How to sign an offer letter online
An offer letter is a short document that puts a job offer in writing: the role, the pay, the start date and the conditions. Candidates expect to sign it from their phone, often the same day. E-signing an offer letter is generally valid; the one form in the hiring stack with its own e-signature rules is Form I-9. Here's what to include and how to send it.
Updated October 13, 2026 · 3 min read
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What an offer letter should cover
- The job: title, who they report to, full-time or part-time, and where they'll work.
- The pay: salary or hourly rate, how often they're paid, and any bonus or commission terms.
- The start date and work schedule.
- Benefits, in summary, with a pointer to the full plan documents.
- Conditions: background check, references, proof of work authorization, or a signed NDA.
- Employment terms, such as an at-will statement where that applies, and a note that the letter isn't a guarantee of employment for a set period if that's your intent.
- A deadline to accept, and a signature and date line for the candidate.
Have an employment lawyer review your offer letter template once. Then reuse it.
Is an e-signed offer letter valid?
Generally, yes. Under the federal ESIGN Act and state UETA laws, a contract or signature can't be denied legal effect just because it's electronic. Offer letters aren't in any of the excluded categories.
Form I-9 has its own rules
The employment eligibility form isn't an ordinary document. USCIS allows electronic signatures on Form I-9 only through a system that meets the standards in 8 CFR 274a.2, including a record of who signed and a printed confirmation on request. SignMaster isn't built as an I-9 system, so use an I-9 provider that meets those rules, or complete the form on paper.
Send an offer letter with SignMaster
Each send is an envelope: SignMaster's word for one or more documents going to one or more signers.
- 1
Start from your template
Save your offer letter as a template with fields for the candidate's name, title, pay and start date. For each offer, fill those in and you're ready.
- 2
Add the signers
Add the candidate by name and email. If a manager or owner countersigns, add them too, and set the order so the candidate signs first.
- 3
Set the acceptance deadline
In Message & settings, set a sign-by date to match the offer's deadline, and add a short personal note. Reminders nudge the candidate as the date gets close.
- 4
Protect the details
An offer letter shows pay. Require an access code, either one you share or a one-time code sent to the candidate's email, before they can open it.
- 5
Everyone gets the signed offer
When everyone has signed, each signer gets the signed PDF by email, with a certificate of completion showing when the candidate viewed, consented and signed.
Add the candidate's NDA or other onboarding documents in the same envelope, and they sign everything in one sitting. Hiring a seasonal crew? On paid plans, bulk send puts one offer template in front of a whole spreadsheet of hires.
Questions? Answers.
Is an offer letter signed electronically legally binding?
Generally, yes. The ESIGN Act and state UETA laws give electronic signatures legal effect for most contracts, including offer letters. Whether the letter creates any binding promises depends on its wording.
Can I send Form I-9 with the offer letter?
Keep it separate. USCIS allows e-signed I-9s only through a system that meets 8 CFR 274a.2. Use a compliant I-9 provider or the paper form.
Can a candidate decline an offer through the signing link?
Yes. A signer can decline instead of signing and give an optional reason, and you're notified.
Can the candidate sign on their phone?
Yes. The link opens in their phone's browser. There's no account to create and nothing to install.
Sources
- 15 U.S.C. § 7001, ESIGN Act general rule and consumer consent (govinfo) · govinfo.gov
- Uniform Electronic Transactions Act (1999), final text (Uniform Law Commission) · uniformlaws.org
- USCIS, Handbook for Employers M-274, 10.1 Form I-9 and storage systems · uscis.gov
- 8 CFR § 274a.2, verification of identity and employment authorization (eCFR) · ecfr.gov