Note that an offer letter must be approved by the Dean’s Office before it is sent; contact IVY MASON for information.

Dear ________:

It is a pleasure to inform you that the Department of ______ has recommended your appointment at the rank of Assistant Professor, effective ______.  This recommendation has been forwarded with your credentials to the Dean of the College of Arts and Sciences, who has authorized me to inform you of the terms of the offer.

The proposed annual salary is $______ ($_____ per month) on a ____-month basis (____% time).  This salary includes any expected salary increases that might occur during the first year of your employment.  You will be eligible for salary increases in subsequent years.

The initial appointment of an Assistant Professor is for a period of three years.  Renewal for a second three-year term will be considered by the department and College during Spring Quarter of the second year.  A mandatory review for tenure and promotion must be conducted in the sixth year of appointment (although it may be recommended earlier).

As a new faculty member, you are encouraged to participate in the Faculty Fellows program, a one-week orientation program held in September to familiarize new faculty with the University and assist them in improving their teaching skills.  The program relies almost entirely on senior faculty members with distinguished records as educators to work with new faculty members on effective teaching methods and techniques for balancing the demands of successful teaching and research.  While focusing on instructional techniques and responsibilities, the program also fosters collegiality across disciplinary boundaries.  Information on the program can be found at

Under the Junior Faculty Development Program, one award is given to each Assistant Professor by the College of Arts and Sciences, in partnership with its departments and schools.  The goal is to assist junior faculty in their professional development by providing them with time and opportunity to enhance their scholarly and teaching careers.  The award consists of one faculty development quarter (one quarter with no assigned teaching responsibilities) and one month of summer salary or the equivalent in research support.  During the faculty development quarter the faculty member is not on formal leave and is expected to remain in residence to fulfill all other faculty duties (as is the case for any faculty member receiving an exemption from the Instructional Responsibility Policy).  The award must be used prior to the awarding of tenure.

[Add this paragraph if applicable]  This offer includes a relocation incentive payment in the amount of $______.  Acceptance of this offer confirms your understanding that the full amount of the relocation incentive payment must be repaid to the University, if within one year of the date of your appointment you voluntarily terminate University employment, or if you engage in behavior that makes termination of employment necessary.  In addition, acceptance of this offer may have tax consequences for you, and necessary payroll deductions will be taken from the relocation incentive payment.  If you have questions about the tax implications of the relocation incentive payment, you may wish to consult a tax professional for advice.  You will receive this payment as a separate check along with your first paycheck.

[Add this paragraph if applicable] When you commence your appointment, $1,500 will be made available by the College to provide you with a computer workstation. Please contact the ______ for assistance purchasing your workstation.

The University provides extensive retirement, health insurance, and other benefits to all employees.  For more information, please see

The general function and responsibilities of the position include ________.  [This section should address teaching, research and service expectations.]

If you accept our offer, you should examine the sections of the University Handbook that pertain to the responsibilities and expectations of all faculty.  Particular attention should be paid to the rules of appointment and reappointment contained in Chapter 24 of the Handbook.  See

Before your appointment recommendation can be acted upon formally, we must receive your written concurrence with the proposed terms of appointment as specified above. Please provide this as soon as possible, but in any case no later than _____. Once you have obtained access to University computing systems you will be expected to complete some information in Workday, such as Affirmative Action data and W-4 withholding. If you need assistance with Workday, contact the Integrated Service Center (ISC),

[Add this paragraph if applicable]  Your employment in this position is conditioned on the University obtaining a satisfactory criminal conviction background check for you.  “A-Check America” is the consumer reporting agency vendor that conducts background checks for the University, and soon you will receive an email message from A-Check that explains how to log in to their secure site and provide the information that is needed to complete the background check process.  This will include, among other things, your birth date, social security number, and any other names by which you have been known.

A condition of this appointment is that you resign any faculty appointment or other employment which you are holding elsewhere by the effective date of yourUniversity of Washington appointment.

All University appointments require formal action by the Board of Regents to become effective.  When confirming action is taken by the Board, the President will provide you with a formal notice of appointment.

I look forward to receiving your response.

Sincerely yours,  . . . etc.