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 (Research Associate Professor or Research Professor), for a _____-year term [up to five years allowed], 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 twelve-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.  Salary for this appointment is contingent on the continued availability of grant or contract funds.

Reappointment for additional years will be considered by the department and the College during the last year of your appointment term, in your case in Autumn Quarter of (year).  [If initial term is one year, reappointment is considered in Winter Quarter of that year.]

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 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 your University of Washington appointment.

Because your appointment is at the (Research Associate Professor or Research Professor) level, it must be reviewed by the Arts and Sciences College Council.  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.