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.
- 3Add the probation period, who they report to, the date to accept by, and any extra paragraph such as working hours or notice period.
- 4Check the preview and press Download PDF / Print. Sign it and send two copies, one for the candidate to sign and return.
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
- 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
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.
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. Sharing the break-up avoids a surprise on the first payday.
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.
Last reviewed: 18 September 2026