Download a professionally worded offer letter format with CTC breakdown, probation terms, and Delhi NCR compliance clauses. Ready to use in Word and PDF — free, no sign-up.
An offer letter is a formal document issued by an employer to a selected candidate, confirming the job offer along with key employment terms — designation, compensation (CTC), joining date, work location, and conditions of employment. It is issued before the candidate joins and serves as the first official written communication between the employer and the new hire. In India, an offer letter is not the same as an appointment letter — the appointment letter is issued after joining and acts as the formal employment contract.
| Criteria | Offer Letter | Appointment Letter |
|---|---|---|
| When Issued | Before joining | On or after joining date |
| Purpose | Proposes employment terms | Confirms employment terms |
| Legal Status | Conditional promise | Formal employment contract |
| CTC Details | High-level CTC & in-hand | Full salary structure with breakup |
| Company Policies | Brief mention | Detailed policies, code of conduct |
| Probation Terms | Duration mentioned | Full probation & confirmation terms |
| Termination Clause | Basic notice period | Detailed termination & exit terms |
| Candidate Action | Accept/reject/negotiate | Sign and return |
| Can Be Withdrawn? | Yes (before acceptance) | No (binding contract) |
This is how a professional offer letter appears when printed on company letterhead. Customise the highlighted fields before sending.
Dear [Candidate Name],
We are pleased to offer you the position of [Designation] in the [Department] department at [Company Name], reporting to [Reporting Manager Name & Title].
Your annual Cost to Company (CTC) will be ₹[CTC Amount]. A detailed salary breakup is attached as Annexure A. Your expected date of joining is [DD/MM/YYYY], and you will be based at our [Office Location] office.
You will be on probation for [3/6 months] from the date of joining. During probation, either party may terminate this engagement with [15/30 days] written notice.
This offer is valid until [Validity Date]. Please sign and return a copy of this letter as acceptance.
We look forward to welcoming you to the team.
A complete offer letter must cover these 8 elements to be legally sound and compliant with Delhi NCR employment laws.
Copy any template below and customise the highlighted fields with your company details. All templates are compliant with Indian employment law.
[Company Name]
[Registered Address]
Date: [DD/MM/YYYY] | Ref: [OL/2026/XXX]
To,
[Candidate Full Name]
[Candidate Address]
Subject: Offer of Employment — [Designation]
Dear [Candidate Name],
With reference to your application and subsequent discussions, we are pleased to offer you the position of [Designation] in the [Department] department at [Company Name].
The key terms of this offer are as follows:
| Component | Annual (₹) | Monthly (₹) |
|---|---|---|
| Basic Salary | [Amount] | [Amount] |
| House Rent Allowance (HRA) | [Amount] | [Amount] |
| Special Allowance | [Amount] | [Amount] |
| Employer PF Contribution | [Amount] | [Amount] |
| Total CTC | [Total CTC] | [Monthly CTC] |
Date of Joining: [DD/MM/YYYY]
Work Location: [Office Address, Delhi/Noida/Gurugram]
Reporting To: [Manager Name, Designation]
Probation: [3/6] months from the date of joining
During the probation period, either party may terminate this engagement by providing [15/30] days' written notice. Upon confirmation, the notice period will be [1/2/3] month(s).
You will be governed by the company's HR policies, code of conduct, and employee handbook, copies of which will be shared on your date of joining. Statutory deductions including EPF and ESIC (if applicable) will be made as per prevailing rates.
This offer is contingent upon satisfactory completion of background verification and submission of all required documents. The offer is valid until [Validity Date].
Please sign and return a copy of this letter to confirm your acceptance.
We look forward to having you on our team.
Warm regards,
[Authorised Signatory Name]
[Designation]
[Company Name]
Acceptance:
I, [Candidate Name], accept the above offer and agree to the terms mentioned.
Signature: _________________ Date: _________________
[Company Name]
[Tech Park / Office Address, Noida Sector 62 / Gurugram Cyber City]
Date: [DD/MM/YYYY]
Dear [Candidate Name],
Subject: Offer of Employment — [Software Engineer / Full Stack Developer / DevOps Engineer]
We are delighted to offer you the role of [Designation] in our [Engineering / Product / Platform] team. Your technical skills and experience align well with our requirements.
Compensation: Your annual CTC will be ₹[CTC], inclusive of fixed pay, variable pay, and employer statutory contributions. A detailed breakup is attached as Annexure A.
Tech Stack: You will work with [React, Node.js, AWS / Java, Spring Boot, Kubernetes / Python, Django, GCP].
Joining Date: [DD/MM/YYYY]
Location: [Office Address] (hybrid — [3] days in-office)
Probation: [6] months | Notice Period: [2] months post-confirmation
Additional Benefits: Health insurance for self + family, learning & development budget of ₹[Amount]/year, flexible work hours, and company-provided laptop.
This offer is subject to background verification and is valid until [Date].
Regards,
[HR Manager Name]
[Company Name]
Acceptance: I accept this offer.
Signature: _________________ Date: _________________
[Startup Name]
[Co-working Space / Office Address]
Date: [DD/MM/YYYY]
Dear [Candidate Name],
Subject: Welcome Aboard — Offer for [Role Title]
We're excited to have you join [Startup Name] as [Designation]! You'll be a key part of our [team size]-person team building [one-line about product/mission].
Compensation:
| Component | Annual (₹) |
|---|---|
| Fixed Pay (CTC) | [Amount] |
| ESOPs / Stock Options | [Number of options, vesting schedule] |
| Performance Bonus | Up to [X]% of CTC |
Joining Date: [DD/MM/YYYY]
Location: [Office / Remote / Hybrid]
Probation: [3] months
Reporting To: [Founder / CTO / VP]
We value ownership and speed. You'll have direct impact from Day 1. Perks include flexible hours, unlimited learning budget, and a team that ships fast.
This offer is valid until [Date]. Sign below to accept.
Let's build something great together.
[Founder Name]
Co-Founder, [Startup Name]
Acceptance:
Signature: _________________ Date: _________________
[Company Name]
[Office Address]
Date: [DD/MM/YYYY]
Dear [Intern Name],
Subject: Internship Offer — [Department / Role]
We are pleased to offer you an internship position in our [Department] team at [Company Name].
Internship Details:
| Duration | [3 / 6] months |
| Start Date | [DD/MM/YYYY] |
| End Date | [DD/MM/YYYY] |
| Monthly Stipend | ₹[Amount] |
| Location | [Office / Remote] |
| Working Hours | [9:30 AM – 6:30 PM, Mon–Fri] |
| Mentor / Guide | [Name, Designation] |
Upon successful completion of the internship, you may be considered for a full-time position based on performance and business requirements.
Please note that this is a training engagement and does not constitute a contract of employment. Either party may terminate the internship with [7] days' written notice.
A certificate of completion will be provided at the end of the internship period.
Regards,
[HR Manager Name]
[Company Name]
Acceptance:
I accept this internship offer.
Signature: _________________ Date: _________________
[Company Name]
[Registered Office Address]
Date: [DD/MM/YYYY]
Dear [Candidate Name],
Subject: Offer of Contract Employment — [Designation]
We are pleased to offer you a fixed-term contract position as [Designation] at [Company Name].
Contract Details:
| Contract Duration | [Start Date] to [End Date] |
| Monthly Compensation | ₹[Amount] (inclusive of all taxes) |
| Payment Terms | Monthly, by [5th/10th] of following month |
| Work Location | [On-site / Remote / Hybrid] |
| Notice Period | [15/30] days by either party |
| Renewal | Subject to mutual agreement and business need |
This is a fixed-term engagement. Statutory benefits including EPF and ESIC will apply as per the Code on Social Security 2020 for contract employees completing 3+ months. TDS will be deducted at applicable rates.
You will maintain confidentiality of all proprietary information during and after the contract period. Intellectual property created during this engagement belongs to [Company Name].
This offer is valid until [Date].
Regards,
[Authorised Signatory]
[Designation], [Company Name]
Acceptance:
I accept this contract offer and agree to the terms outlined above.
Signature: _________________ Date: _________________
If your company operates in Delhi, Noida, Gurugram, or Faridabad, these are the labour laws that affect what goes into your offer letter.
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