Offer letters, lay-off notices and every other HR letter
Pick a kind of letter, choose the person, and it writes itself from their record. Change any word, then download it as a PDF on your letterhead or email it. Offers can be accepted or declined online.
Free to use. No card needed.
Oak & Form Studio
12 Marina Road, Lagos
hr@oakform.example
Tunde Bakare
Dear Tunde,
Offer of employment
We are pleased to offer you the position of Product designer in our Design team.
- • Start date: 2 November 2026
- • Gross pay: ₦250,000.00 a month
- • Probation: 3 months
Illustration with sample data.
How it works
- 1
Choose a letter and a person
Start from an offer, a confirmation, a promotion, a warning, a termination or a lay-off notice, or one of your own.
- 2
Fill in the boxes
Their name, job, pay and dates come from their record. Add what is specific, like the last working day or the severance amount, and watch the letter update.
- 3
Send it
Download the PDF or email it with the PDF attached. For an offer, the email carries a button to accept or decline.
What you get
- Eleven letters to start from
- Offer of employment, confirmation, promotion, salary review, warning, query, contract renewal, resignation accepted, termination, lay-off (redundancy) notice and an experience letter.
- Your wording, not ours
- Edit any template, reset it to the original, or write your own. Click a value to put it in the text. Anything you invent becomes a box to fill in.
- Optional parts that disappear
- A severance line only appears when you enter an amount, and a benefits section only when you list some. No half-empty sentences.
- A proper letterhead
- Your logo and details, a reference number and date, headings and bullets, a signature block with your signer’s name and title, and page numbers.
- Accept an offer online
- The recipient opens a page, reads the letter, and accepts or declines by typing their name. You are told, and the answer is kept on the letter. The PDF also has a box for signing by hand.
- A record of every letter
- Each employee has their letters on their page, with who it went to and when. Withdraw a sent offer and its link stops working.
- From accepted offer to employee
- When an offer is accepted, add them as an employee in a click, with their name, job, start date and pay filled in.
Common questions
Are the letters legally ready to use?
They are sensible starting points, not legal advice. Notice periods, severance and disciplinary steps depend on the contract and the law, so have a lawyer check anything important before you send it.
Does accepting online count as a signature?
The recipient’s typed name and the time are recorded on the letter. Whether that is enough for your contract depends on the contract and the law. The PDF also has a box to sign by hand if you prefer.
Does recording a lay-off remove someone from payroll?
Writing the letter does not. Record their departure on their employee page with their last day, and payroll then stops after that date and pays them only for the days worked.
Can I send letters to someone who is not an employee yet?
Yes. An offer can be written for anyone by typing their name and email. If they accept, you can add them as an employee from the letter.
Related features
Run your business from one place.
Create a free account, tell us what you do, and switch on the tools you need. Your first invoice can be ready in about a minute.