniform shirts]
Tools and vehicle: [We provide all supplies and the company van for work travel.]
This offer depends on [a valid driver’s license and a clean driving record check]. On your first day, please bring documents for the federal Form I-9 (proof that you can work in the U.S.).
Employment with [Bright Home Cleaning] is at will, which means either of us can end it at any time, with or without a reason or notice. This letter is not a contract for a set length of time.
Please sign below and return by [Friday, November 6]. If you have questions, call me at [phone].
We’re excited to have you on the team.
[Maria Lopez], Owner
Accepted: ______________________ Date: __________
Part-time offer letter
Spell out the hour range so nobody expects more (or fewer) hours than you have.
Dear [Jamie],
I’m glad to offer you a part-time position as [Lawn Crew Member] with [Green Edge Lawn Care], starting [Monday, March 1, 2027].
Hours: [about 15–25 hours a week, mostly Tuesday–Thursday]. Hours change with the season and weather, and we’ll post the schedule by [Friday] each week.
Pay: $[19.00] per hour, paid weekly on [Friday].
Reports to: [Chris, Crew Lead]
This is an at-will position. Please reply or sign by [date] to accept.
Thanks,
[Name], [Business name]
Accepted: ____________ Date: ______
Seasonal or temporary offer letter
Give an expected end date without promising a guaranteed length.
Dear [Taylor],
We’d like to offer you a seasonal position as [Holiday Light Installer] with [Bright Nights Lighting], from [November 9, 2026] through about [January 15, 2027].
Pay: $[21.00] per hour, plus a $[300] end-of-season bonus if you work through [January 10].
Schedule: [Varies; up to 45 hours in peak weeks. Overtime paid at 1.5x after 40 hours.]
Training: [Paid ladder and safety training on your first day.]
The end date is our best estimate and may change with demand. Employment is at will during the season.
Please accept by [date].
[Name], [Business name]
Apprentice or trainee offer letter
For hiring someone you will train. Name the training and the pay steps.
Dear [Alex],
I’m pleased to offer you a position as [HVAC Apprentice] with [Desert Air Heating & Cooling], starting [date].
Pay: $[18.00] per hour to start, reviewed after [90 days] and again at [6 months]. Raises depend on skills you’ve shown, not just time on the job.
Training: You’ll work alongside [a licensed technician] on every job. [We will pay for one approved certification course in your first year, such as EPA 608.]
Hours: [Monday–Friday, 7:00 am–3:30 pm; some on-call evenings in summer and winter, paid at your regular or overtime rate.]
Requirements: [Valid driver’s license; able to lift 50 lbs.]
This is an at-will position. Please sign and return by [date].
[Name], Owner
Short offer by email
When you already gave the offer by phone and need it in writing the same day.
Subject: Your job offer from [Business name]
Hi [Sam],
Great talking with you today. As promised, here’s the offer in writing:
• Position: [Cleaning Technician]
• Start: [Mon Nov 16], [8:00 am]
• Pay: $[22]/hour, paid every other Friday (overtime after 40 hours)
• Schedule: [Mon–Fri, about 40 hours]
• Contingent on: [driving record check]
The full offer letter is attached. Please sign and send it back by [Fri Nov 6], or reply here with any questions.
Thanks,
[Name]
Offer by text (followed by the letter)
A text is fine to make the offer quickly. Always follow with the written letter.
Hi Sam, this is Maria from Bright Home Cleaning. We’d love to have you join us as a cleaning tech: $22/hr, Mon–Fri about 40 hrs, start Mon Nov 16. I’m emailing the offer letter now with all the details. Let me know if you have any questions!
Contingent offer letter (background or license check)
Say what the offer depends on, and that the check happens with their permission.
Dear [Jordan],
We’re pleased to offer you the position of [Pool Service Technician], starting [date], at $[20.00] per hour.
This offer depends on:
1. A background check, which we’ll run only with your written permission (form attached).
2. A valid driver’s license and a driving record check, because the job requires driving a company truck.
3. Proof that you can work in the U.S. (Form I-9) on your first day.
We expect the checks to take about [3–5] business days. We’ll let you know as soon as they’re done. If anything comes up, we’ll talk with you before making a final decision.
Please sign below to accept by [date].
[Name], [Business name]
Offer letter with an introductory period
If you use a first-90-days check-in, word it so it doesn’t sound like a guarantee.
Dear [Riley],
I’m happy to offer you the position of [Painter] with [Fresh Coat Painting], starting [date], at $[24.00] per hour.
Your first [90 days] are an introductory period. During this time we’ll train you on our prep and finish standards and meet at [30] and [90] days to talk about how it’s going. [Paid time off starts after the introductory period.]
Completing the introductory period doesn’t change the at-will nature of your employment: either of us can still end it at any time.
Please accept by [date].
[Name], Owner
Pay and duties lines by role
Paste the matching block into the letter above in place of the position, pay and schedule lines.
House cleaner
Tips are the employee’s; say so in writing.
Position: Cleaning Technician
Duties: Residential cleaning at client homes using our checklist and supplies; working in a team of 2.
Pay: $[20–24]/hour, plus [100]% of client tips.
Travel: Paid drive time between jobs; company car or mileage reimbursement for your own car at [our posted rate].
Lawn and landscape crew member
Weather days are the first question lawn crews ask.
Position: Lawn Crew Member
Duties: Mowing, edging, blowing, bed cleanups and loading equipment.
Pay: $[18–21]/hour. Rain days: [we’ll text by 6:30 am if the day is canceled].
Season: [March–November], with possible snow and leaf work.
Electrical or plumbing helper
Keep helpers within what your state’s license rules allow.
Position: [Electrical] Helper
Duties: Assisting licensed [electricians] on residential jobs: material runs, pulling wire, cleanup, basic tasks under supervision.
Pay: $[19–23]/hour.
Note: You will not perform work that requires a license unless properly registered and supervised as required by state rules.
Office and scheduling assistant
Office roles are often the first part-time hire.
Position: Office and Scheduling Assistant (part-time)
Duties: Answering calls and texts, booking jobs, sending reminders and invoices, keeping our client list up to date.
Pay: $[19]/hour, [20–25] hours per week, [Monday–Friday, 9:00 am–2:00 pm].
Dog walker or pet sitter
Per-visit pay must still meet minimum wage for the hours worked.
Position: Dog Walker
Duties: Walks and drop-in visits on scheduled routes; updates and photos for clients through our app.
Pay: $[17–20]/hour or $[__] per walk, whichever is higher [check your state’s minimum wage rules for per-visit pay].
Keys: You’ll be trusted with client keys and codes; our key policy is attached.
Painter’s helper
A clear 90-day review keeps good helpers.
Position: Painter’s Helper
Duties: Prep (masking, sanding, caulking, patching), cleanup, and painting under the lead painter.
Pay: $[18–21]/hour, reviewed at 90 days.
Tools: We supply all tools and safety equipment. Please bring work boots.
Hair stylist (hourly plus commission)
Commission pay still has to meet minimum wage for each hour.
Position: Hair Stylist
Pay: $[16]/hour plus [10]% commission on retail sales and [__]% on service sales above $[__] per week. You will always earn at least the hourly rate for every hour worked.
Schedule: [Tuesday–Saturday]; booking managed by the salon.
Driver or delivery helper
Your insurer decides which driving records qualify.
Position: Delivery Driver
Duties: Delivering and setting up [equipment rentals]; loading and unloading.
Pay: $[20]/hour.
Requirements: Valid driver’s license, a driving record that meets our insurance company’s rules, able to lift [60] lbs.
Offer letter clauses and wording
Lines to add when they apply. Keep the letter short: add only what you mean and can deliver.
At-will statement
Use in at-will states (all except Montana after a probation period). Not legal advice.
Employment with [Business name] is at will. Either you or [Business name] may end the employment at any time, with or without cause or notice. Nothing in this letter is a promise of employment for any set length of time.
Overtime line (hourly employees)
Most hourly employees must be paid overtime under federal law. Some states have daily overtime too.
Hours worked over 40 in a workweek are paid at 1.5 times your regular rate[, and as otherwise required by state law]. All overtime must be approved in advance by [your crew lead].
Paid time off and sick time
Many states and cities require paid sick leave. Check yours before writing the numbers.
You’ll earn paid sick time as required by [state/city] law [at 1 hour for every 30 hours worked]. You’ll also receive [5] days of paid vacation per year, available after [90] days, plus [the 6 company holidays listed in the handbook].
Tools, uniform and vehicle
Say who supplies what.
[Business name] supplies all equipment, cleaning products and uniform shirts. If you use your own vehicle for work travel between jobs, we reimburse mileage at [our posted rate per mile], submitted weekly.
Client confidentiality and keys
Important for any job inside clients’ homes.
You will have access to client homes, keys, alarm codes and personal information. You agree to keep this private, use it only for work, and return all keys and codes when you leave the company.
Pay transparency / pay range line
Some states require pay ranges in postings and offers. Even where not required, it builds trust.
The pay range for this position is $[20–25] per hour. Your starting rate is $[22] based on [your 3 years of residential cleaning experience].
Deadline to accept
Give a real date. A week is common.
This offer is open until [5:00 pm on Friday, November 6, 2026]. If we haven’t heard from you by then, we’ll assume you’ve decided not to accept.
First-day paperwork
Federal rules: Form I-9 Section 1 by the first day; the employer finishes Section 2 within 3 business days.
On your first day, please bring documents that show your identity and that you can work in the U.S. for Form I-9 (the list of acceptable documents is attached). You’ll also complete a W-4 for tax withholding and [state] new-hire forms.
Non-solicit instead of a non-compete
Non-competes are banned or limited in a growing number of states, including California. A narrow client non-solicit is more common for small service businesses; check your state.
While you work for us and for [6] months after, you agree not to offer the same services directly to clients you served through [Business name]. [Have this reviewed for your state.]
Messages around the offer
Following up, replying to a counteroffer, confirming a yes, closing out other candidates, and the first-day text.
Follow-up when the candidate hasn’t replied
A day or two before the deadline.
Hi Sam, just checking in on the offer letter I sent Monday. Happy to answer any questions about the schedule or pay. The offer is open through Friday at 5 pm. Thanks!
Candidate accepted — confirmation
Repeat the start details.
That’s great news, Sam, welcome to the team! You start Monday Nov 16 at 8:00 am at 120 Main St. Bring your driver’s license and I-9 documents (list attached). Wear comfortable shoes; we’ll have your shirts ready. See you then!
Candidate asks for more pay — yes
When you can meet them part of the way, put the new number in writing.
Thanks for being upfront, Sam. We can start you at $23/hour instead of $22, with a review at 90 days. I’ve attached an updated offer letter with the new rate. Please sign by Friday if that works for you.
Candidate asks for more pay — no
Hold the rate politely and give the reason.
Thanks for asking, Sam. I can’t go above $22/hour to start; that’s where everyone on the team starts with your experience. What I can do is review your rate at 60 days instead of 90. If that works, I’ll update the letter today.
Candidate declined — reply
Keep the door open.
Thanks for letting me know, Jamie. I’m sorry it didn’t work out this time, and I wish you the best. If things change, please reach out; we hire again every spring.
To candidates who didn’t get the job
Short and kind. Don’t list reasons.
Hi Taylor, thank you for interviewing with Bright Home Cleaning. We’ve offered the position to another candidate. I really appreciated your time, and I’ll keep your application on file for our next opening.
Day-before first-day text
The best onboarding message is the one that answers “where do I go?”
Hi Sam, looking forward to tomorrow! Park in the back lot at 120 Main St and come in the side door at 8:00. First morning is paperwork and training, then you’ll ride along with Ana on two homes. Lunch is on us. Text me if anything comes up.
Hourly, salaried, exempt: getting the pay line right
Most first hires in a service business are hourly, non-exempt employees. They must be paid at least the federal, state and local minimum wage, and overtime (1.5× the regular rate) for hours over 40 in a workweek. Some states, such as California, also require daily overtime. Say “hourly, non-exempt” in the offer so there is no doubt.
“Salaried” does not mean “no overtime.” To treat someone as exempt from overtime, the job generally has to pass a duties test (real management, professional or administrative work) and pay at least the minimum salary. The federal minimum is $684 a week ($35,568 a year) after a 2024 increase was struck down in court, and several states (California, New York, Washington, Colorado and others) set a higher threshold. A crew lead who mostly does the same work as the crew usually is not exempt.
Commission and bonuses need their own line. Write how the commission is calculated, when it’s paid and what happens to it if they leave. Discretionary bonuses should say “discretionary” so they aren’t read as promised pay.
This is general information, not legal advice. Check your state labor department’s website before you send an offer, especially for salaried roles.
More offer letters and offer messages
For promotions, rehires, converting a contractor, salaried roles and the moments around an offer.
Offer to convert a 1099 contractor to an employee
When a regular helper becomes part of the team.
Dear [Maria],
You’ve been helping us as an independent contractor since [March], and we’d like you to join the team as an employee.
Position: [Lead cleaner], hourly, non-exempt
Pay: $[22] per hour, overtime at 1.5× over 40 hours a week
Start as an employee: [Monday, Jan 4, 2027]
What changes: we will withhold taxes and pay employer payroll taxes; you’ll get [paid sick time, a company phone and paid drive time between jobs]. We’ll provide supplies and the schedule.
What ends: your contractor invoices. Your last invoice covers work through [Dec 31, 2026].
Please sign and return by [Dec 18]. Welcome aboard, officially.
[Your name], Owner
Salaried (exempt) manager offer letter
Only if the role really passes the exempt duties and salary tests.
Dear [Chris],
We’re pleased to offer you the position of [Operations Manager] at [Business name].
Salary: $[58,000] per year, paid [every two weeks]. This is a salaried, exempt position.
Duties: managing the schedules and work of [6] field employees, hiring and training, handling client escalations and approving payroll hours.
Hours: generally Mon–Fri, with some evening or weekend coverage during busy seasons.
Benefits: [10] days paid time off, [paid holidays], [health stipend of $X/month].
Start date: [Monday, Jan 11, 2027]
Employment is at will. Please reply by [date] to accept.
[Your name]
Promotion letter with a raise
Put the new title, pay and start date in writing.
Dear [Ben],
Congratulations! Starting [Monday, Jan 4, 2027], your title will be [Crew Lead] and your pay will increase from $[20] to $[23.50] per hour.
New responsibilities: [leading a 2-person crew, the end-of-day job checklist, and training new hires on their first two weeks].
Everything else about your employment stays the same. Thank you for the work that earned this.
[Your name]
Rehire offer for a former employee
Welcome back, with any changes spelled out.
Hi [Ana], we’d love to have you back! Here’s the offer: [Cleaner], hourly at $[21] (up from $[19] when you left), [Tue–Fri], starting [Jan 5, 2027]. Your old keys and client list won’t carry over, but [two of your former clients] have asked for you. You’ll need to fill out new [I-9 and W-4] forms on day one. Want me to send the formal letter?
Offer letter with a signing or retention bonus
Say when it’s paid and any payback condition plainly.
Signing bonus: $[500], paid in two parts: $[250] with your first paycheck and $[250] after [90] days of employment. Payback conditions must follow your state’s wage rules; some states limit or forbid deducting bonus repayment from wages, so check before adding one.
Verbal offer phone script (before the letter)
Call first, then send the letter the same day.
“Hi [Jordan], it’s [name] from [Business name]. I’m calling with good news: we’d like to offer you the [part-time dog walker] job. It’s $[18] an hour, about [20] hours a week, [weekday middays], starting [Nov 16]. I’ll email the offer letter within the hour with all the details. Do you have any questions I can answer now?”
Reference check request
Ask before the offer, or make the offer contingent on it.
Hi [name], [Jordan Lee] has applied for a [house cleaner] job with us and listed you as a reference. Would you have five minutes this week for a quick call? I’d ask about reliability, how they work with clients, and whether you’d hire them again. Thank you!
Start date change message
When either side needs to move the first day.
Hi [Jordan], a quick change: could we move your start date from [Mon, Nov 16] to [Wed, Nov 18]? [Our new van isn’t ready until Tuesday.] Everything else in your offer stays the same. Sorry for the shuffle, and let me know if that works.
Withdrawing an offer (before the start date)
Rare; keep it short, factual and respectful. Talk to an attorney first if the reason touches a protected category.
Dear [Jordan],
I’m sorry to tell you that we have to withdraw our offer for the [seasonal helper] position dated [Nov 2]. [The commercial contract this role was for was cancelled by the client.] This is not about you or your qualifications, and I would be glad to give you a reference.
I’m sorry for the disappointment.
[Your name]
Common questions
Is an offer letter legally binding? It records what you offered and what the employee accepted, so treat every number in it as a promise. With an at-will statement it usually doesn’t guarantee the job for any length of time. Not legal advice.
Can I make a job offer by text? Yes, as a quick first step, but follow it with a written letter so the pay, schedule and conditions are clear.
Should I include a probation period? You can call the first 90 days an introductory or training period, but say that it doesn’t change at-will employment. In Montana, a probation period affects the rules for ending employment, so check local guidance there.
Can I withdraw an offer? Usually yes in at-will states, but do it quickly, kindly and in writing, and don’t withdraw for an illegal reason (such as pregnancy, disability or religion). If the person already quit another job because of your offer, talk to an employment lawyer first.
Do I need an offer letter for a 1099 contractor? No; use a contractor agreement instead.
How long should the letter be? One page is plenty for most small business jobs. Put detailed policies in a short handbook instead.
How to use this template
Copy the offer letter that fits the job, swap in the pay and duties lines for the role, and add only the clauses you need. Send the short email or text the same day you make the offer by phone, with the letter attached.
When they say yes, send the confirmation and the first-day text. When you’ve filled the job, send a short note to the other candidates.
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