Template · Staffing agency documents
Temp assignment confirmation letter
In short
An assignment confirmation letter tells a temporary worker exactly where, when and for whom they will work, what they will be paid, and how timesheets, safety equipment and call-outs work. This template covers the details a staffing agency needs in writing before day one, including the information that Illinois, Massachusetts and New Jersey require in temp worker notices.
Assignment Confirmation template
Assignment Confirmation
Send this letter as soon as the worker accepts the assignment and before the first shift. Provide it in the worker's preferred language where required or requested, and keep a signed copy.
Confirmation
[Date]
Dear [Worker Name],
Thank you for accepting this assignment with [Agency Name]. This letter confirms the details. You remain an employee of [Agency Name] during the assignment, and [Agency Name] pays your wages. Please read it, keep a copy and contact [Recruiter Name] at [Phone] or [Email] if anything is unclear or incorrect.
Assignment details
Client: [Client Company Name] Work address: [Full Street Address, Building, Entrance] Position: [Job Title] Duties: [Two or three lines describing the actual work, for example picking and packing orders using an RF scanner, lifting up to 50 lb] On-site supervisor: [Supervisor Name], [Phone] Start date and time: [Start Date] at [Time]. Please arrive [15] minutes early and ask for [Name] at [Location]. Schedule: [Days], [Start Time] to [End Time], with [unpaid 30-minute meal break / paid 15-minute rest breaks] Expected length: [Number weeks / until (End Date) / open-ended]. Assignment length is an estimate and may change. Assignment type: [Temporary / Temp-to-hire / Seasonal]
Pay
Pay rate: [$ per hour] Overtime: [1.5 x your regular rate] for hours over 40 in a workweek[, and over 8 in a day where state law requires] Shift differential: [$ per hour for (shift), or none] Workweek: [Day] to [Day] Payday: [Day of week], paid [weekly / biweekly] by [direct deposit / pay card / check] All hours you work must be recorded and will be paid, including any time spent in required training or safety briefings.
Timesheets and attendance
Record your time by [clocking in at the client's time clock / using the (App Name) app / submitting a timesheet signed by your supervisor] by [Day and Time] each week. If you will be late or absent, call [Agency Phone] at least [2] hours before your shift starts, and also tell your on-site supervisor. Do not arrange schedule changes directly with the client without telling [Agency Name].
Safety, equipment and dress
Required clothing: [for example closed-toe safety shoes, long pants, no loose jewelry] Protective equipment provided by: [Client / Agency]: [list items, for example safety glasses, gloves, hi-vis vest]. You will not be charged for required protective equipment. Safety training: [Client] will provide site-specific safety training before you start work. Do not operate any equipment, such as a forklift, unless you have been trained and authorized at this site. Transportation: [Details of any agency-provided transport and its cost, or "Not provided"] Parking: [Details] Report any injury, however minor, to your on-site supervisor and to [Agency Name] at [Phone] the same day.
Your employment
Your employment with [Agency Name] is at will, which means either you or [Agency Name] may end it at any time. The end of this assignment does not by itself end your employment with [Agency Name], and we will try to place you on another assignment. [If temp-to-hire: The client may offer you a permanent position. You will not be charged any fee if that happens.] If you have a concern about pay, safety or treatment at the site, contact [Name] at [Phone] or [Email]. You will not be retaliated against for raising a concern.
Sincerely, [Recruiter Name] [Title], [Agency Name] [Phone] | [Email]
Worker acknowledgement
I have received and read this assignment confirmation.
Worker signature: ______________________ Date: [Date] Preferred language: [Language]
How to use this template
- Generate the letter from the job order so the client, site address, supervisor and pay rate match what the client agreed to.
- Write two or three lines on the real duties and physical demands, not a copy of the client's job title.
- Check state requirements for the work location and add any required items, such as transportation costs or the worker's language.
- Send the letter by text or email with a link to sign before the first shift, and keep the signed copy in the worker's file.
- Read the key points aloud or on a short call for first-time temps, especially start time, where to report and how to call out.
- Send an updated letter whenever pay, schedule, site or duties change.
Why put the assignment in writing
Most first-day no-shows in light industrial and warehouse staffing are not about motivation. They come from a worker who went to the wrong building, did not know they needed steel-toe boots, or thought the shift started at 7 instead of 6. A one-page letter with the exact address, entrance, contact name and dress requirements removes most of those failures. It also settles later disputes about the agreed pay rate or whether overtime was promised.
The letter sits under the worker's broader temporary employment contract, which covers their ongoing relationship with the agency. Each new assignment gets its own confirmation. Many agencies send the essentials first as a text or temp assignment confirmation email and then the full letter for signature.
State notice requirements
Several states require staffing agencies to give temporary workers specific written information about each assignment. Illinois's Day and Temporary Labor Services Act requires a notice at dispatch covering items such as the nature of the work, wages, the client's name and address, and any transportation or equipment costs. The Massachusetts Temporary Workers Right to Know Act requires written notice of details including the client, work location, pay rate and payday, work schedule and required safety equipment. New Jersey's Temporary Workers' Bill of Rights, in effect from 2023, adds a written notice requirement in English and in the worker's primary language where the state has a translation available, along with pay and other protections.
The template includes the common items across these laws, but each state's list differs and some cities add their own rules. Treat this as a starting point and confirm the exact requirements for every state you dispatch in.
Details that prevent problems later
Duties and physical demands. "General labor" tells the worker nothing. "Unloading trailers, lifting up to 50 lb, standing for 10-hour shifts" lets them self-select out before day one, which is far better than walking off at lunch.
Who to call. Give both the agency number and the on-site supervisor. Workers call the person they have a phone number for.
Timesheet process. Missed or wrong timesheets are the top cause of short paychecks and the angry calls that follow. Spell out the deadline and the method, and link the worker to the staffing agency timesheet if paper is used.
Protective equipment. Say who provides it and that the worker is not charged. Under OSHA rules employers generally must pay for required PPE, with limited exceptions such as ordinary safety-toe footwear in some cases.
Transportation. If the agency provides a van or charges for rides, put the cost in writing. Some states cap or regulate these charges.
Sending it at volume
In temporary staffing, a branch filling 150 warehouse shifts a week for peak season cannot hand-type letters. Generate them from the job order and the worker's profile, send by text with an e-signature link, and track who has signed. Workers who have not opened the letter by the night before are your highest no-show risk; a reminder call to that list is one of the best uses of a recruiter's last hour of the day.
Keep the letter readable on a phone: short lines, the address as a tappable link, and the start time near the top.
Common mistakes
- Sending the client's job description instead of what the worker will actually do.
- Listing a pay rate that does not match the job order or the client's approved rate.
- Not issuing a new letter when the worker is moved to a different shift or site.
- Leaving out the call-out process, so absences are reported only to the client.
- English-only notices for a workforce that mostly reads another language.
Frequently asked questions
What is a temp assignment letter?
It is a written confirmation from a staffing agency to a temporary worker setting out the client, work location, duties, schedule, pay, timesheet process, safety requirements and who to contact for a specific assignment.
Is an assignment confirmation letter legally required?
In some states, yes. Illinois, Massachusetts and New Jersey require written notices to temporary workers with specific assignment details. Elsewhere it is not required but is standard practice for good agencies.
What is the difference between an assignment details form and a temporary employment contract?
The temporary employment contract covers the worker's ongoing employment with the agency. The assignment confirmation or assignment details form covers one specific placement and changes each time the worker is placed somewhere new.
Can a contractor assignment confirmation be used for independent contractors?
The structure works, but the content must change. Independent contractors are not employees, so you would not set schedules, supervise them or list hourly wages and overtime in the same way. Misclassification risk is high, so use a contractor-specific agreement.
When should the confirmation be sent?
As soon as the worker accepts and before the first shift, ideally at least the day before. Send an updated version if anything material changes, such as pay, site or schedule.