What is the offer letter format in India?

LiveRec EditorialUpdated

India format, as of 30 October 2026.

An offer letter format in India names the role, joining date, CTC with a breakup, probation, notice period and conditions such as background verification. It is signed by the employer and accepted by the candidate. Use the format below, replace each [placeholder], and have counsel check it.

How to use this template

  1. Copy the block into your letterhead.
  2. Fill every [placeholder]; delete clauses you do not use.
  3. Attach the CTC breakup table.
  4. Send for signature; keep the accepted copy. On LiveRec, see send an offer and e-signature and storage.

Offer letter (copy and paste)

[Company legal name]
[Registered address]  |  CIN/LLPIN: [number]

Date: [DD Month YYYY]
To: [Candidate full name], [Address]

Subject: Offer of employment as [Job title]

Dear [First name],

We are pleased to offer you the position of [Job title] in the
[Department] at our [City] office/remote, reporting to [Manager, title].

1. Date of joining: [DD Month YYYY]. This offer lapses if not accepted by
   [DD Month YYYY].
2. Compensation: Your annual CTC (cost to company) is Rs [amount in words
   and figures, e.g. Rs 12,00,000 (twelve lakh)] as set out in Annexure A.
   CTC is before income-tax and statutory deductions.
3. Variable pay: [Rs amount / % of CTC], payable on [criteria and
   frequency]. [Delete if none.]
4. Probation: [3 / 6] months from joining. Confirmation will be in writing.
5. Notice period: [30 / 60 / 90] days during confirmed employment by
   either party; [15 / 30] days during probation. [Employer may pay in
   lieu / buyout terms: describe.]
6. Working hours and leave: as per company policy [link] and applicable
   law of [State].
7. Statutory benefits: Provident fund, [ESI where applicable], gratuity
   and other benefits as per applicable law.
8. Conditions: This offer is subject to (a) satisfactory verification of
   your documents, education and employment history with your written
   consent, (b) submission of: ID proof, PAN, address proof, relieving
   letter from your last employer, (c) [medical fitness, if applicable].
9. Confidentiality and IP: you will sign the company's confidentiality
   and invention-assignment agreement at joining.
10. Governing law: laws of India; courts at [City].

Please sign below and return by [DD Month YYYY]. A formal appointment
letter will follow on joining.

Yours sincerely,
[Name], [Title]  |  For [Company legal name]

Accepted: ____________  Name: [Candidate]  Date: [DD Month YYYY]

Annexure A: CTC breakup (copy and paste)

Component                         Per annum (Rs)   Per month (Rs)
A. Fixed
 Basic                            [amount]         [amount]
 House Rent Allowance (HRA)       [amount]         [amount]
 Special allowance                [balancing]      [balancing]
 Employer PF contribution         [amount]         [amount]
 Gratuity (provision)             [amount]         [amount]
B. Variable pay                   [amount]         --
CTC (A + B)                       [total]          --

Worked example (illustrative only): CTC Rs 12,00,000 with basic Rs 4,80,000 (Rs 40,000 a month), HRA Rs 2,40,000, employer PF 12% of basic Rs 57,600, gratuity provision Rs 23,077 (15/26 of one month's basic), special allowance Rs 3,99,323. Total Rs 12,00,000. Structures vary.

Customisation notes

  • Remote or hybrid: add place of work and equipment terms.
  • Fresher or campus hire: add the joining-date condition and a bond only if lawful and clearly stated.
  • Employer of record: the legal employer named above must be the EOR entity.
  • Do not state "in-hand" pay as a promise; it depends on tax declarations.
  • Check state shops-and-establishment rules for hours and leave.
  • Non-compete after exit may not be enforceable; ask counsel.

FAQ

Offer letter or appointment letter first? Offer first; appointment letter on joining.

Is the offer legally binding? It can form a contract once accepted; withdrawal after acceptance may carry risk. Get advice.

What is CTC? Cost to company: the total yearly employer cost, including basic, allowances, employer PF, gratuity and variable pay.

What if the candidate cannot join on time? Define the longest wait you will accept in clause 1.

Next step: read how to hire employees in India.

Sources

See front matter. Accessed 30 October 2026.

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.