An offer letter is the first formal document a new hire receives from you. It confirms the role, compensation, joining date, and key terms, and it sets the tone for the relationship. Use this template once a candidate has verbally accepted your offer and you are ready to put the terms in writing. A detailed appointment letter or employment agreement usually follows on or after the joining date.
Copy this template into your document editor, or manage it inside Qrew HR's document workflows.
Offer letter template
[Company Name]
[Registered Address]
[City, State, PIN]
[Email] | [Phone]
Ref: [Offer Reference Number]
Date: [DD Month YYYY]
To,
[Candidate Full Name]
[Candidate Address]
[Candidate Email]
Subject: Offer of Employment – [Job Title]
Dear [Candidate First Name],
We are pleased to offer you the position of [Job Title] in the [Department] team at [Company Name] (“the Company”). This letter sets out the key terms of our offer.
1. Position and reporting
- Designation: [Job Title]
- Grade / Level: [Grade]
- Department: [Department]
- Reporting to: [Manager Name, Manager Designation]
- Employment type: [Full-time / Fixed-term until DD Month YYYY]
2. Date of joining and work location
Your expected date of joining is [DD Month YYYY]. Your place of work will be [Office Address / City] [with a hybrid arrangement of [X] days per week in office / fully remote]. The Company may transfer you to another location or role in line with business needs and its policies.
3. Compensation
Your annual Cost to Company (CTC) will be ₹[Annual CTC in figures] ([Annual CTC in words] only). The breakdown is given below.
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| A. Fixed earnings | ||
| Basic salary | [amount] | [amount] |
| House Rent Allowance (HRA) | [amount] | [amount] |
| Special allowance | [amount] | [amount] |
| Leave Travel Allowance (LTA) | [amount] | [amount] |
| [Other allowance, e.g. Conveyance / Internet] | [amount] | [amount] |
| Gross salary (A) | [amount] | [amount] |
| B. Employer contributions | ||
| Employer PF contribution | [amount] | [amount] |
| Employer ESI contribution (if applicable) | [amount] | [amount] |
| Gratuity (provision) | [amount] | [amount] |
| Group health insurance premium | [amount] | [amount] |
| Total employer contributions (B) | [amount] | [amount] |
| C. Variable pay | ||
| Performance bonus / incentive (target) | – | [amount] |
| Total CTC (A + B + C) | – | [amount] |
Your salary will be paid monthly, on or before [the last working day of the month / the Xth of the following month], by bank transfer. Statutory deductions such as employee PF contribution, ESI (if applicable), Professional Tax, and income tax (TDS) will be made from your salary as per law. Variable pay, if any, is linked to individual and company performance and paid as per the Company's [Incentive / Bonus] Policy.
[Optional: You will receive a one-time joining bonus of ₹[amount], payable with your first salary. If you leave the Company within [X] months of joining, this amount will be recoverable.]
4. Probation
You will be on probation for [3 / 6] months from your date of joining. During probation, your performance and conduct will be reviewed. On successful completion, your employment will be confirmed in writing. The Company may extend probation by up to [X] months if required, and will inform you in writing.
5. Notice period
| Stage | Notice period (either side) |
|---|---|
| During probation | [15 days / 30 days] |
| After confirmation | [30 / 60 / 90 days] |
The Company may, at its discretion, accept payment of salary in lieu of notice or waive part of the notice period. The Company may terminate employment without notice for misconduct, as set out in its policies [and standing orders].
6. Working hours and leave
Your working hours will be [9:30 AM to 6:30 PM, Monday to Friday / as per your shift roster]. You will be entitled to leave and holidays as per the Company's Leave Policy, which currently provides [X days earned leave, X days casual leave, X days sick leave] per year, in addition to statutory leave.
7. Benefits
- [Group health insurance for self, spouse, and children up to ₹[amount] sum insured]
- [Group term life / personal accident cover]
- [Laptop and equipment]
- [Learning allowance / other benefits]
8. Conditions of this offer
This offer is subject to:
- Satisfactory background and reference checks.
- Verification of your educational and professional documents.
- Submission of a relieving letter from your previous employer [if applicable].
- Your signing the Company's employment agreement, confidentiality and intellectual property agreement, and code of conduct on joining.
9. Documents to bring on your first day
- PAN card and Aadhaar card
- Educational certificates and mark sheets
- Relieving and experience letters from previous employers
- Last three months' payslips
- UAN (if you have an existing PF account)
- Cancelled cheque or bank account details
- [Two passport-size photographs]
10. Confidentiality
The terms of this offer are confidential. Please do not share them with anyone other than your immediate family or professional advisors.
11. Acceptance
This offer is valid until [DD Month YYYY]. Please sign and return a copy of this letter by that date to confirm your acceptance. If we do not receive your acceptance by then, this offer will lapse.
We are excited about the prospect of you joining us and look forward to working together.
Warm regards,
[Authorised Signatory Name]
[Designation]
[Company Name]
Acceptance by candidate
I, [Candidate Full Name], accept the offer of employment on the terms set out above and confirm that I will join on [DD Month YYYY].
Signature: ____________________
Date: ____________________
Place: ____________________
How to use this template
- Check the CTC maths twice. Make sure monthly figures multiply to the annual figures and the components add up to the total CTC stated in words.
- Explain CTC versus take-home. Candidates often compare CTC across offers. Add an estimated monthly in-hand figure in your covering email so there are no surprises on the first payslip.
- Mind the wage definition. Under the Labour Codes, allowances excluded from wages are capped. Keep basic pay at a level that fits current rules, since it drives PF and gratuity. See our Payroll Compliance Guide.
- Remove what does not apply. Delete the ESI row for salaries above the ESI ceiling, and the joining bonus clause if you are not offering one.
- Match your policies. Probation, notice period, leave, and benefits must match your HR policies and the appointment letter that follows.
- Keep it short. Detailed clauses on IP, non-solicitation, and termination belong in the employment agreement, not the offer letter.
- Track acceptance. Record when the offer was sent and accepted. Qrew HR's Recruitment & Onboarding lets you create, approve, and send offer letters and manage digital acceptance.
- Get it reviewed. Have a legal advisor review your standard template once, especially the notice, recovery, and confidentiality clauses.