Employment offer letter
A jurisdiction-aware full-time employment offer letter. Fillable, exportable as PDF or DOCX, free.
Re: Offer of Employment —
Dear ,
On behalf of (the "Company"), I am pleased to offer you the position of , reporting to . Your employment is expected to begin on , subject to the terms of this letter.
Your primary work location will be . You will be expected to perform the duties customarily associated with this role and any other duties reasonably assigned to you by the Company from time to time.
You will be paid an annual salary of , less applicable statutory deductions, paid on a basis. Your salary will be reviewed periodically in accordance with the Company's compensation review practices.
You will be entitled to days of paid vacation per year, accrued in accordance with applicable employment standards and the Company's vacation policy.
You will be eligible to participate in the Company's benefits programs, subject to the terms of the applicable plans: Eligibility, contribution levels, and plan terms may change from time to time.
Your employment will be subject to a probationary period of months. During this period, either party may terminate the employment relationship in accordance with applicable employment standards legislation.
As a condition of employment, you will be required to sign the Company's standard Confidentiality, Intellectual Property, and Non-Solicitation Agreement before your start date.
Either party may terminate this employment by providing the minimum written notice required under the Ontario Employment Standards Act, 2000, or pay in lieu thereof. Nothing in this letter limits any rights you may have at common law to reasonable notice of termination, except as expressly agreed in a separate written employment agreement.
This offer is conditional on (a) satisfactory verification of your eligibility to work in the jurisdiction of employment, (b) satisfactory completion of any background or reference checks the Company elects to perform, and (c) execution of the Company's standard onboarding documentation.
Please indicate your acceptance of this offer by signing below and returning a signed copy to the Company by . This letter, together with the Confidentiality Agreement and any plan documents referenced above, sets out the entire understanding between you and the Company regarding your employment, and supersedes any prior representations or agreements.
We look forward to welcoming you to the team.
Sincerely,
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Acceptance
I accept the offer set out in this letter on the terms and conditions described above. I confirm that I have had a full opportunity to review this letter and to seek independent legal advice before signing.
Made with WalnutsHR Paper · Reviewed for Ontario · April 2026
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Suggestion
Empty benefits summary. Consider listing health, dental, retirement matching, or other benefits — vague offer letters are a common source of post-hire disputes.
Suggestion
No offer expiry date. Without one, the offer can sit open indefinitely. 5–7 business days is typical.
About this template
An employment offer letter is the first formal document a new hire receives. It sets the tone for the relationship, establishes the legal terms of employment, and — done well — protects both parties from misunderstandings later. Use this template as a starting point; the language adjusts automatically to match the jurisdiction you select.
When to use it
- You've extended a verbal offer and need to put it in writing before the candidate's start date.
- You're hiring a permanent, full-time employee in Canada or the United States.
- You want a jurisdiction-aware template that matches the employment standards of the province or state where the employee will work.
What to include
- Position title, reporting manager, and start date.
- Compensation: salary, pay frequency, and any signing bonus or equity.
- Vacation, benefits, and any retirement-savings program (RRSP / 401(k)).
- Probationary or introductory period language.
- Reference to a separate confidentiality / IP / non-solicitation agreement that the candidate must sign.
- Termination language that meets the minimum standards of the relevant jurisdiction without inadvertently waiving the employee's common-law rights (Canada) or making the relationship anything other than at-will (US).
- Conditions of the offer (work eligibility, background check, signed onboarding paperwork).
- Acceptance instructions and an offer expiry date.
Frequently asked questions
Is an emailed PDF offer letter legally binding in Canada?
Yes, in every Canadian province and territory, an offer letter signed and accepted by email or as a PDF attachment is binding under provincial electronic-commerce statutes (e.g., Ontario's ECA, BC's ETA, Quebec's Act to establish a legal framework for information technology). Best practice is to capture the candidate's typed or drawn signature and the date of acceptance — both are supported by Paper's e-signature flow.
Should I include a probation period in a Canadian offer letter?
You can, but be aware that under provincial employment standards an employee on probation is still entitled to minimum notice once they cross the statutory threshold (typically three months of continuous service). A probation clause does not eliminate that entitlement — it can only describe an internal performance review window. In Quebec the rules are stricter still under the CNESST.
Can the same offer letter be used for Quebec hires?
Quebec adds two important wrinkles. First, Bill 96 (the modernization of the Charter of the French Language) requires that employment documents be drafted in French unless the employee has expressly requested an English version — Paper's Quebec variant includes that acknowledgement. Second, Quebec employment relationships of two years or more attract a "good and sufficient cause" standard for termination that does not exist elsewhere in Canada. Have a Quebec-qualified lawyer review any offer for a Quebec hire.
How does the at-will language change for a US hire?
For US jurisdictions, the template swaps the Canadian common-law notice paragraph for an at-will employment statement. At-will language must be unambiguous: it should not promise a definite term, list "causes" for termination in a way that suggests a for-cause-only relationship, or reference a progressive-discipline policy in the offer letter itself.
Can I save this and brand it with my company logo?
Saving to your account and uploading a custom logo, primary color, and signature font are coming with WalnutsHR Paper. The free version exports a clean, neutral PDF / DOCX. Sign up for a WalnutsHR account to save, brand, sign, and send the document for signature.
Legal disclaimer. This template is a starting point. Employment law varies materially by jurisdiction and by individual circumstance, and Canadian common-law reasonable notice is a high-stakes area. Before sending an offer letter, have your final language reviewed by an employment lawyer in the relevant jurisdiction. WalnutsHR is not a law firm and this template is not legal advice.
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