How to use it
- 1Enter your company name, address and logo once. They are saved on your device for next time.
- 2Fill in the candidate's name and address, the position, the date of joining and the pay.
- 3For a salary break-up, enter the monthly amounts: basic pay, HRA and the other allowances, then the employer's PF and any other contribution. It prints as an annexure on a second page, with yearly figures, the gross salary and the CTC. Leave the amounts empty and there is no annexure.
- 4Add the probation period, who they report to, the date to accept by, and any extra paragraph such as working hours or notice period.
- 5Check the preview and press Download PDF / Print. Sign it and send two copies, one for the candidate to sign and return.
- 6Want to change the wording yourself? Press Word (.docx) for an editable file. It is made on your device, like the PDF.
Offer Letter – a filled-in sample
Made with the tool above from made-up details: every name and number in it is invented. Press “See a filled-in example” in the tool to open it there and download it.
What a good offer letter covers
- The position, the department and the place of work
- The date of joining and who the person reports to
- Pay, stated as a figure and in words, and whether it is per month or per year
- A break-up of that pay, usually attached as an annexure
- Probation and how confirmation happens
- Conditions of the offer: document and reference checks, company policies
- The date by which the offer must be accepted
- Signature of an authorised person, and an acceptance block for the candidate
How to state CTC so it is not misread, and what a salary break-up annexure looks like, is in How to Write an Offer Letter.
Offer letter in Hindi
Switch Document language to हिंदी above the preview and the letter is worded in Hindi, from the subject line, नियुक्ति प्रस्ताव, to the candidate’s acceptance, with the pay written in Hindi words and the salary break-up headed वेतन का ब्योरा. Anything you type yourself, such as the job title or an extra paragraph, prints exactly as you type it, so type those in Hindi too. Here is one filled in:
Keep the signed copy
File the copy the candidate signs and returns. It is your record of what was offered and accepted, and the starting point for the appointment letter, the salary slips and, one day, the experience letter.
Only for real offers
An offer letter is used as proof of employment for visas, loans and rentals. Issue one only to a person you genuinely intend to employ, on terms you intend to honour.
Questions people ask
Is an offer letter a binding contract?
An offer letter is a written offer. Once the candidate signs and returns it within the time you gave, you have an agreement on the terms in the letter. That is why the letter says the offer is subject to document verification and company policies.
Can I download this offer letter format in Word?
Yes. Press Word (.docx) above the preview. The file is laid out like the PDF, and every word and figure in it can be edited. It is a standard .docx file, the format used by Microsoft Word, Google Docs, WPS Office and LibreOffice. Press it with an empty form and you get a blank offer letter format in Word, with every heading in place and room to type.
What is the difference between an offer letter and an appointment letter?
An offer letter comes first and invites the candidate to join on the stated terms. An appointment letter is issued when the person joins and sets out the terms of employment in full. The labour codes in force since November 2025 require an appointment letter, in a prescribed format, for every employee. Ask your HR adviser for the current format.
Should I write the salary as CTC or as monthly pay?
Use whichever you actually discussed, and choose it under 'Pay is'. CTC is the yearly cost to the company and includes the employer's PF share and similar items, so the amount reaching the bank is lower. Attaching the break-up as an annexure avoids a surprise on the first payday.
Can I attach a salary break-up (annexure)?
Yes. Fill in the monthly amounts under 'Salary break-up'. The annexure prints on a page of its own after the letter, with the yearly figures, the gross salary and the cost to company, and the letter says the break-up is in the annexure. If 'Total pay' is empty, the letter takes the annexure's total; if the two differ, the form tells you.
How long should probation be?
Three to six months is the most common. The letter states that confirmation follows satisfactory completion and will be given in writing.
Can I withdraw an offer after sending it?
Before the candidate accepts, generally yes. After acceptance, withdrawing can expose you to a claim, so give a clear accept-by date and make the conditions, such as document verification, explicit.
Can the letter be in Hindi?
Yes. Switch Document language to हिंदी above the preview and the whole letter is worded in Hindi.
Is there a blank offer letter format?
Yes. Press 'Blank format' to print the letter with dotted lines in place of the details, to fill by hand, with a blank salary break-up annexure on the second page.
Last reviewed: 20 October 2026