Offer Letter Format
A job offer letter format with role, CTC, joining date, conditions and validity — the pre-employment document that precedes the appointment letter.
An offer letter is the employer's proposal: the role, the pay, the joining date and the conditions on which the offer stands. It precedes the appointment letter, which is issued at or after joining and carries the full terms of service. Keeping the two separate lets you make a quick, clear offer while the detailed contract follows.
The format below states the offer, the compensation summary, the conditions (document verification, background check, medical fitness where relevant) and a validity date by which the candidate must accept. An offer typically remains revocable before acceptance; conditions written into it keep expectations clear if verification fails.
When to use this format
- Making a formal job offer after selection
- Recording CTC and joining date agreed during negotiation
- Making the offer conditional on background and document verification
- Setting an acceptance deadline so the position is not held open indefinitely
Key clauses and what they do
- Position & reporting
- The designation, department, location and reporting manager being offered.
- Compensation summary
- Annual CTC with a note that the detailed break-up follows in the annexure or appointment letter.
- Joining date
- The expected date of joining and what happens if it slips.
- Conditions precedent
- Documents, references, background check and any medical requirement the offer depends on.
- Probation note
- Flags the probation period that the appointment letter will detail.
- Validity & acceptance
- The date by which the signed copy must return, failing which the offer lapses.
The format
Replace every [BRACKETED] detail with your own before use.
[ON COMPANY LETTERHEAD]
Ref. No.: [HR/OFR/YEAR/NNN] Date: [DATE]
[CANDIDATE FULL NAME]
[ADDRESS]
[EMAIL / PHONE]
Subject: Offer of employment — [DESIGNATION]
Dear [CANDIDATE FIRST NAME],
Further to your application and the interviews you attended, we are
pleased to offer you employment with [COMPANY NAME] on the following
terms:
1. POSITION
You will join as [DESIGNATION] in the [DEPARTMENT] department at
our [CITY] office, reporting to [REPORTING MANAGER / DESIGNATION].
2. COMPENSATION
Your annual cost to company (CTC) will be Rs. [AMOUNT]/- (Rupees
[AMOUNT IN WORDS] only). The detailed salary structure is set out
in Annexure A [OR: will be provided with your appointment
letter]. Salary is subject to tax deduction at source and
statutory contributions as applicable.
3. DATE OF JOINING
Your expected date of joining is [DATE]. If you are unable to
join by [DATE], this offer shall lapse unless extended by us in
writing.
4. CONDITIONS OF THIS OFFER
This offer and your employment are subject to:
(a) verification of your educational and employment documents;
(b) satisfactory reference and background checks;
(c) submission of your relieving letter from your present
employer; and
(d) [MEDICAL FITNESS / OTHER CONDITION, IF ANY].
Any material discrepancy entitles the Company to withdraw this
offer or terminate the employment.
5. PROBATION
You will be on probation for [SIX] months from your date of
joining. Detailed terms of employment, including probation,
leave, confidentiality and notice period, will be set out in
your appointment letter.
6. ACCEPTANCE
Please sign and return the duplicate copy of this letter as your
acceptance by [ACCEPTANCE DEADLINE DATE]. This offer lapses if
acceptance is not received by that date.
We look forward to having you on the team.
For [COMPANY NAME]
Signature: ____________________
Name: [AUTHORISED SIGNATORY NAME]
Designation: [HR MANAGER / DIRECTOR]
--------------------------------------------------------------
ACCEPTANCE
I, [CANDIDATE NAME], accept the above offer on the terms stated.
Signature: ____________________ Date: [DATE]
Expected date of joining: [DATE]General format for reference — get it professionally drafted for your specific case.
An offer letter is a proposal, not the full contract of employment — the appointment letter carries the binding terms of service. Conditions (verification, relieving proof) should be stated in the offer itself; withdrawing an unconditional accepted offer can invite claims, so condition it deliberately.
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Frequently asked questions
Is an accepted offer letter legally binding?
An accepted offer creates contractual expectations, though courts rarely force an employer to employ or a candidate to join. Written conditions (verification, joining deadline) and a clear lapse date are what keep a withdrawal defensible — which is why the format states both.
Offer letter vs appointment letter — what goes where?
The offer carries role, CTC, joining date and conditions. The appointment letter, issued at or after joining, carries the full service terms: probation, notice period, leave, confidentiality, code of conduct. Duplicating full terms in the offer slows hiring and creates two documents to amend.
Should the CTC break-up be in the offer?
A one-line CTC with the break-up as an annexure is the cleanest practice. If the candidate is negotiating on in-hand pay, attach the structure so there is no dispute at the first payroll.
What if the candidate does not join after accepting?
Practically, little can be recovered from a no-show; some employers include a token commitment clause. The real protection is the acceptance deadline and prompt backfilling — and not releasing sign-on benefits before joining.
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