Offer letter for casual and on call staff template

USAGE NOTE FOR EMPLOYERS: Use this template when offering casual, relief, or on-call employment. Casual employment means work is offered on an irregular, as-needed basis with no guarantee of minimum hours. Ensure the hourly rate meets or exceeds the statutory minimum wage for [PROVINCE]. If your workplace falls under federal jurisdiction, confirm terms against federal labour standards. The business owner or authorized hiring manager signs this letter. Send by email or deliver by hand. Keep a signed copy in the employee's personnel file.

[ORGANIZATION_NAME]
[WORK_LOCATION]
[PROVINCE]

Date: [EFFECTIVE_DATE]

To:
[EMPLOYEE_NAME]
[WORK_LOCATION]

Delivery Method: Delivered by email and personal delivery

Subject: Offer of Casual and On-Call Employment — [JOB_TITLE]

Dear [EMPLOYEE_NAME],

1. Recipient & Purpose

We are pleased to offer you the position of [JOB_TITLE] with [ORGANIZATION_NAME] (operating legally as [ORGANIZATION_LEGAL_NAME]). We appreciate your skills and experience, and we look forward to welcoming you to our team.

This letter outlines the terms of your casual and on-call employment. In this role, work is offered on an as-needed basis to cover operational peaks, special projects, or staff absences. There is no guarantee of regular, ongoing, or minimum weekly hours of work. You maintain the flexibility to accept or decline individual shift offers, subject to our operational scheduling guidelines.

2. Key Facts

The specific details of your casual employment are set out below:

• Position: [JOB_TITLE], classified under National Occupational Classification code [NOC_CODE].
• Reporting Relationship: You will report directly to [REPORTS_TO_TITLE].
• Primary Work Location: [WORK_LOCATION], [PROVINCE].
• Employment Category: Casual / On-Call.
• Hourly Wage Rate: [SALARY_RANGE_MIN] per hour, paid on a [PAY_FREQUENCY] basis by direct deposit through [PAYROLL_SYSTEM].
• Statutory Entitlements: Vacation pay, statutory holiday pay, and overtime are provided in accordance with the applicable employment standards legislation in [PROVINCE]. Overtime eligibility is designated as [OVERTIME_ELIGIBILITY].
• Shift Scheduling and Availability: Shifts are offered based on operational requirements. Shift notifications are sent via [HRIS_NAME] or phone with as much advance notice as possible.
• Workplace Accommodation: [ORGANIZATION_NAME] is committed to an inclusive and accessible workplace. If you require workplace accommodation due to a medical condition or protected ground, please notify [OWNER_OR_MANAGER] so we can work with you to establish a suitable plan.

3. Required Action or Confirmation

To accept this offer of employment, please complete the following steps before [OFFER_EXPIRY_DATE]:

1. Review this offer letter thoroughly.
2. Sign and date the Employee Acceptance section below.
3. Return the signed letter to [OWNER_OR_MANAGER] along with your completed payroll direct deposit form, federal TD1 form, and provincial TD1 form.
4. Provide proof of valid authorization to work in Canada (such as a Canadian passport, birth or citizenship certificate, permanent resident card, or valid work permit; your SIN is collected separately for payroll) prior to your first shift.

If you have questions or require any adjustments to complete your onboarding, contact [OWNER_OR_MANAGER] directly.

4. Effective Date

Your casual employment will commence on [EFFECTIVE_DATE]. Your initial orientation shift will be confirmed by [REPORTS_TO_TITLE] following receipt of your signed acceptance.

Your employment is subject to a probationary period of [PROBATION_PERIOD], during which we will evaluate your suitability for the role and provide necessary orientation.

5. Authorization & Contact

This offer represents the entire agreement regarding your casual employment and supersedes any prior verbal or written discussions.

Sincerely,

[OWNER_OR_MANAGER]
[POLICY_OWNER_TITLE]
[ORGANIZATION_NAME]
Contact: [WORK_LOCATION]

Employee Acceptance and Acknowledgement

I, [EMPLOYEE_NAME], accept the offer of casual and on-call employment as [JOB_TITLE] with [ORGANIZATION_NAME] under the terms described in this letter. I understand that this position is casual and does not guarantee scheduled hours or ongoing employment.

Employee Signature

Date: _________

Enclosures:

1. Direct Deposit Authorization Form
2. Federal and Provincial TD1 Personal Tax Credits Return Forms
3. Workplace Health and Safety Orientation Guide

Variant Guidance

• Variant 1: Pure Casual (Unscheduled Relief): Use this standard text when shifts are offered solely on an ad hoc basis with no regular schedule and no standby expectations.
• Variant 2: Scheduled On-Call (Standby Roster): If the role requires the employee to remain available for designated call-in windows, add a clause specifying standby compensation and response time requirements consistent with [PROVINCE] employment standards.
• Variant 3: Seasonal Peak Casual: If hiring specifically for a defined high-volume season, include an anticipated end date while retaining casual shift-by-shift flexibility.

Pre-Send Checklist

• [ ] Verified that the hourly wage rate meets or exceeds the statutory minimum wage for [PROVINCE].
• [ ] Confirmed the job title and [NOC_CODE] match the operational position profile.
• [ ] Verified that the overtime eligibility status ([OVERTIME_ELIGIBILITY]) complies with applicable labour standards.
• [ ] Attached standard tax forms (TD1 federal and provincial) and direct deposit forms.
• [ ] Confirmed offer acceptance deadline allows reasonable time for the candidate to review.
• [ ] Retained an unsigned draft copy in the recruitment file.

What to fill in