Offer letter for fixed term contract template

USAGE NOTE FOR EMPLOYERS
When to use: Use this letter when offering temporary, fixed-term employment to a selected candidate for a specific project, seasonal surge, or defined leave coverage.
Authorized Sign-off: Must be signed by [OWNER_OR_MANAGER].
Attachments Required: Position job description and standard workplace policy acknowledgement.
Delivery Method: Send electronically via secure email or deliver in person. Obtain verifiable proof of delivery or receipt.
Record Keeping: Retain the signed acceptance letter and job description in the personnel record at [FILE_LOCATION] for [RETENTION_PERIOD].
Important Legal Notice: Fixed-term employment contracts require clear term language to avoid common-law indefinite employment liability. Review applicable employment standards or consult legal counsel before issuance to ensure statutory compliance in [PROVINCE].

[ORGANIZATION_NAME]
[WORK_LOCATION]
[PROVINCE]

Date: [EFFECTIVE_DATE]

To: [EMPLOYEE_NAME]
[WORK_LOCATION]

Delivery Method: Delivered by email and personal delivery
Re: Offer of Fixed-Term Employment — [JOB_TITLE]

Dear [EMPLOYEE_NAME],

1. Recipient & Purpose

[ORGANIZATION_NAME] is pleased to offer you the temporary position of [JOB_TITLE]. This employment offer is for a defined, fixed-term period starting on [START_DATE] and concluding automatically on [END_DATE].

This role is classified under National Occupational Classification code [NOC_CODE]. You will report directly to [REPORTS_TO_TITLE]. The purpose of this fixed-term engagement is to provide operational support during a defined project or coverage period.

2. Key Facts

The specific terms, working conditions, and compensation structure for this position are set out below:

Fixed-Term Employment Terms Summary

2.1 Remuneration and Statutory Entitlements

Your compensation will be [SALARY_RANGE_MIN], payable on a [PAY_FREQUENCY] basis through direct deposit via [PAYROLL_SYSTEM]. All payments are subject to standard statutory deductions. Vacation pay, statutory holiday pay, and public leaves will be administered in strict accordance with the applicable employment standards legislation in [PROVINCE].

2.2 End of Contract and Termination

Your employment ends on [END_DATE]. Whether notice or pay in lieu is owed when a fixed-term contract ends depends on the employment standards of [PROVINCE]. If [ORGANIZATION_NAME] ends this agreement before [END_DATE] without cause, the organization will provide notice, pay in lieu of notice, or statutory termination pay in accordance with governing standards in [PROVINCE]. Have employment counsel in [PROVINCE] draft or review this clause before use.

3. Required Action or Confirmation

To accept this offer of employment, review the terms, sign the acceptance section below, and return the executed letter along with the requested onboarding documentation to [OWNER_OR_MANAGER] within [N_BUSINESS_DAYS] business days of receipt.

If you require workplace or application accommodations due to a disability or human rights ground during onboarding, contact [POLICY_OWNER_TITLE] immediately to initiate the accommodation process.

If this signed letter is not received by [N_BUSINESS_DAYS] business days from the date of issuance, this offer will expire automatically unless an extension is granted in writing by [OWNER_OR_MANAGER].

4. Effective Date

This agreement takes effect on [START_DATE] upon full execution by both parties and concludes on [END_DATE]. There is no reasonable expectation of renewal, contract extension, or transition to permanent employment beyond [END_DATE]. Any extension must be executed in writing as a formal contract amendment signed by [OWNER_OR_MANAGER].

5. Authorization & Contact

This offer is authorized by [ORGANIZATION_NAME]. If you have questions regarding your position duties, onboarding schedule, or payroll setup, contact the designated representative below.

Sincerely,

[OWNER_OR_MANAGER]
[POLICY_OWNER_TITLE], [ORGANIZATION_NAME]
[WORK_LOCATION]

Employee Acceptance and Acknowledgment

I, [EMPLOYEE_NAME], have read, understood, and accept the offer of fixed-term employment for the position of [JOB_TITLE] with [ORGANIZATION_NAME] under the terms outlined in this letter. I acknowledge that my employment will conclude on [END_DATE].

Signature of Candidate

Date

Variant Guidance

Fixed-Term Offer Letter Variants

Pre-Send Checklist

• [ ] Verify that [JOB_TITLE] matches the approved organizational requisition and standard NOC classification.
• [ ] Confirm that [START_DATE] and [END_DATE] are fully accurate and aligned with the operational need.
• [ ] Confirm the hourly rate is at least the minimum wage where the work is done (minimum wage by province).
• [ ] Confirm the overtime eligibility status [OVERTIME_ELIGIBILITY] against applicable statutory definitions.
• [ ] Ensure that accommodation information is clearly available to the recipient.
• [ ] Attach the formal job description and relevant workplace safety procedures.
• [ ] Confirm the acceptance deadline [N_BUSINESS_DAYS] is clearly indicated.
• [ ] Ensure [OWNER_OR_MANAGER] signs the document prior to delivery.

Rules that differ by province

• Nova Scotia, Prince Edward Island and Alberta exempt a fixed term or task of 12 months or less from termination notice. Other provinces set their own conditions or none. Keep the contract within the exemption for your province, or remove the no-notice wording. Have employment counsel in your province review this clause.

What to fill in