You've found the perfect candidate. They've aced the interviews. Now you need to send an offer letter that doesn't accidentally create legal problems. Surprisingly tricky in the UK, where employment law has its own ideas about what constitutes a binding commitment.
Here are three free offer letter templates — conditional, unconditional, and fixed-term — all aligned with UK employment law as of 2026. Copy them, customise them, send them. But please, read the notes on each section. The details matter.
Conditional vs Unconditional: What's the Difference?
A conditional offer says "we want you, subject to [checks passing]." References, right to work verification, DBS checks, health assessments — whatever applies. If conditions aren't met, the offer can be withdrawn.
An unconditional offer says "the job is yours, start on this date." Once accepted, it forms a legally binding contract. Withdrawing it without good cause can lead to claims for breach of contract.
According to ACAS guidance, most employers should use conditional offers first, then issue the formal contract once conditions are satisfied. This protects both parties.
Template 1: Conditional Offer Letter (Permanent)
[Company Letterhead / Logo]
[Date]
Dear [Candidate Name],
Following your recent interviews, I'm pleased to offer you the position of [Job Title] at [Company Name], subject to the conditions outlined below.
Key Terms:
- Role: [Job Title]
- Reporting to: [Manager Name / Title]
- Location: [Office address / Hybrid arrangement]
- Start date: [Proposed date, subject to conditions being met]
- Salary: £[Amount] per annum, paid monthly in arrears
- Hours: [X] hours per week, [days/pattern]
- Holiday: [X] days per annum plus bank holidays (pro-rata if applicable)
- Probationary period: [X] months
- Notice period: [X] weeks/months during probation; [X] weeks/months thereafter
- Pension: Auto-enrolment into [scheme name] with [X]% employer contribution
This offer is conditional upon:
- Satisfactory references from [number] previous employers
- Verification of your right to work in the UK in accordance with the Immigration, Asylum and Nationality Act 2006
- [DBS check at [Basic/Standard/Enhanced] level — if applicable]
- [Occupational health assessment — if applicable]
- [Verification of qualifications/professional registrations — if applicable]
If any condition is not met to our reasonable satisfaction, we reserve the right to withdraw this offer or delay the start date.
A full statement of employment particulars will be provided on or before your first day of employment, in accordance with the Employment Rights Act 1996 (as amended).
Data processing: We will process your personal data for the purposes of employment administration. Our full privacy notice for employees is available at [link/upon request]. This processing is based on the necessity for the performance of a contract (GDPR Article 6(1)(b)) and our legal obligations as an employer (GDPR Article 6(1)(c)).
To accept this offer, please sign and return this letter by [deadline date]. If you have any questions, don't hesitate to contact [HR contact name] at [email/phone].
We're looking forward to welcoming you to the team.
Yours sincerely,
[Name]
[Title]
[Company Name]
Acceptance:
I, [Candidate Name], accept this conditional offer of employment.
Signature: _______________ Date: _______________
Template 2: Unconditional Offer Letter (Permanent)
[Company Letterhead / Logo]
[Date]
Dear [Candidate Name],
I'm delighted to confirm your appointment as [Job Title] at [Company Name]. All pre-employment checks have been satisfactorily completed.
Terms of Employment:
- Start date: [Date]
- Salary: £[Amount] per annum, paid monthly by BACS on [date] of each month
- Hours: [X] hours per week
- Holiday: [X] days per annum plus bank holidays
- Probation: [X] months — during which either party may terminate with [X] weeks' notice
- Notice period (post-probation): [X] months from either party
- Pension: You will be auto-enrolled into [scheme] after [qualifying period]. Employer contributes [X]%, employee [X]%
- Benefits: [List — private health, life insurance, learning budget, etc.]
Your full written statement of employment particulars is enclosed / will be provided on your first day.
First day details:
- Please arrive at [location] by [time]
- Ask for [person] at reception
- Bring: [documents — passport, P45, bank details]
Please confirm your acceptance by signing and returning this letter by [date].
Welcome aboard.
Yours sincerely,
[Name]
[Title]
Template 3: Fixed-Term Contract Offer
[Company Letterhead / Logo]
[Date]
Dear [Candidate Name],
I'm pleased to offer you the position of [Job Title] at [Company Name] on a fixed-term basis.
Key Terms:
- Contract type: Fixed-term
- Start date: [Date]
- End date: [Date] (or completion of [project/reason])
- Salary: £[Amount] per annum (pro-rated for the contract period)
- Hours: [X] hours per week
- Holiday: [X] days pro-rated for the contract period
- Notice period: [X] weeks from either party
- Pension: Auto-enrolment applies. Same terms as permanent employees
Important: Under the Fixed-Term Employees (Prevention of Less Favourable Treatment) Regulations 2002, you are entitled to the same employment rights as permanent employees in a comparable position. If this contract is renewed such that you have been continuously employed for 4 or more years, it will be deemed a permanent contract unless we can objectively justify the fixed-term basis.
Reason for fixed term: [Maternity cover / Project-based / Seasonal / Funding-dependent — be specific]
This offer is conditional upon [same conditions as Template 1, if applicable].
Yours sincerely,
[Name]
[Title]
Key Legal Points to Remember
Written particulars within day one. Since the Employment Rights Act 1996 was amended in April 2020, employers must provide a written statement of employment particulars on or before the first day. Not within two months — day one. This includes: job title, pay, hours, holiday, sick pay, notice periods, and probation terms.
Right to work checks. You must verify every candidate's right to work before their first day. The Home Office guidance specifies acceptable documents. Getting this wrong carries fines up to £60,000 per illegal worker as of 2024.
Pension auto-enrolment. All employees earning over £10,000/year must be auto-enrolled in a qualifying pension scheme. Minimum contributions: 3% employer, 5% employee. Include this in your offer letter — it's not optional.
Probationary periods. Probation isn't a legal concept in UK law — it's contractual. But since the Employment Rights (Amendment) Bill extended unfair dismissal rights, having a clear probation clause with a shorter notice period protects both parties.
Common Mistakes to Avoid
- Verbal offers without follow-up. A verbal "you've got the job" can be legally binding. Always follow up in writing with proper terms.
- Vague salary descriptions. "Competitive salary" in an offer letter is unacceptable. Be specific: amount, currency, pay frequency, payment method.
- Missing pension details. Omitting pension information violates auto-enrolment duties.
- No GDPR clause. You're about to process a lot of personal data. The offer letter should reference your legal basis for processing.
- Forgetting the acceptance deadline. Without a deadline, the offer stays open indefinitely. Give candidates 5-7 working days.
Scaling Offer Letters
If you're sending 5+ offer letters a month, templating in Word documents gets messy fast. Details get missed. Old salary figures persist. Someone forgets to update the pension percentage.
An ATS can generate offer letters automatically from candidate and role data. Yena pulls salary, start date, and role details directly from the pipeline — so your offer letter generates with one click, every field pre-filled and consistent.
But even with automation, always have someone review the letter before sending. One wrong salary digit and you've either lost a candidate or committed to something you didn't intend.