Offer letter format
A job offer letter that sets out everything a candidate needs to say yes: role, team, start date, location, salary or CTC, benefits, probation, notice period, conditions and a deadline to accept, with a signature block for the acceptance.
Templates
- Offer letter (document): A job offer letter that sets out the role, start date, salary or CTC, benefits, probation and acceptance deadline, ready to send on company letterhead.
- Appointment letter (document): An appointment letter issued on joining, confirming designation, date of joining, CTC, probation, working hours, leave, notice period and confidentiality, with a CTC breakdown annexure in the Indian format.
How to use these templates
- Open the offer letter and enter the company details and the candidate's name and address.
- Tell the AI the role, manager, start date, location, salary and benefits, and any conditions such as a background check.
- Read the terms carefully against your HR policy and, for senior hires, have them checked before sending.
- Download as PDF, sign it and send it with a short email; ask the candidate to sign and return a copy by the deadline.
Writing an offer letter that avoids misunderstandings
- State pay the way your market expects: an annual salary in the US and UK, or an annual CTC with a breakdown of fixed pay, variable pay and benefits in India.
- List conditions clearly, such as reference checks, document verification, a background check or the right to work, so a withdrawn offer is not a surprise.
- Give a firm acceptance deadline, typically three to seven days, and a named person to contact with questions.
- In the US, many offer letters state that employment is at will, and avoid promising job security or future raises unless you mean to.
- In India, the offer letter is often followed by a detailed appointment letter on joining; say so if your company does this.
Frequently asked questions
What is the difference between an offer letter and an appointment letter?
An offer letter proposes the job and terms before joining. An appointment letter, common in India, is issued on or after joining and confirms the full terms of employment.
Is an offer letter legally binding?
It depends on the country and wording. A signed offer can form part of the employment contract, which is why conditions and terms should be stated carefully and checked by HR or a lawyer for senior roles.
What should a candidate check before signing?
Job title, pay and how it is structured, start date, location, probation, notice period and any conditions. Ask for corrections before signing, not after.
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