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Offer Letter

What is an offer letter and how to write an job offer letter for employment, learn from Job offer letter sample template in word doc & pdf 


Job Offer letter for employment is very important and official requirement for a candidate who has been selected for a particular Job in an organisation.  This letter is sent by the employer  and this document ensure and guarantee the Job or employment in that organisation which has released this letter, it is also a part of Recruitment process of any company. 

Job offer letter or email is sent or issued by the employer to the selected candidate and is an official confirmation for selection for his candidature for the Job he has been interviewed and found suitable for the same.  It is also popularly known as Letter of Intent as well. It is a formal way of offering an employment followed with an details appointment letter.

A good Job offer letter format should contained various important information such as :

  1. Date of issuance​​
  2. Full Name Selected candidate.
  3. Complete and Right Address.
  4. Designation or Position offered
  5. Reporting
  6. Date of Joining.
  7. Documents required produce at the time of Joining.
  8. Remuneration / Salary offered  ( Now a day’s Cost to Company ) 
  9. Place of Joining (HO, RO or at Plant etc.)
  10. Time to Report
  11. Contact Person at the time of Joining
  12. Guidelines for the employment Terms & conditions 
  13. Welcoming and joining wishes.


Find below Job and employment offer letter Sample template in word doc and PDF format.  All  document are for example ready to download, may help you leaning.



Offer Letter for Summer Training





Dated _____________

Name _____________

Address ___________





This is with reference to your interview with us on dated ________.

It is our pleasure to inform you that upon assessment we have found your skills and competencies matching our requirements.


Therefore, we are offering you an opportunity to work with our company for _______months. You will be designated as “Trainee” in this period.


You will be paid Rs. ________/- (Rupees __________ only) as stipend during this training period. You will be e reimbursed for the expenses incurred by you on travel & boarding whenever the project work assigned to you.


Details and scope of your project will be provided to you on your first day of training at the company. After completion of your training, you will be issued a certificate by (Organization Name).


You will be required to submit a copy of the detailed project report before completion of your training.


Your training period with our organization will deal with important and sensitive information, records and other matters of the company. You will, therefore, be required to sign a “Code of Conduct and Secrecy Agreement” of our company on the first day of training.


Kindly reply us back for this letter by accepting the terms and conditions mentioned above for the offer given to you for the designation of trainee.



Best Regards,


Name of the Manager








Job offer letter for Assistant Manager - O & M 

Sample Format - 1


Date of Issurance


Mr. Abcdz (Candidate Name ) 

Complete Address (House No. & Lane Name)

Area, City, PinCode




Dear (First name of the candidate)


With reference to your application and subsequent interview held at our office. We are pleased to offer you employment in our organization as Assistant Manager – Operation & Maintenance. However, in future based on the business exigencies the position may be transferrable to any other location of the company.


Your gross emoluments per annum including all other benefits, will be INR Rs. 7,93,840/- Per Annum ( Rupees Seven Lac Ninety Three Thousand Eight Hundred and Forty Only).  This is considered  as cost to company and includes Salary, Performance Link Bunus, Other Benefits and Provident Fund ( Employer’s share ). 


As discussed, your joining date will be 2nd February 2017  and you shall report to at our Head Office at 09.00 am.  Further, you shall get a detailed appointment letter upon joining which shall include all terms and conditions of your employment with a detailed salary break up.


We Request you to bring the following documents / Credentials at the time of Joining and submit these documents to HR Department on the day you Join our organization :


  • Photocopy of all your Academic Qualification documents  ( Degree or  Certificates etc.)
  • Relieving letter from you previous employer
  • Copy of Salary Certificate/Last three months Salary Slip
  • Experience Certificate from previous employments
  • Proof of Address
  • Date of  Birth Certificate
  • Copy of Passport
  • PAN card
  • Three passport size photographs


At Last, we welcome you in (use company name) family and wish you a rewarding career ahead.  Please feel free to get in touch with the Ms.Abcd, HR Executive at any time for any further information.


Thanking you,

For Company Name



Signature with Name& Designation

Director / Manager – Human Resouces




 Job Offer Email - Sent by HR Department


Sample Email Format


Email Subject LIne  : Job Offer Letter for Sales Executive


Dear ( Selected Candidate’s Name)  


With reference to your application for Sales Executive position and subsequent interview and discussions held at our corporate office for the same.  we are pleased to inform you have been selected for this position and your date of joining will be 3rd October 2017.  Please find your salary break up detail in the attached excel sheet.  Your CTC includes your relocation cost as well .


We think this is the best competitive offer we can offer please send your offer acceptance alongwith the date of joining in reply to this email and feel free to contact the undersigned for any kind of query, clarification and further information for better understanding.


Request you to please send us your formal acceptance by end of the day so that we can inform the Higing Manager and conclude the formalities.




Name & Designation

Company Name

Contact & Mobile numbers

Email address

Website Link.




 Company Offer Letter - Sent by HR Department


Sample Format



Dear Full Name,


We are pleased to inform you that after careful consideration Company Name has decided to make you this offer of employment. This letter sets forth the terms the terms of the offer letter which if you accept, will give your employment.



Your Position will be Candidate Designation. You will report to the company by Joining Date. Your monthly CTC will be _______. However, during employment with the company: you may be posted/transferred to any of the Offices/Projects/Divisions/Units of the Company existing or to be set at any other location in India. You will be on probation for a period of 6 month, which may be extended or reduced at the sole discretion of the management. During the period of probation, the appointment is terminable by the company. On completion of initial probation period till such time that you are intimated in writing regarding your confirmation, you shall continue to be on probation.


Thanking You


( Signature ) 

Name of the Manger / Director's Name

Company Name




I accept the company terms and conditions and confirm by taking up the position ( mentioned the job title)  from__Mention the date of joining.







Job Offer Letter for the post of Manager – Vendor Development

Job offer Letter Sample Template 

Company's Letter Head should be used 

Date :  


Candidate Name 

Complete Address

City & State


Sub :  Offer Letter for Employment


Dear Mr. / Ms ( Candidate Name)



With reference to your application and discussion you had with us, We are pleased to offer you the position of `Manager – Vendor Development & Management ’.


We invite you to join our organization on or before  10th  September 2017 at our Corporate office at :

Company full name

Complete Address

City, State & Country

Reporting Manager Tel / Mobile  No.


Please bring the following documents ( in original and photocopy ) on the day of joining  :

Ø  Copies of Educational Certificates

Ø  Copies of Experience Certificates

Ø  Relieving Letter

Ø  Passport Size Photos – 8 Nos.

Ø  P.F – Number

Ø  UAN Number

Ø  Address Proof  - Aadhar Card, Election Card, Pan Card.

Ø  Bank Account Number Copy.


Your CTC has been fixed as per the discussion we had in our office during final round of interview (Details Excel sheet of salary break-up is Attached) and detailed appointment letter shall be issued on the day of joining.

We welcome you to our (Company Name)  family and look forward to your complete co-operation in keeping the Reputation of our origination should be remain best and  flying high forever.

Please send us your confirmation through mail along with your reporting date in reply to this offer letter as a tokan of your acceptance and record.


Thanks and Regards





Name of the Manager with Designation



Offer Letter Sample Template

Download in Doc & Pdf format

Company Letter Head





Mr / Ms  ( Candidate Name )

Complete Address

City Pin Code


Subject :  Offer Letter


Dear Mr / Ms  ( Candidate Name)


This is in reference to your job application and the subsequent interview you had with us, we are pleased to offer you employment for the position of Manager – Sales Operation with our organization.  You shall be placed initially to our Head office and shall be reporting to Director – Sales of our company.


The Detailed appointment letter will be issued to you at the time of your joining with our organization.  You are requested to tender your confirmation and acceptance of this offer within a period of one week from the date of the issuance of this letter and have to join on or before 2nd August 2018, Monday failing which this offer will stand withdrawn automatically.


You are also requested to please carry the following documents at the time of Joining :


  1. Educational Qualification Certificates  ( Original & Photocopy )
  2. Experience Certificate and Releving  Certificates from the previous employers.
  3. Copy of Resignation / Acceptance Letter from the current  employer.
  4. Passport size photograph ( 3 nos)
  5. Copy of Address Proof and Pan Card
  6. Last Month Salary Slip.


At Last, we welcome you and look forward to a mutually long lasting relationship and trust with our company.


Yours Truly,


For ( Company Name )





Name & Designation of the signing authority




Job Offer Letter Email Format

Sample Template - Should be sent by the official Business Email only

( Click to Download in doc & Pdf at the right side)


Date :  


Email Subject : Job Offer for employment


Congratulations & Welcome!


HI (First Name of the Candidate) ,


This has reference to your application, interview and the discussions you had with us regarding your joining our company (You can add  the Company Name). Consequent of the same, we are pleased to offer you employment with us on the position of Manager – Online Marketing.  You shall be accountable for digital marketing and ecommerce business operation of our company  


You are offered a annual CTC ________________ (Mention the Currency with Figure in Numbers and in words also).  The deduction will be as per the Govt. Taxation guidelines.


You are also requested to Submit the below mentioned documents before joining.  You can email us scan copy of these entire document and do not forget to carry the entire document in original at the date of joining for verifications.


  1. 2 passport size photograph
  2. copy of Identify Proof
  3. copy of Social Security / Pan
  4. Cancelled Bank cheque (name printed on it).
  5. Reliving letter from Previous employer
  6. Experience certificate

We welcome you and look forward to your joining from (mention the date of Joining) and we are sure that you will have a rewarding cheerful career with us. 


Thanks and Regards




Name of the Manager with Designation

Company Name, Phone and Mobile Number

Email address and Website Address




Employment Offer Letter

Sample Template 



REF No.ABC/ 2018-07/55

18th July 2018


Mr/ Ms (Candidate Name)

Complete Address

City, State with Code



Subject: Employment Offer Letter


Dear (Candidate name)


With Reference to your application and subsequently interview attended by you for the position of (Mention the Job Title) at our corporate office.


We are pleased to offer you the employment with us for the same position as per the mutually agreed terms and conditions.  As it is a sales position, you shall be stationed at our office in (City Name) and will be accountable for sales in (Mention the State Name).  A detailed appointment letter having your compensation details and terms and conditions shall be given to you on the date of joining.


Your appointment will be on probation for a period of six month from the date of joining our organization.  During probation period either side can terminate the employment agreement by giving fifteen (15) days notice or salary of fifteen days in lieu of the same.  The Management reserves the right to waive off the notice period.  The probation period of the employee can be extended or reduced at the discretion of the management. 


You are expected to join on or before 25th August 2018.  Please send your consent as acknowledgement and confirmation of your joining of our organization.


Thanking you,


Yours truly,

For Company’s full Name



Authorized Signatory



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