At a glance
- Purpose
- Confirms the offer and its key terms; often attaches the full employment agreement
- Conditions
- Reference, background or credential checks, with the candidate's consent
- Deadline
- Give a clear date to accept
- Right to work
- Confirm the candidate is legally entitled to work in Canada
- Ontario
- Employers with 25+ employees must give certain job information in writing before the first day
- Language requirement
- Describe how each language is used and the level needed. In Quebec, a non-French language requirement must be justified by the duties.
- Language
- In Quebec, offers and contracts must be available in French
Template
Replace the highlighted text in brackets. Delete optional clauses you don't need.
1. Header
[Date]
[Candidate full name]
[Candidate city, province]
Dear [Candidate first name],
2. The offer
We're pleased to offer you the position of [job title] at [Employer legal name], operating as [business name], reporting to [manager name and title]. Your start date will be [start date].
3. Key terms
- Pay: $[amount] a [year / hour], paid [bi-weekly] on [pay day]
- Languages: [French and English], used for [tasks] at a [professional] level
- Hours: about [number] hours a week, usually [days and hours]
- Work location: [location / hybrid / remote in province]
- Vacation: [number] weeks a year
- Benefits: [summary], starting [date or waiting period]
- Probation: the first [3] months
4. Conditions
This offer is conditional on [satisfactory references / a criminal record check / confirmation of your credentials], which we'll do only with your written consent, and on your being legally entitled to work in Canada.
5. Employment agreement
Your employment will be governed by the attached Employment Agreement, which forms part of this offer. Please read it carefully; you're welcome to get independent legal advice before signing.
6. Accepting
To accept, please sign and return this letter and the Employment Agreement by [deadline]. If we don't hear from you by then, this offer will expire.
7. Closing
We're excited to have you join the team. If you have any questions, contact [name] at [email or phone].
Sincerely,
[Name], [Title], [Employer legal name]
I accept this offer on the terms above.
Signature: __________ — Date: __________
Adapting the template
Without a full agreement
If you don't use a separate employment agreement, add probation, confidentiality and termination clauses to the letter, and have them reviewed.
Relocation or signing bonus
Say whether a bonus must be repaid if the employee leaves within a set time, and how.
Internal candidates
For a promotion, list only the terms that change and confirm the rest stay the same.
What employers miss
Promises in the letter count
Anything promised in the offer letter, such as a bonus or a review date, can become a contractual term. Keep it accurate.
Get it signed before day one
If the employee starts before signing, new terms in the agreement may not be enforceable without extra consideration.
Background checks need consent
Get written consent before checking references, criminal records or credit, and only check what's relevant to the job.
Justify languages other than French in Quebec
Under Quebec's Charter of the French language, you can only require knowledge of a language other than French if the duties really need it, after assessing the job's actual language needs and the language skills already in your team. Say why in the job posting and keep a record of your assessment.
Official sources
Check the employment standards for the province or territory where the employee works:
- Ontario — Your guide to the Employment Standards Act
- Quebec — Working conditions (CNESST)
- British Columbia — Employment standards
- Alberta — Employment standards
- Saskatchewan — Employment standards
- Manitoba — Employment standards
- Nova Scotia — Employment rights
- Federally regulated employers — Federal labour standards (Canada Labour Code)
Questions
Can I withdraw an accepted offer?
Withdrawing an accepted offer can expose you to damages, especially if the candidate resigned from another job. Only do it for a valid reason, such as a failed condition.
Should the offer letter include salary?
Yes. In British Columbia, Prince Edward Island and Ontario, the job posting must also show pay, so the offer should match.
Is an email offer enough?
An email can form a contract, but a signed letter with the full agreement attached is much clearer.
This template is general information based on Canadian employment law, last checked on October 5, 2026. Laws differ by province and change over time, and courts look closely at termination clauses. Have an employment lawyer review your contract before you use it.
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