Offer letter template

USAGE NOTE FOR EMPLOYERS
When to use: Use this letter when making a formal, written offer of employment to a selected candidate following a structured interview and selection process.
Who signs: The business owner, primary executive, or designated hiring authority ([OWNER_OR_MANAGER]).
What to attach: Job description aligned with the National Occupational Classification, company handbook or summary of employment policies, and benefits overview summary.
Delivery method: Deliver via secure electronic signature platform or by tracked email with a countersigned copy returned.
Pre-issuance review: For any non-standard compensation terms, customized restrictive covenants, or complex remote work arrangements, have the draft reviewed by qualified Canadian employment counsel or an HR professional before sending.
Record-keeping: Retain the countersigned offer letter, candidate consent forms, and related recruitment notes in the employee's confidential personnel file for the duration of employment plus [RETENTION_PERIOD].

[ORGANIZATION_NAME]
[WORK_LOCATION]

Date: [EFFECTIVE_DATE]

To:
[EMPLOYEE_NAME]
[EMPLOYEE_ADDRESS]

Delivery Method: Delivered by secure email and electronic signature
Subject: Offer of Employment — [JOB_TITLE]

Dear [EMPLOYEE_NAME],

1. Recipient & Purpose

1.1 Offer Statement

We are pleased to offer you the position of [JOB_TITLE] with [ORGANIZATION_LEGAL_NAME] (operating as [ORGANIZATION_NAME]). We were impressed by your background, skills, and values during our selection process, and we believe you will make a meaningful contribution to our team.

1.2 Purpose and Scope

This letter sets out the core terms, conditions, and expectations of your employment with [ORGANIZATION_NAME]. It reflects our commitment to fair, transparent, and accessible employment practices.

2. Key Facts

2.1 Summary of Employment Terms

The specific operational and financial terms governing your employment are summarized in the table below.

Key Employment Terms

2.2 Duties and Reporting

In this role, you will report directly to the [REPORTS_TO_TITLE]. Your key responsibilities are outlined in the attached job description. From time to time, you may be asked to perform additional duties that align reasonably with your role and operational requirements.

2.3 Compensation and Benefits

Your initial rate of pay will be [CAD_AMOUNT], payable in accordance with our standard payroll schedule ([PAY_FREQUENCY]) by direct deposit, subject to statutory deductions. You will become eligible to participate in [BENEFIT_PLAN_NAME] following the completion of [WAITING_PERIOD], subject to the terms and conditions established by the benefit plan carrier.

2.4 Probationary Period and Employment Standards

Your first [PROBATION_PERIOD] of employment is an introductory period. It gives you and [ORGANIZATION_NAME] a chance to see whether the job is a good fit. Your rights under employment standards, human rights and health and safety law apply from your first day. Your wages, hours of work, leaves and notice are governed by the employment standards law of [PROVINCE]. Where this letter gives you less than that law requires, the law applies.

2.5 Workplace Accommodation and Accessibility

[ORGANIZATION_NAME] is committed to an inclusive and barrier-free workplace. If you require any accommodation at any stage during your onboarding or throughout your employment, please contact [OWNER_OR_MANAGER]. All requests are treated confidentially and handled in accordance with human rights legislation and our workplace accommodation policy.

3. Required Action or Confirmation

3.1 Conditions of Offer

This offer is conditional upon the successful completion of standard pre-employment requirements, including:

1. Verification of legal authorization to work in Canada;
2. Receipt of satisfactory professional reference checks; and
3. Return of a signed copy of this letter and the attached policy acknowledgement forms.

3.2 Acceptance Steps

To accept this offer, please complete the following steps within [N_BUSINESS_DAYS] business days of receiving this letter:

1. Review this offer letter, the attached job description, and workplace policies thoroughly;
2. If you require any clarification or adjustments, contact [OWNER_OR_MANAGER];
3. Sign and date the acceptance section below; and
4. Return the countersigned document electronically to [FILE_LOCATION].

4. Effective Date

4.1 Commencement and Expiry

Your first day of employment (the effective start date) will be [EFFECTIVE_DATE]. This formal offer remains open for acceptance until [OFFER_EXPIRY_DATE] at 5:00 PM local time. If we have not received your signed acceptance by that date, this offer will expire automatically unless an extension is confirmed in writing by [OWNER_OR_MANAGER].

5. Authorization & Contact

5.1 Organizational Authorization

Sincerely,

[ORGANIZATION_LEGAL_NAME]

\

Signature of Authorized Representative
Name: [OWNER_OR_MANAGER]
Title: [POLICY_OWNER_TITLE]
Phone: [CONTACT_PHONE]
Email: [CONTACT_EMAIL]

5.2 Candidate Acceptance and Acknowledgement

I, [EMPLOYEE_NAME], confirm that I have read, understand, and accept the terms and conditions of employment set out in this offer letter and the accompanying documents. I confirm that I am legally authorized to work in Canada.

\

Signature of Candidate

Candidate Name: [EMPLOYEE_NAME]
Date: [EFFECTIVE_DATE]

6. Variant Guidance

Offer Letter Configuration Variants

7. Pre-Send Checklist

Pre-Send Administrative Checklist

Rules that differ by province

• Written terms. In Ontario, employers with 25 or more employees must give new hires these basic terms in writing before the first day of work, or as soon as possible after: the employer's legal and operating names and contact information, the general work location, the starting pay, the pay period and pay day, and the general hours of work. Add rows for "Pay period and pay day" and "Usual hours of work" to the Key Facts table so one letter covers all of them. Newfoundland and Labrador's official booklet also says each employee must receive a statement of basic terms (hours, rate, vacation, and the end date of a fixed-term job). Quebec job postings must be written in French (pay in job postings by province).
• Confirm the hourly rate is at least the minimum wage where the work is done (minimum wage by province).

What to fill in