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Pennsylvania Employment Offer Letter Template

Pennsylvania asks employers to tell new hires, at the time of hiring, when and where they will be paid, their rate of pay, and any fringe benefits, and a well-drafted offer letter handles that neatly. Local rules matter here too: Philadelphia bans salary-history questions, and both Philadelphia and Pittsburgh require paid sick time, so check the work location first.

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Pennsylvania rules to know

  • Tell new hires pay terms at hire

    Employers must notify employees at the time of hiring of the time and place of payment, the rate of pay, and any fringe benefits or wage supplements. An offer letter that spells these out is a practical way to comply.

    Pennsylvania Wage Payment and Collection Law, 43 P.S. Sec. 260.4

  • Final pay by the next regular payday

    When an employee quits or is fired, final wages are generally due by the next regularly scheduled payday. Fringe benefits such as accrued vacation are owed only if your written policy or contract promises them.

    Pennsylvania Wage Payment and Collection Law, 43 P.S. Sec. 260.5

  • Philadelphia bans salary-history questions

    Pennsylvania has no statewide pay transparency or salary-history law, though bills have been proposed. In Philadelphia, employers may not ask about an applicant's wage history or rely on it to set pay unless the applicant volunteers it knowingly.

    Philadelphia Code Sec. 9-1131 (Wage Equity Ordinance)

  • City sick leave rules may apply

    There is no statewide paid sick leave law, but Philadelphia and Pittsburgh require employers to provide paid sick time to covered employees and to give written notice of those rights. Check the work location before finalizing leave terms. Employment is otherwise generally at-will.

    Philadelphia Code Ch. 9-4100; Pittsburgh Paid Sick Days Act (City Code Ch. 626)

Last updated 2026-10-05

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Our Pennsylvania Employment Offer Letter template as a Word document — a general starting point you fill in yourself. Sign in free to download it.

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What a employment offer letter covers

  • Position, duties and reporting line
  • Salary or hourly rate and pay schedule
  • Exempt or non-exempt classification
  • Benefits and paid leave
  • At-will employment statement
  • Contingencies (background check, I-9)
  • Confidentiality and invention assignment

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Frequently asked questions

Does a Pennsylvania offer letter need to describe pay terms?
Pennsylvania employers must notify employees at hiring of the time and place of payment, the rate of pay, and any fringe benefits or wage supplements. An offer letter that spells these out is a practical way to comply and gives both sides a written record of what was promised.
Is accrued vacation paid out when a Pennsylvania employee leaves?
Only if your written policy or contract promises it. Final wages are generally due by the next regularly scheduled payday when an employee quits or is fired, but fringe benefits such as accrued vacation are owed only when promised in writing. Draft your offer letter's PTO language with that in mind.
Do Philadelphia or Pittsburgh rules change my offer letter?
They can. Philadelphia and Pittsburgh require employers to provide paid sick time to covered employees and give written notice of those rights. Philadelphia also bars asking about an applicant's wage history or relying on it to set pay, unless the applicant volunteers it knowingly. Pennsylvania has no comparable statewide law.
Is an offer letter a binding contract?
It can be. Promises about pay, bonuses or job security in an offer letter can be enforced, so wording matters — especially the at-will statement.
What does at-will employment mean?
Either side can end the employment at any time for any lawful reason. Most states default to at-will, but an offer letter that promises a fixed term or termination only for cause can change that.
Does the offer letter need to state the pay range?
A growing number of states and cities require pay ranges in job postings or on request. Check your state's pay-transparency law before you post or extend an offer.

Employment Offer Letter in other states

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