Offer Letter Format: 6 Samples for Employers in India
Updated
What an offer letter must include, a CTC breakdown table, six samples for employers and how candidates can accept or decline.
An offer letter is a formal letter from an employer to a selected candidate, offering a job on stated terms. In India it usually covers the designation, department, work location, cost to company (CTC), joining date, probation period, key conditions such as background verification, and a deadline to accept. Once the candidate signs and returns it, the company typically issues an appointment letter with detailed terms.
This guide lists what to include, shows a CTC breakdown, gives a fill-in offer letter and six samples, and covers how candidates should reply.
Key Takeaways
- Print the offer letter on company letterhead with a reference number and date.
- State designation, department, location, reporting manager and joining date.
- Give the annual CTC and attach a salary break-up.
- Mention probation, notice period and conditions such as document and background checks.
- Set a clear acceptance deadline and ask the candidate to sign a copy.
What an Offer Letter Includes
| Section | What to write |
|---|---|
| Header | Company name, address, reference number, date |
| Candidate details | Name and address |
| Subject | Offer of employment for the position of (designation) |
| Position | Designation, department, grade, location, reporting manager |
| Compensation | Annual CTC; salary break-up in an annexure |
| Joining | Expected date of joining and reporting time and place |
| Probation and notice | Probation length; notice period during and after probation |
| Conditions | Document verification, background check, medical fitness, relieving letter |
| Acceptance | Deadline to accept; signature line for the candidate |
| Sign-off | Authorised signatory name and designation |
Offer letter vs appointment letter
| Point | Offer letter | Appointment letter |
|---|---|---|
| When issued | After selection, before joining | On or after joining |
| Purpose | Offers the job and main terms | Confirms appointment with full terms |
| Length | One to two pages | Several pages with policies |
| Candidate action | Accept by signing before the deadline | Sign as acknowledgment |
Some companies merge both into one document. However, most mid-size and large employers in India issue them separately.
Sample CTC Break-up
Attach a break-up so that the candidate understands the take-home salary. The figures below are only an illustration for an annual CTC of ₹6,00,000; every company structures pay differently.
| Component | Annual (₹) | Notes |
|---|---|---|
| Basic salary | 2,40,000 | Often 40–50% of CTC |
| House rent allowance (HRA) | 1,20,000 | Often 40–50% of basic |
| Special allowance | 1,79,100 | Balancing figure |
| Employer PF contribution | 21,600 | 12% of basic, capped on a ₹15,000 monthly wage in this example |
| Gratuity (provision) | 11,544 | Payable after five years of continuous service under the Payment of Gratuity Act |
| Medical insurance | 27,756 | Group health cover premium |
| Total CTC | 6,00,000 |
Check current PF, ESI and professional tax rules with your payroll team or advisor before finalising any salary structure.
Create an Offer Letter
Fill in the fields on the right. The letter updates as you type; copy it onto your letterhead or save it as a PDF.
[Company name]
[Company address]
Ref: [Reference number]
Date:
To,
[Candidate name]
[Candidate address]
Subject: Offer of employment for the position of [designation]
Dear [Candidate name],
We are pleased to offer you the position of [designation] in our [department] department at [work location], reporting to [reporting manager]. Your annual cost to company will be ₹[CTC], as detailed in the enclosed annexure.
Your expected date of joining is [joining date]. You will be on probation for [six months]. This offer is subject to satisfactory verification of your documents and references.
Kindly sign and return a copy of this letter by [acceptance deadline] to confirm your acceptance.
For [Company name],
[Authorised signatory]
[HR Manager]
6 Offer Letter Samples
The companies and people below are fictional examples. Replace every detail with your own and have your HR or legal team review the final letter.
1. Offer letter for a fresher (IT)
Brightpath Software Pvt. Ltd.
Hitec City, Hyderabad
Ref: BPS/HR/OL/2026/112
Date: 19 October 2026
To,
Ms. Lakshmi Reddy
Kukatpally, Hyderabad
Subject: Offer of employment for the position of Associate Software Engineer
Dear Lakshmi,
Congratulations! Following your campus interview, we are pleased to offer you the position of Associate Software Engineer in our Product Development team at Hyderabad. Your annual CTC will be ₹4,80,000, as per the enclosed annexure.
Your expected joining date is 1 December 2026. You will be on probation for six months. This offer is subject to your passing the final semester examination and satisfactory document verification.
Please sign and return a copy of this letter by 30 October 2026.
For Brightpath Software Pvt. Ltd.,
Kiran Rao
Manager, Talent Acquisition
2. Offer letter for an experienced hire (sales)
Northstar Consumer Goods Ltd.
Andheri East, Mumbai
Ref: NCG/HR/2026/487
Date: 19 October 2026
To,
Mr. Arvind Menon
Vashi, Navi Mumbai
Subject: Offer for the position of Area Sales Manager
Dear Arvind,
We are pleased to offer you the position of Area Sales Manager for the Navi Mumbai territory, reporting to the Regional Sales Head. Your annual CTC will be ₹14,00,000, including a performance-linked variable pay of up to ₹2,00,000.
Your joining date will be on or before 15 November 2026, subject to your relieving letter from your current employer. The notice period after confirmation is 60 days.
Kindly confirm your acceptance by 26 October 2026.
For Northstar Consumer Goods Ltd.,
Farah Khan
Head, Human Resources
3. Internship offer letter
GreenLeaf Media LLP
Indiranagar, Bengaluru
Date: 19 October 2026
To,
Mr. Rohan Das
Koramangala, Bengaluru
Subject: Internship offer: Content Marketing Intern
Dear Rohan,
We are happy to offer you a three-month internship as Content Marketing Intern from 2 November 2026 to 31 January 2027. You will receive a monthly stipend of ₹15,000.
Your working hours will be 10 am to 6 pm, Monday to Friday. On successful completion, you will receive an internship certificate.
Please confirm by 25 October 2026.
For GreenLeaf Media LLP,
Neha Suri
Partner
4. Offer letter for a school teacher
Sunrise Public School
Vaishali Nagar, Jaipur
Date: 19 October 2026
To,
Ms. Pooja Sharma
Malviya Nagar, Jaipur
Subject: Offer of appointment as PGT (English)
Dear Madam,
With reference to your interview and demo class, we are pleased to offer you the post of PGT (English) at a monthly gross salary of ₹42,000.
You are requested to join on 1 November 2026. You will be on probation for one year. Please bring original certificates of your M.A., B.Ed. and experience for verification.
Kindly confirm your acceptance by 24 October 2026.
Principal
Sunrise Public School
5. Conditional offer letter
Apex Diagnostics Pvt. Ltd.
Salt Lake, Kolkata
Ref: ADPL/HR/2026/219
Date: 19 October 2026
To,
Mr. Subhajit Paul
Behala, Kolkata
Subject: Conditional offer for the position of Lab Technician
Dear Subhajit,
We are pleased to offer you the position of Lab Technician at our Salt Lake centre at an annual CTC of ₹3,60,000.
This offer is conditional on (a) your submitting a valid registration or qualification certificate, (b) a satisfactory background check and (c) a pre-employment medical examination. If any condition is not met, this offer will stand withdrawn.
Please confirm your acceptance by 27 October 2026.
For Apex Diagnostics Pvt. Ltd.,
Ritu Banerjee
HR Executive
6. Offer letter by email (short format)
Subject: Offer: Graphic Designer, Pixelcraft Studio
Dear Aisha,
Thank you for your time during the interviews. We are delighted to offer you the role of Graphic Designer at our Pune studio at an annual CTC of ₹5,40,000, with a joining date of 16 November 2026.
The formal offer letter and salary annexure are attached. Please reply to this email with your acceptance by 23 October 2026.
Warm regards,
Varun Kale
Studio Manager, Pixelcraft Studio
How Candidates Should Reply
Acceptance reply
Subject: Acceptance of offer: Associate Software Engineer
Dear Mr. Rao,
Thank you for the offer letter (Ref: BPS/HR/OL/2026/112) dated 19 October 2026. I am pleased to accept the position of Associate Software Engineer on the terms mentioned.
I will join on 1 December 2026. A signed copy of the offer letter is attached.
Regards,
Lakshmi Reddy
Declining politely
Subject: Regarding offer for Area Sales Manager
Dear Ms. Khan,
Thank you for offering me the position of Area Sales Manager. After careful thought, I have decided to decline the offer, as I have accepted another role closer to my family.
I appreciate your time and hope our paths cross again.
Regards,
Arvind Menon
Mistakes Employers Should Avoid
- Vague pay. Always attach a salary break-up with the offer letter.
- No acceptance deadline. Without it, positions stay blocked.
- Missing conditions. State verification and document requirements clearly.
- Wrong candidate details. Double-check name spelling, designation and CTC before sending.
- No reference number. It helps track the offer later.
Related Office Formats
After the candidate joins, use our joining letter format. When an employee leaves, issue an experience letter. For any other official letter, the formal letter writing guide explains the layout.
Frequently Asked Questions
What is an offer letter?
It is a formal letter from an employer offering a job to a selected candidate, with the designation, salary, joining date, key conditions and an acceptance deadline.
What should an offer letter include?
Designation, department, location, reporting manager, annual CTC with break-up, joining date, probation, notice period, conditions such as background verification, acceptance deadline and an authorised signature.
Is an offer letter legally binding?
An accepted offer can create obligations for both sides, but the details depend on the terms and applicable law. Employers should get legal review for their templates; this page is general information, not legal advice.
What is the difference between an offer letter and an appointment letter?
The offer letter proposes the job and main terms before joining. The appointment letter confirms the appointment with full terms, usually on or after joining.
How do I accept an offer letter?
Reply by email or sign the copy, quoting the reference number and joining date. Keep a copy for your records.
Can a company withdraw an offer letter?
Companies sometimes withdraw offers, for example if conditions such as verification are not met. The candidate should read the conditions carefully before resigning from a current job.
Should an offer letter mention CTC or in-hand salary?
Most Indian companies mention annual CTC and attach a break-up. Adding the estimated monthly take-home helps candidates understand the offer.
Final Check
Before sending any offer letter, verify the candidate’s name, designation, CTC, joining date and deadline. More workplace formats are in our office letters section, and the Letter Generator creates quick drafts.
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