6DuckLearn Skills

offer letter template

Draft a professional offer letter template for a selected candidate with a call-to-action to discuss details, in Gemini in Docs.

collaboration Tags: curated, google-workspace, hr, recruiting, hiring

Attribution: Prepared by 6DuckLearn. Inspired by Google Workspace with Gemini Prompting Guide 101 (2025).

When to use this

You're a hiring manager or HR manager who needs to extend a formal job offer to a selected candidate — and you want a professional, warm letter that covers the essentials and invites a follow-up call rather than dumping every detail into the letter itself.

What you'll get

A complete offer letter template with: a congratulatory opening, the role and team details, a brief reference to compensation and benefits (to be confirmed on the call), a clear call-to-action to schedule a conversation, and a professional close.

Prompt template

Use this in Gemini in Docs:

I am writing to a job candidate who has just completed our interview process successfully. Create an offer letter template for [candidate name] for the position of [job title] on the [team name] team, reporting to [manager name/title]. The letter should: congratulate them warmly, confirm the role title and team, note that compensation, benefits, and start date will be discussed on a call, include a clear next step asking them to schedule a [20 / 30]-minute call by [deadline date], and close professionally. Tone: [warm and professional / formal / enthusiastic].

Fill in the variables:

  • [candidate name] — the selected candidate's full name
  • [job title] — exact role title as it will appear in their contract
  • [team name] — team or department
  • [manager name/title] — their direct manager
  • [20 / 30]-minute call — your preference for the follow-up call length
  • [deadline date] — e.g. "by Friday 11 April" — creates urgency without pressure
  • [tone] — match your company culture

Customisation tips

  • Add a contingency note: "Include a line that the offer is contingent on reference checks and right-to-work verification"
  • Specify an expiry: "The offer expires if not accepted within 5 business days"
  • Request a verbal vs written version: "Also draft a short verbal script I can use when calling the candidate first"
  • Localise for jurisdiction: "This is a UK employment offer — use appropriate terminology (employment contract, notice period)"

Iteration suggestions

After Gemini drafts the offer letter:

  1. Handle unsuccessful candidates → use rejection-letter-empathetic for everyone else in the final round
  2. Track the hire → add this to your hiring metrics using hiring-metrics-sheets

Related skills in this workflow

Step Skill What it does
1 recruiting-process-improvement Brainstorm process improvements
2 job-description-writer Write the job description
3 interview-screening-questions Generate screening questions
4 → You are here offer-letter-template Draft the offer letter
5 rejection-letter-empathetic Write rejection letters
6 hiring-metrics-sheets Build and analyse hiring metrics

Related skills

  • hiring metrics sheets — Build hiring metrics formulas in Gemini in Sheets and analyse hire data by department and month — a two-step Sheets workflow.
  • interview screening questions — Generate 20 open-ended interview screening questions from an uploaded job description file using the Gemini app.
  • job description writer — Write a compelling, tailored job description for a specific role and team in Gemini in Docs.
  • recruiting process improvement — Generate a strategic list of improvements to the recruiting process and candidate identification methods in Gemini in Docs.
  • rejection letter empathetic — Write an empathetic, respectful rejection letter for unsuccessful job candidates in Gemini in Docs.
  • gemini hr recruiting hiring — Write job descriptions, generate interview questions, draft offer and rejection letters, and manage the recruiting pipeline with Gemini