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 employment is subject to an initial probationary period of [PROBATION_PERIOD] from your start date. This period provides an opportunity for you and [ORGANIZATION_NAME] to assess mutual fit and performance. All statutory entitlements, including minimum standards for wages, hours of work, leaves, and notice, meet or exceed the requirements of the applicable employment standards authority.

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]

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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.

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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

What to fill in