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 Tamplate


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 Tamplate




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



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





Offer Letter 
Sample Tamplate




Subject: Letter of Appointment


Dear Ms. _______________

With reference to the discussions we have had we are pleased to appoint you in our organization ABC.  Pvt. Ltd. (“Company”) on the following terms and conditions.



Your work location will be Noida. However based on organizational and business exigencies imperatives, you be transferred to a Company / Group location anywhere in India or abroad.



You will be designated as Manager Logistics – Import / Export.



You Total Cost to Company (CTC) will be as per details mentioned in Annexure.

You will participate in the Provident Fund Scheme as application to your category of the employees Further you will be covered by Company sponsored and / or administered employee benefit programs as may come into force from time. Your compensation shall be reviewed annually as per the Company policy. Your increments are discretionary and will be subject to and on the basis of effective performance and results at the sole discretion of the Company. The remuneration shall be subject to deduction of taxes in accordance with Income Tax Act. 1961 and it shall be your responsibility to meet and fulfil all tax liabilities and requirements under the above and other application laws  including compliance and filing of tax returns etc.



You will be on probation for a period of six (06) month the start date of appointment. At the end of this period. Your service will be confirmed subject to your satisfactory conduct and performance. Your probationary period may short of expectation during the initial period of probation either by another six month or for a shorter as determined by the Company. In the event your conduct and performance is found unsatisfactory or if it falls short of expectation either during initial probationary period or during extended period of probation your services are liable to be terminated without assigning any reason.

You shall be deemed to be on probation until and unless your services are confirmed in writing.



This contract of employment can be terminated by either party after giving:

  1. 15 day’s notice or Gross Salary during probation.
  2. One month notice or Gross Salary in thereof upon confirmation.

Upon termination by either party you will immediately hand over to the Company all property belonging to the Company and / or relating to its business, including but not limited to any Laptop, Mobile Instrument including SIM Card. Brochures, Specification, Formulae, Books, Documents, Market Data, Cost, Literature, Drawings, Effects or Records, etc and you undertake of all such material before processing your final settlement.



This offer is subject to your being found medically fit at the time of your joining and remaining fit during the tenure of your employment with us. The Company reserves the right to terminate your employment should your be found unfit at any point in time during the course of your employment and under such circumstances, the notice period specified in Clause 5 above shall not apply.



As part of your employment you are expected to comply with standards of business behaviour confirming to the code of conduct guidelines contained in various polices / procedures / rules and regulations. You are expected and required to familiarize yourself with these various Guidelines / Policies / Procedures / Rules or Regulations available with the Human Resource Department, and specifically note the following:

  1. You will wholly and exclusively in the time employment of the Company and are not permitted to carry on any other business, profession or employment. You will have to obtain prior written permission from the HR Head before undertaking any teaching, training or writing assignment and ensure that views expressed by you in the media / publications, if any are strictly your personal views.
  2. Any violation of code of conduct / acts that are a criminal offense or involve moral turpitude would invite appropriate disciplinary action including termination of employment.
  3. In addition to your usual duties you may be required to perform any work assigned to you by the Company / any officer of the Company where you may be posted for the time being.
  4. You will be covered by leave, holidays and working hour policies as application to employees at all locations and as set out in the Company policies.
  5. In the event you voluntarily terminate the contract of service or this appointment as the case may be within a period of One year from the joining date the company shall recover all that expresses incurred by the company towards your joining which shall include but not be limited to the relocation expenses ( charges for the transportation / packing / unpacking / loading / unloading charges ) for self spouse and children or any other amount paid to you in order in facilitate you joining us.



In view of organization and business needs, your services can be transferred by the Company in such capacity as the Company may from time to time determine anywhere in India or abroad to any one of the Company’s department subsidiaries, Joint Ventures Associates etc. Consequent to such transfers, you will be governed by the terms and conditions of service as application to your category of employee in the new organization and place.



You will retire from the services of the Company upon attainment of Sixty years of age. The actual date of retirement shall be the last working day of the calendar month in which your 60th birthday falls. However you may be retired at any age before Sixty years during your services in the organization if you are unable to continue in service satisfactorily due to any form of physical or mental infirmity or are not able to perform the given work for any other reason whatsoever



Notwithstanding any other terms and conditions stipulated herein if at any stage during the tenure of your service it is found that any particulars or details furnished by you are incorrect and / or this agreement of service has been obtained by misrepresentation of facts, the Company shall in addition to taking such further and other action in civil and criminal law as it may be advised have the right to terminate your service forthwith without giving any notice. The company reserves the rights to conduct verification checks to ascertain facts if needed.



The Company has a policy of sponsoring certain employee for various training assignment with the Group Companies / Company’s Technical Collaborators or any other Institutions / Organizations in India or abroad. Should you be selected for such an assignment you will diligently and beneficially take part in such assignment. Further all expenses towards travel accommodation and other related expresses (excluding any personal expenses) for such training (s) shall be borne by the Company. In the event you are unable to successfully complete such training or voluntarily terminate the contract of service or this appointment before completing one year from the date of such training you shall be liable for payment of all expenses incurred by the Company for such training (s) at the sole discretion of the Company.



In course of your employment with the Company you will have access to certain confidential and proprietary information of the Company / parent company / subsidiaries and their activities. You will not at any time without the written consent of an authorized signatory of the Company disclose divulge or make public except on legal obligations any information related with Company’s affairs or administration or research carried out whether the same may be confided to you or become known to you in the course of your employment or otherwise.


Further if you conceive any new or advanced methods of improving process / formulae / systems in relation to the business / operation of the Company and / or any of its subsidiaries such development will be fully communicated to the Company and will remain sole right / property of the Company. The copyright for any software and other rights derived from the results of development and research through the research and development including without limitation right to apply for patent, copyright for the software technical documents and technical shall be that of Company.  


You shall not disclose either during your employment or afterwards, by word of mouth or otherwise any information / details / particulars pertaining to any technical scientific, administrative policy matter including financial details pay packages / profile of employees and / or any other matter concerning the management or any of its subsidiaries etc. and / or any other matter / information / knowledge and / or skill that you may come to know / acquire during your employment with the management / its subsidiaries / any other concern where you may be posted during your employment.


Should any dispute arise out of or in relation to this Letter of Appointment and the matters dealt with therein, the same shall be referred to arbitration by a sole arbitrator to be appointed by the HR Head. The arbitration shall be governed by the Arbitration and Conciliation Act, 1996 and the venue of the Arbitration shall be New Delhi. The terms and conditions of this letter shall be governed and construed in accordance with the laws of India and subject to the provisions as to resort to arbitration, in the event of any dispute arising out of this letter, the Courts at New Delhi only shall have jurisdiction.


The invalidity or unenforceability of any part of this Contract shall not affect the binding effect of the rest of the letter


We take this opportunity to wish you many years of a rewarding and mutually enriching association with Magnum Resources Pvt. Ltd.


Thanking you.

For ____________Pvt. Ltd.



Authorized Signatory



Monthly Remuneration Worksheet









Basic Salary








Transport Allowance




Special Allowance








Monthly Salary




Employee PF Contribution




Monthly Net









For ……………………Pvt. Ltd.                                                                                          Employee Signature



Authorized Signature





Sample Offer Letter 

Company’s Name
Street Address
City, State Zip Code

Date __________

Recipient Name
Street Address
City, State Zip Code
Phone Number


Dear [Name of Recipient],

[Introduction – State the company’s name and extend them a job.  Give them details about the position and their department.]
[Let them know what they get if they accept the job. This would include salary, benefits, bonuses, stocks, etc. Identify a start date.]
[Let them know by what date they need to respond to the offer and when their hire date is.]
[Let them know to whom they will report and whom to call if any questions arise.]



Manager /HR name 
Email ID 
Phone Number 
Stamp /seal





Sample offer letter
From Company


Mr.(Candidate Name ) 

Complete Address (House No. & Lane Name)

Area, City, PinCode








Subsequent to your application & our meeting, we're pleased to inform you that you have been appointed at (Name of company) 

Position - “Executive – Post Fixture & Operations" at our office.

Following are the brief details of your employment.

1. Date of joining:  ………….

2. Salary  will receive a gross salary of …………… per annum plus festival bonus equivalent to one month salary. You will be eligible for leave and other such benefits in accordance with the company’s rules and regulations.


3. Probation: Your probation period will 3 months from your date of joining, after which your performance will be appraised. You will be confirmed in your appointment in writing on successful completion of the said probationary period.

4 You are employed in the company full time. You will not be employed by any other Company or offer your services with or without pay to any physical person, legal entity or public authority or to be occupied in your own business without the prior written permission of the company.

5. Amendments to the above terms and conditions, if any, will be made in writing.

The detailed terms and conditions of your employment will be shared upon your joining.

Please acknowledge this appointment mail as a token of you having accepted the above terms and conditions.

Whilst welcoming you to
(Company Name)
we wish you good luck and a very bright career with us.

Welcome Aboard!

Name : ………………

Designation:- Assistant Manager


Address …………….


Official Seal with signature




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