Job Offer Letter Template NZ: What to Include

A New Zealand job offer letter template should set out the role, pay, proposed start date and any conditions, while making clear whether the letter is an offer or part of the employment agreement. You can use the blank letter below, but remember that a letter may itself become a binding agreement; it does not replace the need for a compliant written employment agreement.

What a New Zealand job offer letter does

A job offer letter records the employer’s proposal and gives the prospective employee a clear summary of the main terms. It is useful for confirming practical details before the person accepts, such as the job title, who they report to, where they will work and when the employer expects them to start.

In New Zealand, employers must provide employees with a written employment agreement. A separate offer letter can sit alongside that agreement, but the two documents should agree. If the offer letter contains definite terms and the employee accepts them, it may form part of the employment contract even if it is called a “letter” rather than an “agreement”. Avoid relying on a label to determine the document’s legal effect.

A straightforward approach is to make the offer letter a concise summary, state that the attached employment agreement contains the full terms, and ask the employee to review and sign that agreement before starting. If you intend the offer letter itself to be the agreement, it needs to contain the required employment terms and be drafted accordingly.

Employment agreement requirements in New Zealand

The offer letter is not a substitute for the employer’s responsibilities under New Zealand employment law. The written employment agreement should identify the parties, describe the work, state where the employee will work, set out the agreed hours or explain how they will be worked out, and specify how the employee will be paid. It must also contain required information about resolving employment relationship problems. A fixed-term agreement needs to state the genuine reason for the fixed term and how the employment will end.

The employer must give the employee a copy of the proposed agreement and a reasonable opportunity to get independent advice before signing. The employee must receive a copy of the signed agreement, and the employer must keep a copy. An offer letter can point to the agreement, but it should not obscure these steps or suggest that the employee has no time to consider the terms.

Employment law and minimum entitlements can change. Check current official guidance when preparing documents, particularly if the role involves a trial period, a fixed term, variable hours or a proposed deduction. If a particular situation requires legal advice, ask a qualified professional.

What to include in the offer

Make the offer specific enough that both sides understand what is being proposed. Include the following details where they apply:

• Employer and employee: The employer’s legal name and the prospective employee’s full name.
• Role and duties: Job title, a concise description of the work, reporting line and usual work location. Refer to a fuller position description if one is provided.
• Start date: The proposed first day, and whether it depends on a condition being met.
• Pay: The salary or hourly rate, pay frequency and any clearly defined allowances or incentive arrangements. State whether a figure is gross, before deductions.
• Hours: The agreed hours or expected work pattern, including any relevant roster arrangements. The employment agreement should set out the required hours information.
• Leave and benefits: Mention applicable leave and any additional benefits, while making clear that statutory minimum entitlements are not replaced by a summary.
• Conditions and documents: List genuine outstanding requirements and identify the employment agreement or other document the employee must review.
• Acceptance: Explain how and by what date to accept, and provide contact details for questions.

Do not promise a benefit in the letter that the agreement describes differently. For example, if an offer says “flexible hours” but the agreement sets fixed hours, explain how the arrangements fit together or correct the wording before sending the offer.

Conditions, start dates and right to work

Some offers are conditional. Common examples include satisfactory reference checks, confirmation of qualifications relevant to the role, or the person having the legal right to work in New Zealand. Only include conditions that are relevant, explain what evidence or process is required, and say whether the offer is withdrawn if a condition is not met. Avoid vague wording such as “subject to anything the employer considers necessary” because it gives the candidate little practical information.

Employers need to check that a prospective employee is allowed to work in New Zealand and that any applicable work conditions permit the proposed job. The offer can say that employment is conditional on satisfactory verification, but the employer should handle personal information carefully and request only information relevant to the check.

If the start date depends on a condition, distinguish the proposed date from a confirmed date. For instance, “The proposed start date is 3 March, subject to completion of the stated checks” is clearer than presenting that date as unconditional. Tell the candidate promptly if checks will delay the start.

How to prepare and issue the letter

1. Confirm the terms first. Agree internally on the role, pay, hours, location, start date and any conditions before putting them in writing.
2. Check consistency. Compare the offer with the employment agreement, position description and any relevant workplace policies. Correct differences rather than expecting the employee to infer which document takes priority.
3. Send the proposed agreement as well. Give the candidate the opportunity to read it and seek advice. Allow a reasonable period for consideration and questions.
4. Record acceptance. Ask the candidate to accept in writing and complete the agreement before work begins. Keep the signed documents and provide the employee with a copy.
5. Confirm any outstanding steps. Complete relevant checks and confirm the final start date, first-day arrangements and who the new employee should contact.

A rushed offer can create avoidable misunderstandings. If pay is negotiable, for example, do not describe a proposed figure as final until it has been agreed. If the candidate asks for a change, issue a revised letter or agreement so that the final terms are easy to identify.

Job offer letter template

Common mistakes and misunderstandings

• Treating an offer as “not binding” by default: Clear, accepted promises can have contractual significance. State what is proposed and how the agreement relates to the letter.
• Leaving pay or hours unclear: Phrases such as “competitive pay” or “hours as required” are not useful substitutes for agreed terms. Put the actual arrangement in the employment documents.
• Using a fixed term without explaining it: A fixed-term role should have a genuine reason and the agreement should explain how and when the employment ends. Do not use a short end date merely as a substitute for a properly considered employment arrangement.
• Assuming a probation period removes employee rights: Probationary arrangements and trial periods are not interchangeable, and specific legal requirements apply. Do not insert a clause without checking that it is appropriate and correctly documented.
• Confusing an employee with a contractor: Calling someone a contractor in an offer does not by itself determine their status. The actual working relationship matters. Use documents that reflect the arrangement rather than changing labels to avoid employment obligations.
• Sending inconsistent versions: If terms change during negotiation, identify the final version clearly and make sure both parties retain the same signed documents.

Frequently Asked Questions

Is a job offer letter legally binding in New Zealand?
It can be, depending on its wording and whether the offer is accepted. A letter that sets out definite terms may form a contract or part of one. State how it relates to the written employment agreement and ensure the documents are consistent.

Can an offer letter replace an employment agreement?
It can only do so if it also functions as a written employment agreement and includes the required terms. In practice, many employers issue a short offer letter with a separate, complete agreement.

Does the candidate have to sign immediately?
No. The employer must give the proposed agreement and a reasonable opportunity to seek independent advice. The letter should set a reasonable response date and invite questions rather than pressuring the candidate to sign on the spot.

Should the offer state the salary before or after tax?
State the agreed gross pay and make clear how it is calculated and when it is paid. Take-home pay depends on individual circumstances and deductions, so it should not be presented as a guaranteed amount.

Can I make the offer conditional on a reference check?
A relevant reference check can be stated as a condition, provided the condition is clear and handled consistently. Explain what remains outstanding and when the candidate can expect confirmation.

Final checks before sending

Before issuing an offer, check names, dates, pay, hours, location and conditions against the employment agreement. Make sure the candidate receives the proposed agreement, has a reasonable chance to consider it, and knows who to contact. Keep the final accepted documents together and confirm any practical details before the first day. A clear letter is helpful, but careful, consistent employment documents are what prevent many avoidable disputes.

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