Offer letter template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Registered Office Address]
[City], [State] [PIN Code]
CIN: [CIN], Phone: [Phone Number], Email: [HR Email]
Date: [Date]
Ref: [Company Code]/HR/OFFER/[Year]/[Number]
To
[Candidate Name]
[Candidate Address]
[City], [State] [PIN Code]
Mobile: [Mobile Number]
Subject: Offer of employment for the position of [Designation]
Dear [Candidate Name],
With reference to your application and the interviews held on [Interview Dates], we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name]. This offer is made on the terms below and is subject to the conditions stated in this letter.
- Designation and grade: [Designation], [Grade].
- Place of posting: [Office or Branch Name, City]. You may be posted to any office, branch or group company as business needs require.
- Reporting to: [Reporting Manager Name], [Manager Designation].
- Date of joining: on or before [Joining Date].
- Annual cost to company (CTC): ₹[Amount] (Rupees [Amount in Words] only). The component-wise break-up is given in Annexure A.
- Probation: [Number] months from the date of joining.
- Notice period: [Number] days during probation and [Number] days after confirmation.
This offer is conditional on satisfactory verification of your educational and experience documents, a clear background and reference check, proof of relieving from your present employer, and a declaration of medical fitness where the role requires it. If any information you have given us is found to be incorrect, the company may withdraw this offer or end any employment that follows.
On the day of joining, please bring the originals and one self-attested copy of your PAN card, Aadhaar card, educational certificates, relieving and experience letters from previous employers, salary slips for the last three months, two passport-size photographs, a cancelled cheque or bank passbook copy, and your UAN if you have been a PF member before.
A detailed appointment letter with your terms of employment will be issued on joining. Please confirm your acceptance by signing and returning a copy of this letter by [Acceptance Deadline]. If we do not hear from you by that date, this offer will lapse without further notice.
We look forward to welcoming you to [Company Name].
Yours sincerely,
For [Company Name]
[Signatory Name]
[Signatory Designation]
Enclosure: Annexure A, CTC break-up
Acceptance by candidate
I, [Candidate Name], have read and understood the terms of this offer and accept them. I confirm that I will join on [Joining Date].
Signature: ____________
Date: ____________
Place: ____________
What to include
CTC in figures, words and a break-up
State the annual CTC in figures and words and attach the component break-up. Check the structure before it goes out: under the Code on Wages, basic pay plus DA must be at least half of total remuneration, and allowances above that line are added back to wages for PF, gratuity and bonus.
Conditions the offer depends on
List every condition up front: document verification, background check, relieving letter and medical fitness if needed. When a check fails later, the company withdraws the offer on a ground the candidate accepted in writing, not on a reason invented after the fact.
Two separate dates
Give an acceptance deadline and a joining date. The deadline stops an unanswered offer from blocking the position for weeks, and the joining date lets the candidate serve notice at the current employer and plan relocation.
Probation and notice in brief
Mention the probation length and notice period so the candidate knows what they are signing up for. Keep the detail for the appointment letter, where the full probation and separation clauses belong.
Joining documents list
Listing PAN, Aadhaar, certificates, relieving letters, bank details and UAN in the offer means HR can finish PF, ESI and payroll set-up in the first week instead of chasing papers after the first salary run.
Common mistakes to avoid
- Writing only a monthly in-hand figure, which later clashes with the CTC shown on the payslip.
- Promising a variable bonus or incentive as if it were fixed, without its eligibility conditions.
- Treating the offer letter as the appointment letter and never issuing full written terms on joining.
- Leaving out an acceptance deadline, so a silent candidate keeps the position blocked.
- Sending the offer before the budget owner has approved the salary in writing.
Run it in ZeniaHR
In ZeniaHR the offer sits in the Recruitment Hub. HR records the offer for the selected candidate, and the candidate accepts or declines it on an online page, so the answer is dated and on record. After acceptance, HR moves the candidate into onboarding, where the company-branded self-onboarding link collects personal, identity, bank and address details with photo, Aadhaar, PAN and bank proof before day one. Keep the signed offer PDF in the employee's documents once the record is created.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
What is the difference between an offer letter and an appointment letter?
An offer letter is a conditional proposal made before joining: role, CTC, joining date and the conditions the offer depends on. An appointment letter is issued on joining and sets out the full terms of employment, including probation, notice, working hours, leave and confidentiality. Under the OSH Code every employee must be given an appointment letter, so an offer letter alone is not enough.
Can a company withdraw an offer letter after the candidate accepts it?
It can, but only on grounds the offer letter itself states, such as failed verification, false information or not joining on the agreed date. Record the reason and inform the candidate in writing. Withdrawing for reasons outside the letter after the candidate has resigned from the current job leads to disputes and harms the company's name among future applicants.
Should an offer letter mention the in-hand salary?
It should state the annual CTC and attach a break-up showing gross salary, employee PF, ESI where it applies and professional tax. You can add an indicative monthly take-home figure, but label it as an estimate, because income tax and actual paid days will change it. The payslip must match the CTC and the break-up.
How long should a candidate get to accept an offer letter?
Give enough time for the candidate to read the CTC break-up, ask questions and discuss it at home, usually a few working days. Write the exact acceptance date in the letter and state that the offer lapses after it. For senior roles, agree the deadline with the candidate on the call before the letter goes out.