# Offer letter draft prompt: free ChatGPT template > Draft an offer letter from terms you've approved, with no added legal clauses or promises, plus a list of every term used and what's still missing. Source: https://learn.ynteractive.com/content/prompts/offer-letter-draft-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when you've decided to make an offer and have the terms approved: title, pay, start date, schedule, who they report to, and any conditions. The prompt turns those terms into a clear, warm first draft and then lists every term it used, so you can check each one, plus anything a normal offer would need that you didn't give it. An offer letter is a document people rely on. AI tools like to add things that sound official, such as "guaranteed," a probation period or legal clauses. This prompt forbids that, and the draft still goes to HR or an attorney before anyone signs. **Have a professional review it.** This prompt helps you draft, not decide. AI can get the law wrong and doesn’t know your jurisdiction or your facts, so have a licensed attorney review anything legal before you send or sign it. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are drafting an offer letter for [BUSINESS]. You draft; you don't give legal advice. Context: We're offering [CANDIDATE AND ROLE]. The approved terms are: [OFFER TERMS]. Use only these terms. Don't add clauses, policies, guarantees, probation periods, legal statements or benefits that aren't listed, and don't describe the job as permanent or guaranteed. If something an offer normally covers is missing, write TO CONFIRM in its place instead of filling it in. Task: Write the offer letter. Then make a table of every term in the letter and where it came from in my terms, and a short list of items for HR or an attorney to confirm. Format: A warm opening line, the terms in short labeled lines (title, start date, pay, schedule, reports to, conditions), how to accept and by when, and a signature for [SIGN OFF]. Under 250 words for the letter. ``` ## Fill in the blanks **`[BUSINESS]`** Your business's legal or trade name, as it should appear on the letter. **`[CANDIDATE AND ROLE]`** The person's full name and the job title. **`[OFFER TERMS]`** Everything approved: pay and how it's paid, start date, schedule, full or part time, reports to, conditions (such as references), benefits as your plan documents describe them, and the deadline to accept. **`[SIGN OFF]`** The name and title of the person signing. ## Example, filled in **A made-up example** from the free lesson [Build an AI SOP Writer with a Custom GPT](https://learn.ynteractive.com/content/ai-sop-writer-custom-gpt-operations). Ridgeline Supply Co. is the made-up warehouse and distribution business in the operations SOP lesson. It is promoting an outside candidate, Sam Ortiz, into a receiving shift lead job. Copy example ```text Role: You are drafting an offer letter for Ridgeline Supply Co. You draft; you don't give legal advice. Context: We're offering Sam Ortiz the role of receiving shift lead. The approved terms are: $24 an hour, paid every two weeks; full time, Monday to Friday, 6 a.m. to 2:30 p.m.; start date Monday, November 2; reports to the warehouse manager; offer depends on two reference checks; accept by replying to this email by Friday, October 23. Use only these terms. Don't add clauses, policies, guarantees, probation periods, legal statements or benefits that aren't listed, and don't describe the job as permanent or guaranteed. If something an offer normally covers is missing, write TO CONFIRM in its place instead of filling it in. Task: Write the offer letter. Then make a table of every term in the letter and where it came from in my terms, and a short list of items for HR or an attorney to confirm. Format: A warm opening line, the terms in short labeled lines (title, start date, pay, schedule, reports to, conditions), how to accept and by when, and a signature for Dana Kim, warehouse manager. Under 250 words for the letter. ``` ## What a good answer looks like - Every number and date exactly as approved: $24 an hour, every two weeks, 6 a.m. to 2:30 p.m., November 2. - The reference-check condition stated plainly, not softened or dropped. - TO CONFIRM where a term is missing, such as benefits or overtime, instead of a made-up line. - A source table you can tick through in a minute, and a short list of open items for HR. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Check every promise against your approved terms, line by line, using the table. Anything without a source gets deleted. - Search the letter for "guarantee," "permanent," "probation," "at-will" and "policy." If you didn't supply the words, they shouldn't be there. - Resolve every TO CONFIRM with HR before sending; never send a letter that still says it. - Have HR or an employment attorney review the final letter, then save the signed copy where your policy says. ## Why this prompt works The source table is a [self-check](https://learn.ynteractive.com/content/glossary/self-verification) like the promise check in the reply lessons: each term in the letter next to the approved term it came from. "TO CONFIRM" is the offer-letter version of "Not stated," so a gap shows up instead of a guess. ## Practice it in the free lesson **[Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails)**: Turn a messy customer email thread into a clear, friendly reply: give ChatGPT the thread and your facts, check every promise, fix the tone, and send it from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-reply-faster) Also useful: [Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format) ## Terms used here [Self-check prompt](https://learn.ynteractive.com/content/glossary/self-verification) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Candidate follow-up after interview prompt](https://learn.ynteractive.com/content/prompts/candidate-follow-up-after-interview-prompt): Write the email a candidate gets after an interview: thanks, where things stand, the next step and when they'll hear back, with… - [New hire onboarding checklist prompt](https://learn.ynteractive.com/content/prompts/new-hire-onboarding-checklist-prompt): Build an onboarding checklist from before day one to day 30: every task with an owner and due date, gaps marked Not stated, and… - [Reference check questions prompt](https://learn.ynteractive.com/content/prompts/reference-check-questions-prompt): A reference call script aimed at the gaps the interview left: role confirmation, an example per must-have, probes for weak… - [Check reply promises prompt](https://learn.ynteractive.com/content/prompts/check-reply-promises-prompt): A ChatGPT prompt that checks a draft before you send it: a table of every promise, the fact behind each, and safer wording for… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)