Letters

Offer Letter Format: Free Template (Word & PDF)

An offer letter format for Indian companies covers candidate details, job title, compensation, joining date and the terms of employment, turning a verbal offer into something a candidate can review and sign before their first day. Download the free Word and PDF version below, or check what it needs to include first.

Get free access to the HR templates library

One quick form unlocks every template on Meagle 360 — not just this one.

By submitting, you agree to be contacted about Meagle 360. See our privacy policy.

What an Offer Letter Must Include

  • Candidate details: full name, address, offer date, proposed joining date
  • Position and reporting: job title, department, reporting manager, work location
  • Compensation: annual CTC, salary structure, pay frequency
  • Terms of offer: employment status, probation period, working hours, applicable benefits
  • An acceptance deadline, and signature blocks for both the company and the candidate

How to Use This Template

  1. Download the Word version and replace every bracketed placeholder with the candidate's actual details
  2. Attach a salary breakup or annexure if the CTC has multiple components (Basic, HRA, allowances)
  3. Have the authorized signatory sign before sending it out
  4. Send the signed copy as a PDF, and ask the candidate to countersign and return it
  5. File the accepted copy in the employee's record once they join, alongside the appointment letter

What Offer Letters Get Wrong Most Often

The two fields that cause the most disputes later are probation length and notice period — leaving either blank, or leaving them inconsistent with the appointment letter issued after joining, is the most common mistake. State both explicitly, and make sure the appointment letter that follows doesn't contradict them.

Disclaimer: this is a general template, not legal advice. Review it against your company policy and applicable law before use.

Related: Appointment Letter Template · CTC to In-Hand Salary Calculator · Hiring Management System

Frequently asked questions

Candidate details, job title and department, reporting manager, compensation (CTC and structure), joining date, employment terms (probation, notice period, working hours), and an acceptance deadline with signature blocks for both parties.

An offer letter generally creates a conditional commitment once accepted, though enforceability depends on its wording and applicable law. It's not the same as an employment contract — the appointment letter issued after joining usually serves that role. Review with legal counsel for anything beyond a standard template.

An offer letter is sent before joining to propose the role and terms; an appointment letter is issued on or after the joining date to formally confirm employment. See our separate appointment letter template for that stage.

In practice, yes, especially before acceptance, though this can carry legal and reputational risk once a candidate has acted on it (e.g. resigned from their current job). Any withdrawal should be handled carefully and, ideally, reviewed with legal counsel.

It helps. If your CTC has multiple components (Basic, HRA, special allowance, employer PF), a one-page breakup attached to the offer letter avoids confusion later — our CTC to in-hand salary calculator is a quick way to generate those numbers.

Need this automated instead of filled in by hand?

Meagle 360 generates and tracks HR records like this automatically, for every employee.

Book a free demo