Job offer letters: what to look for before you accept

An offer letter should tell you the job title, whether the offer is conditional, the terms, the start date and any probation period, how to accept or decline, and who to contact. Acas gives that list to employers. As soon as you accept an offer, you have a contract with the employer, according to GOV.UK, even if nothing was signed.

What the letter should say

Acas advises employers to put the offer in writing “to avoid misunderstandings later on”. Check the letter for:

• the job title and the place or places of work
• pay, including the grade, band or spine point where one applies, and whether it is full-time or pro rata
• hours, holiday and any probation period
• the start date
• whether the offer is conditional, and which conditions apply
• how and by when to reply

If the letter leaves something out, ask for it before you accept. The terms you will get on or before day one are covered in written statement of employment particulars.

Conditional or unconditional

A conditional offer depends on checks such as references, criminal record, health, qualifications or proof of right to work. Acas says conditions should be consistent and fair. If a condition is not met, the employer can withdraw the offer. If all the conditions are met and the employer withdraws anyway, that could be a breach of contract.

An unconditional offer has no conditions, and acceptance can start the contract. Acas says an employer should not withdraw one without ending the contract fairly, which means giving notice and following its terms. See Conditional job offers and pre-employment checks for what the conditions usually are.

Public sector offers are often phrased as “subject to satisfactory checks”. Look for the moment the employer says all checks are complete, because that is when the offer turns unconditional. Ask for that confirmation in writing.

Verbal offers

A phone call can be an offer. Acas says a verbal offer is legally the same as a written one, but its details are harder to prove. If you get one, ask for written confirmation of the job, location, start date, key terms such as pay, hours and holiday, and any conditions. If the written version differs from what you were told, raise it with the employer as soon as possible.

When your contract starts

GOV.UK says that an employment contract does not have to be written down, and that as soon as someone accepts a job offer they have a contract with their employer. If the offer is conditional, the contract is subject to the conditions. Acas says that if an employer withdraws a conditional offer when the conditions were met, or withdraws an unconditional one, you might be able to make a claim, and Acas suggests raising it with the employer first, then the Acas helpline.

The obligation runs both ways. Acas notes that if you withdraw when you should not have, such as after accepting an unconditional offer, the employer might be able to claim. If you are still weighing the offer, read how to turn down a public sector job offer before you accept.

Negotiating before you accept

The time to ask about pay, hours or start date is before you accept in writing. Public sector employers often work to fixed pay scales, so there may be little room to move. Negotiating a starting salary explains where flexibility usually exists.

If something goes wrong

Ask the employer in writing why an offer was withdrawn. Acas says an employer does not have to give a reason, but giving a valid one is good practice, and you can set out your concerns and the outcome you want. Withdrawing an offer because of a protected characteristic, such as pregnancy or disability, could break discrimination law. For individual advice, contact the Acas helpline, a union or Citizens Advice.

What to check

Before you accept, read the letter once for the terms and once for the conditions. Note any condition you are unsure about. Keep the letter and every email about start dates, and do not resign from your current job until the offer is unconditional or you have decided to accept the risk.