Free HR templates

Offer letter format

An offer letter tells a candidate the job, the start date, the annual pay as cost to company (CTC) and the main terms, such as probation and notice. The candidate signs to accept it, and the appointment letter follows on joining. Copy the format below or download it as a Word file, free.

What should an offer letter include?

Job title, team and manager
So the candidate knows the role and who they report to.
Start date and work location
The joining date and the office, or remote.
Annual CTC, with the breakup in an annexure
Basic, HRA, allowances and employer PF, so the candidate can work out in-hand pay.
Probation and notice period
How long probation lasts and the notice either side gives after it.
Conditions
Background checks and the documents to bring on day one.
Acceptance and expiry
Where the candidate signs, and the date the offer lapses.

Offer letter format to copy

Replace each [highlighted placeholder] with your details, and print it on your letterhead.

Download Word (.docx)

[Company name]

[Company address]

[Date]

[Candidate name]

[Candidate address]

Subject: Offer of employment as [Job title]

Dear [Candidate first name],

We are pleased to offer you the position of [Job title] in the [Department] team at [Company name]. You will report to [Manager name], [Manager title], and work from [Work location].

The main terms of this offer are:

• Start date: [Joining date]

• Annual cost to company (CTC): ₹[Annual CTC], with the breakup in Annexure A

• Probation: [Probation period] from your start date

• Notice period: [Notice period] after confirmation

• Working days and hours: [Working days and hours]

This offer depends on satisfactory reference and background checks. Please bring the originals and a copy of these documents on your first day:

• PAN card and Aadhaar

• Educational certificates

• Relieving letter and last three payslips from your previous employer

• Bank account details for your salary

Your appointment letter, with the full terms of your employment, will be issued when you join.

Please confirm your acceptance by signing and returning a copy of this letter by [Offer valid until]. After that date, the offer lapses.

We look forward to welcoming you.

Yours sincerely,

[Signatory name]

[Signatory title]

[Company name]

Accepted by: ______________________ Date: ____________

[Candidate name]

Free to use and adapt. No sign-up needed. General information, not legal advice: check the letter against your policies.

Sample offer letter

The same format filled in. The company, people and figures are made up.

Acme India Private Limited

12 MG Road, Bengaluru 560001

3 November 2026

Arjun Mehta

45 Koramangala 4th Block, Bengaluru 560034

Subject: Offer of employment as Product Designer

Dear Arjun,

We are pleased to offer you the position of Product Designer in the Design team at Acme India Private Limited. You will report to Kavya Rao, Head of Design, and work from our Bengaluru office.

The main terms of this offer are:

• Start date: Monday, 30 November 2026

• Annual cost to company (CTC): ₹14,40,000, with the breakup in Annexure A

• Probation: six months from your start date

• Notice period: 60 days after confirmation

• Working days and hours: Monday to Friday, 9:30 am to 6:30 pm

This offer depends on satisfactory reference and background checks. Please bring the originals and a copy of these documents on your first day:

• PAN card and Aadhaar

• Educational certificates

• Relieving letter and last three payslips from your previous employer

• Bank account details for your salary

Your appointment letter, with the full terms of your employment, will be issued when you join.

Please confirm your acceptance by signing and returning a copy of this letter by 9 November 2026. After that date, the offer lapses.

We look forward to welcoming you.

Yours sincerely,

Meera Iyer

HR Manager

Acme India Private Limited

Accepted by: ______________________ Date: ____________

Arjun Mehta

What is the difference between an offer letter and an appointment letter?

The offer letter comes first: it offers the job and its main terms, and the candidate accepts it. The appointment letter is issued when the person joins and sets out the full terms of employment, such as duties, leave, conduct rules and termination.

Can Peoplo.ai create offer letters?

Yes. Built-in templates cover offer, appointment, confirmation, relieving, experience and full and final settlement letters. HR fills any blanks, previews the letter and generates a PDF with the company letterhead, saved to the employee’s documents. When someone leaves, the exit coordinator agent drafts the relieving and experience letters with the full and final settlement, for a person to approve.

Request a demo Onboarding and exits

Questions

Frequently asked questions

Short answers about the offer letter.

What should an offer letter include?

The job title, team and manager; the start date and work location; the annual CTC with a salary breakup; probation and notice periods; any conditions such as background checks and documents; and a signature line with the date the offer lapses.

Is CTC the same as in-hand salary?

No. CTC includes the employer’s PF contribution and other costs. In-hand pay is what remains after employee PF, professional tax and income tax. The salary calculator works it out from CTC.

Can I download this offer letter format in Word?

Yes. The download is a Word (.docx) file with the same text and placeholders as the format on this page. It is free and needs no sign-up.

Can an offer letter be sent by email?

Yes. Most companies send it by email as a PDF on letterhead and ask the candidate to sign and return a copy, or to accept in writing by the expiry date.