Template · Template
Appointment letter
The formal letter issued on joining that confirms the terms of employment.
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Hiring
Offer letter
A clear offer letter with role, pay, joining date, and key terms.
- Type
- Hiring
- When to use
- After a candidate is selected
- Format
- Editable template
- Review by
- HR and legal
What it must include
- Job title, department, reporting manager, and work location.
- Joining date and the last date to accept.
- Salary breakup (fixed, variable, benefits) and pay date.
- Probation period, notice period, and working hours.
- Documents to bring and background-verification terms.
Benefits
- Saves time with a ready, well-structured draft.
- Keeps terms consistent for every hire.
- Reduces misunderstandings and disputes later.
- Gives candidates a professional first impression.
Template - copy and edit
7 paragraphs - click Copy to use one.
- [Company letterhead] - Date: [date]
- Dear [Candidate name], we are pleased to offer you the position of [Job title] in the [Department] team, reporting to [Manager name], based at [Location].
- Your joining date will be [date]. Your annual CTC will be [currency] [amount], as detailed in Annexure A. Salary is paid on or before the [day] of each month.
- You will be on probation for [months] months. During and after probation the notice period will be [days] days, as per your employment contract.
- Please bring the documents listed in Annexure B on your joining date. This offer is subject to satisfactory verification of your documents and references.
- Kindly sign and return a copy of this letter by [date] to confirm your acceptance. We look forward to welcoming you.
- Sincerely, [Name], [Designation], [Company]
Tips
- Keep terms simple and consistent with the final employment contract.
- Attach the salary breakup so there are no surprises.
- Share it by email with a signature or e-sign option.
Mistakes to avoid
- Promising benefits that are not in policy.
- Missing the date by which the offer expires.
- Leaving the notice period or probation terms vague.
These templates are general starting points, not legal advice. Have your HR and legal advisors review them against your contracts and the laws that apply to you before use.
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