To be mailed on department letterhead

Date

PI Name
Department of ________________

Postdoctoral Candidate Name/Address

Dear Dr ___________:

It is with great pleasure that I offer you the position of Postdoctoral Associate within the Department of
___________________. This is a temporary, one-year appointment anticipated to begin __________ and continue
through ______________. [If applicable, insert: This offer and any subsequent extensions are contingent upon your
ability to obtain the requisite form of employment authorization from the US Department of Homeland Security, and
upon Duke’s ability to obtain any required deemed export licenses.]

This appointment is contingent upon you meeting all requirements for the position [if applicable, insert: including
completion of your PhD]. In addition, this offer is contingent upon successful completion of Duke University’s standard
background check.

As a new employee, you will be subject to a 90 day orientation and evaluation period during which your performance will
be evaluated and your paid time off (except for holidays) will not be available to you. [For international appointees, insert:
We have every expectation that you will succeed, but if you have questions about how receiving an unsatisfactory
performance evaluation during the orientation and evaluation period may affect your visa status, please contact Duke
Visa Services.]

Your rate of pay will be $__________ per year. This position may be renewed beyond the first year contingent upon the
availability of additional research funds and your first year's performance. You will be eligible for annual increases
beginning July 1 of each year based upon funding, evaluation of your performance, and university compensation
guidelines. Renewal of this postdoctoral appointment may not exceed five years except under limited extraordinary
circumstances. Yearly renewal is subject to availability of funding and to performance. You will receive an annual
performance evaluation and self-assessment. This will help you to identify your long-term career goals and options and
your short-term needs for improving current performance. In addition, you are strongly encouraged to begin your
Individual Development Plan, or IDP. I will assist you in your career development and mentor you during this next
important step in your career.

You will be involved in the department's research activities as follows: _____________________

You will be based in an office/lab located: ____________________________________________

Details of your eligibility for benefits, such as insurance, retirement, and vacation/sick leave, may be found at the Office of
Postdoctoral Services under Policies. Please contact your departmental HR/Business Manager, ________________, or
Molly Starback, Director of the Duke Office of Postdoctoral Services, if you have questions about benefits.

IMPORTANT POINTS REGARDING BENEFITS ELIGIBILITY FOR POSTDOCTORAL ASSOCIATES:

 Postdoctoral Associates must enroll for benefits within the first 30 days of employment.
 Note that you may choose for your health insurance coverage to be effective on your first day of
employment/eligibility, but if you choose this option, you will be responsible for the total pre-tax premium for
 that month (Duke’s contribution plus the employee portion of the premium). You may also choose for your
coverage to be effective on the first day of the month following your first day of employment/eligibility. If you
choose this option, you will be responsible only for the employee portion of the premium.
 You are eligible to participate in the Duke Savings for Retirement Plan, but note that no employer contribution is
made to this plan.
 Please note that if you are awarded an external fellowship or are appointed to a NIH F32/T32 training grant or
similar, your employment and benefits status may change. For an outline of these changes, view the
Postdoctoral Policy and FAQ at the Office of Postdoctoral Services.

As part of our commitment to diversity and inclusion, Duke aspires to create a community built on collaboration,
innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas--an exchange that is
best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is
essential that all members of the community feel secure and welcome, that the contributions of all individuals are
respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

We look forward to having you as part of our team. Please do not hesitate to contact me if you have any questions or
concerns. If you accept this offer, please sign and return this letter to me as soon as possible.

Sincerely,

________________________ ________________________
Principal Investigator/Sponsor Department Chair

I accept the terms of this appointment as outlined above.

________________________ ________________________
Postdoctoral Appointee Name Date

Cc: Office of Postdoctoral Services

___________________________________________________________________________________________________

OPTIONAL INFORMATION TO INCLUDE IN THE OFFER LETTER:

Procedural Information: Departmental/University requirements (eg, where to receive flu vaccination; how to sign and
submit Duke Compact); date/time when the postdoctoral appointee will attend New Employee Orientation.

Departmental Information: How the postdoctoral appointee will receive Duke NetID, Duke Card for building access,
parking pass, computer/laptop; pay policies, direct deposit, and tax documents.

Certification and Licensure: “Continued employment in the position offered is in part contingent upon your maintaining
required licenses and/or other credentials. It is your responsibility to present current and active documents upon hire,
and to submit renewal documentation to your supervisor in a timely manner”.

SOM and Campus Postdoctoral Associate Offer Letter Template, rev Jan 2021