Offer Letter Format (India), Structure, Sample & Free Generator

An offer letter is the first formal document a company sends a selected candidate. In India it typically precedes the appointment letter and states the role, compensation as CTC, joining date and the offer's validity. Keep it warm, specific and free of statutory figures you cannot confirm.

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What a offer letter format should include

✓ Company name, address and date, on a letterhead
✓ Candidate name and the designation being offered
✓ Reporting manager / department and work location
✓ Compensation stated as annual CTC (with the breakup in an annexure)
✓ Proposed date of joining and offer validity / acceptance-by date
✓ A short line on next steps and documents required
✓ An acceptance section for the candidate to sign and date

Sample offer letter format

[Company Name], [City, Country], [Date]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at [Company Name], based in [Location].

Your annual cost to company (CTC) will be [amount], with the detailed breakup in Annexure A.

Your tentative date of joining is [date]. This offer is valid until [date].

Please sign and return a copy of this letter to confirm your acceptance.

Warm regards, [Authorised Signatory], [Designation], [Company Name]

Square-bracketed values are placeholders, replace them with your details.

Tips

• Keep the offer letter separate from the appointment letter in India.
• Express pay as CTC and put the component breakup in an annexure.
• Never quote statutory rates (PF, gratuity) you have not verified, reference 'as per applicable law'.

Frequently asked questions

Is an offer letter legally binding in India?

An accepted offer letter can create contractual obligations, but the detailed terms usually live in the appointment letter/employment contract. Treat the offer as a formal commitment and follow it with an appointment letter.

What is the difference between an offer letter and an appointment letter?

The offer letter proposes the role and headline terms; the appointment letter is the detailed employment contract issued on or after joining, covering probation, notice, confidentiality and policies.

Should the offer letter mention CTC or in-hand salary?

In India the offer letter usually states annual CTC, with the component breakup (basic, allowances, employer contributions) in an annexure. In-hand pay depends on deductions and is best shown separately.

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