Offer Letter Format: Free Template

Write a job offer letter with the position, joining date, annual salary (CTC), probation, reporting line, working hours, notice period and an acceptance signature.

Parties

Company (letterhead)

Candidate (addressee)

Add logo

Details

Reference no.

Date

Candidate name

Position offered

Department

Work location

Joining date

Annual salary (CTC)

Probation period

Reports to

Working hours

Notice period

Accept by

Signed by (name)

Signer's designation

Letter text

The text below is written from the details you fill in. Edit it if you want to change the wording.

Saved in this browser only

A4 · 60%

Shree Ganesh Traders Pvt Ltd

2nd Floor, Laxmi Plaza, MG Road, Pune, Maharashtra 411001 +91 20 0000 0000, hr@example.com, www.example.com

OFFER LETTER

Ref: HR/OFF/2026/203Date: 03 Nov 2026

To, Mr Rohan Desai 7 Shanti Nagar Nashik, Maharashtra 422001

Subject: Offer of employment: Accounts Executive

Dear Rohan Desai,

We are pleased to offer you the position of Accounts Executive in the Finance department at Shree Ganesh Traders Pvt Ltd, based in Pune. Your joining date will be 3 December 2026.

Your annual cost to company (CTC) will be INR 4,80,000, paid monthly after statutory deductions. The salary break up is attached to this letter.

You will be on probation for 6 months. You will report to the Finance Manager. Working hours are 9:30 am to 6:30 pm, Monday to Saturday. After confirmation, either side may end the employment with 30 days notice.

This offer depends on satisfactory verification of your documents and references. Your detailed terms of employment will be given in the appointment letter on joining.

Please sign and return a copy of this letter by 10 November 2026 to confirm your acceptance. We look forward to welcoming you to the team.

Yours sincerely,

Sunil Kulkarni, HR Manager

Authorised signatory

Rohan Desai

Accepted by the candidate (signature and date)

Sample format. Check your company policy and local employment rules before you issue it.

What is an offer letter?

An offer letter is the employer's written job offer to a selected candidate. It states the position, the joining date, the salary and the main terms, and asks the candidate to sign and return a copy to accept. The detailed contract or appointment letter usually follows on joining.

How to write an offer letter

Add the company letterhead and the candidate's name and address.
Enter the position, department, work location and joining date.
Write the annual cost to company (CTC) or salary, with the currency.
Add probation, reporting manager, working hours and notice period.
Set the date by which the candidate should accept.
Add the signer; the letter includes a line for the candidate's acceptance.

Each letter is written for you from the details you fill in. Click "Edit text" to change the wording, or go back to the automatic text at any time. Download a PDF or an editable Word file, or print it on your letterhead. The draft stays in your browser only; nothing is uploaded to our servers.

What an offer letter should cover

Term	Why include it
Position and joining date	What the job is and when it starts
Salary or CTC	The agreed pay; attach a break up of components
Probation	How long before confirmation
Hours and location	Where and when the work is done
Notice period	How either side can end the employment
Conditions	For example, verification of documents and references
Acceptance	A date to accept and a signature line

Offer letter vs appointment letter

The offer letter comes first and only needs the main terms. The appointment letter or employment contract, given on joining, sets out the full terms, policies and duties. Once the person is on payroll, use the salary slip format for monthly pay statements.

Other letter formats: experience letter, experience certificate, relieving letter, leave letter, NOC, medical fitness certificate.

Features

Position, department and location
Joining date and annual CTC
Probation, hours and notice period
Accept by date and candidate signature line
Edit the text freely
PDF, Word and print

Frequently asked questions

What is included in an offer letter?

The position, joining date, salary or CTC, probation, working hours, location, notice period, any conditions of the offer, and a date and signature line for acceptance.

Is an offer letter legally binding?

Once accepted it records the agreed terms, but the full employment terms are usually set by the appointment letter or contract. Local law decides how binding it is.

What is CTC in an offer letter?

Cost to company: the total yearly amount the employer spends on the employee, including salary, allowances and employer contributions such as PF.

Can I add a salary break up?

The letter says the break up is attached. Prepare it separately, or click 'Edit text' to put it in the letter.

Is the letter stored anywhere?

Only in your own browser, so you can come back to the draft. Nothing is uploaded to our servers.

Leave Letter FormatWrite a leave application to your manager for sick, casual, annual or other leave, with the dates, reason, handover and contact details. Download PDF or Word.NOC FormatIssue an employer's no objection certificate for a visa and travel, a passport application, higher studies or a part time course, written for you on the letterhead.Medical Fitness Certificate FormatA medical fitness certificate format for doctors and clinics, with the person's details, examination notes and result, signed with the registration number.Termination Letter FormatWrite a clear termination letter with the reason, last working day, notice or pay in lieu, final settlement and return of company property.