When to use an hourly offer letter
An hourly job offer letter template is the right tool when the hire is paid by the hour rather than a set salary. Cashiers, warehouse associates, front-desk staff, technicians and seasonal crews all fit. A written offer confirms what was said in the interview and gives the candidate something clear to accept. If you need a refresher on the basics, start with what an offer letter is. For a quick text or email before the formal letter, use these short job offer messages.
Required details to include
Hourly offers live or die on specifics. Leave nothing for the candidate to guess.
- Job title, location and the manager they report to
- Hourly rate and pay frequency
- Expected hours per week and typical shifts
- Employment type: full-time, part-time, seasonal or temporary
- Start date, start time and where to report on day one
- Overtime and scheduling terms, as approved for your business
- Benefits eligibility, if any
- Any conditions the offer depends on
- Acceptance deadline and how to accept
Copy-and-paste templates
Each version below uses [bracketed] placeholders. Replace every bracket before sending. Do not add pay figures or legal terms that your team and counsel have not approved.
Standard hourly offer letter
[Date] Dear [Candidate Name], [Company Name] is pleased to offer you the position of [Job Title] at our [Location Name] location. You will report to [Manager Name], [Manager Title]. Pay: [Hourly Rate] per hour, paid [Pay Frequency]. Hours: approximately [Hours per Week] hours per week. Typical shifts are [Shift Days and Times]. Employment type: [Full-Time / Part-Time]. Start date: [Start Date] at [Start Time]. Please report to [Report Location] and ask for [Contact Name]. Overtime and scheduling: [Overtime and Scheduling Terms Approved by Your Team]. Benefits: [Benefits Summary or "Not applicable"]. [Employment Terms Statement Approved by Counsel] This offer is contingent on [Contingencies, e.g., completion of required pre-employment steps]. Please accept by [Acceptance Deadline] by [Acceptance Method]. We look forward to having you on the team. [Your Name] [Your Title] [Company Name]
Use for regular full-time or part-time hourly roles.
Part-time job offer letter example
[Date] Dear [Candidate Name], Thank you for interviewing with [Company Name]. We would like to offer you a part-time position as [Job Title] at [Location Name]. Pay: [Hourly Rate] per hour, paid [Pay Frequency]. Schedule: up to [Maximum Hours] hours per week. Your availability on file is [Availability Summary]. Shifts are posted [Schedule Posting Method and Timing]. Start date: [Start Date]. Supervisor: [Manager Name]. [Employment Terms Statement Approved by Counsel] This offer is contingent on [Contingencies]. To accept, please [Acceptance Method] by [Acceptance Deadline]. Questions? Contact [Contact Name] at [Contact Email or Phone]. Sincerely, [Your Name] [Company Name]
Keep the schedule language tied to the availability the candidate gave you.
Seasonal or temporary hourly offer
[Date] Dear [Candidate Name], [Company Name] is offering you a [Seasonal / Temporary] position as [Job Title] at [Location Name]. Assignment period: [Start Date] through [Expected End Date]. Pay: [Hourly Rate] per hour, paid [Pay Frequency]. Hours: [Expected Hours and Shift Pattern]. Report to: [Manager Name] at [Report Location]. [Statement on End of Assignment Approved by Counsel] [Employment Terms Statement Approved by Counsel] This offer is contingent on [Contingencies]. Please accept by [Acceptance Deadline] via [Acceptance Method]. Thank you, [Your Name] [Company Name]
Multi-location offer letter for hourly workers
[Date] Dear [Candidate Name], Welcome to [Company Name]. We are offering you the role of [Job Title], based at [Primary Location Name and Address]. Pay: [Hourly Rate] per hour, paid [Pay Frequency]. Hours: [Hours per Week], scheduled in the [Location Time Zone] time zone. Other locations: [Statement on Whether Shifts at Other Locations May Be Offered]. Local manager: [Manager Name], [Manager Phone or Email]. Location-specific terms: [Insert Terms Approved for This Location]. [Employment Terms Statement Approved for This Location by Counsel] This offer is contingent on [Contingencies]. Please accept by [Acceptance Deadline] via [Acceptance Method]. [Your Name] [Company Name]
Keep a separate approved version per location instead of editing one file each time.
At-will and contingency language
Employment-terms and contingency wording varies by business and by place. That is why the templates use a placeholder instead of ready-made legal text. Write the statement once with counsel, then reuse the approved version. For contingencies, list each one plainly so the candidate knows exactly what has to happen before day one.
Customizing for multiple locations
- Keep one approved letter per location or region, not one master file edited by hand.
- Name the local manager and the exact report-to address.
- State the time zone for shift times.
- Match brand details to the office. In ATS Mako, per-office styling applies distinct colors, fonts, logos and timezone to apply pages and the candidate offer portal.
- Store your approved versions in a shared template library so managers stop rewriting offers.
Delivering and tracking acceptance
- 1 Confirm verbally first Call or message the candidate so the letter is not a surprise.
- 2 Send the written offer ATS Mako generates branded offer letters as PDFs, benefits included, and sends candidates to a public offer portal under your name.
- 3 Collect the e-signature Candidates review, accept and e-sign from any device. No app download and no account needed.
- 4 Keep the record Every accepted offer is stored in one place, dated and tied to the candidate. See how to send offers for online acceptance and e-signature.
What to avoid
- Vague hours like "flexible" with no range
- Promises about raises, promotions or permanent status you have not approved
- Leftover brackets or another candidate's name
- Legal terms copied from the internet without review
- Open-ended offers with no acceptance deadline
Send branded hourly offers and get them signed today
Generate offer PDFs under your brand, send them to a candidate offer portal and capture e-signatures in one place. Start a free trial or book a demo.