Job offer letter format in India (2026): free template
A job offer letter format for Indian employers, covering CTC breakdown, notice period, probation and joining date, with a free template to copy.
Last updated 29 August 2026. Competitor pricing and plan limits are re-verified against each vendor’s own pages.
What should an Indian offer letter include?
Beyond the universal contents of an offer letter, Indian offers carry a set of terms candidates specifically look for and compare between offers.
- Designation and the department or function
- CTC, broken into basic, HRA and other allowances, employer PF contribution, gratuity where applicable, and any variable or performance pay stated separately
- Joining date, and what happens if it moves
- Probation period and the notice period during and after probation
- Place of posting, and whether transfer is possible
- Working hours and leave entitlement
- Conditions: background verification, document submission, relieving letter from the previous employer
- Validity — the date by which the candidate must accept
Why break out the CTC?
Because cost to company and take-home pay are very different numbers, and a candidate who discovers the gap after resigning is a candidate who does not join.
CTC includes employer contributions the employee never receives as cash, and often includes variable pay that depends on performance or company results. An offer that states only the annual CTC figure is technically accurate and practically misleading.
Stating the monthly gross and an indicative monthly take-home alongside the annual CTC removes the most common source of offer-stage drop-off.
Free Indian offer letter template
[Company name]
[Registered address]
[CIN: (number)]
Date: [DD/MM/YYYY]
Ref: [Offer reference]
To,
[Candidate name]
[Address]
Subject: Offer of employment — [Designation]
Dear [Candidate name],
With reference to your application and the discussions you have had
with us, we are pleased to offer you the position of [Designation] in
the [Department] department at [Company name].
1. DESIGNATION AND REPORTING
You will be designated as [Designation], reporting to
[Manager name, designation].
2. PLACE OF POSTING
Your place of posting will be [city / office]. [If applicable: The
company may transfer you to any of its locations.]
3. DATE OF JOINING
Your date of joining will be [DD/MM/YYYY]. This offer is valid
subject to your joining on or before this date, unless extended in
writing.
4. COMPENSATION
Your Cost to Company (CTC) will be Rs. [amount] per annum,
structured as follows:
Basic salary Rs. [amount] p.a.
House Rent Allowance Rs. [amount] p.a.
[Other allowances] Rs. [amount] p.a.
Employer PF contribution Rs. [amount] p.a.
[Gratuity, if applicable] Rs. [amount] p.a.
[Variable / performance pay] Rs. [amount] p.a.
------------------------------------------------------
Total CTC Rs. [amount] p.a.
Indicative monthly gross: Rs. [amount]
Variable pay is subject to [company and individual performance
criteria] and is not guaranteed.
All payments are subject to applicable statutory deductions
including income tax.
5. PROBATION
You will be on probation for [number] months from your date of
joining. Confirmation is subject to satisfactory performance and
will be communicated in writing.
6. NOTICE PERIOD
During probation: [number] days by either party.
After confirmation: [number] days by either party.
7. CONDITIONS
This offer is subject to:
(a) verification of the documents and information you have provided;
(b) satisfactory background verification;
(c) submission of your relieving letter and last drawn salary proof
from your previous employer;
(d) [any other condition].
8. VALIDITY
Please confirm your acceptance by [DD/MM/YYYY] by replying to this
letter. If we do not hear from you by this date, this offer will
lapse.
We look forward to welcoming you to [Company name].
Yours sincerely,
[Name]
[Designation]
[Company name]
--------------------------------------------------------------
ACCEPTANCE
I, [Candidate name], accept the above offer on the terms stated.
Signature: ______________________ Date: ______________How do you send and track offers?
ofper sends offer letters through your own company mailbox with the terms, CTC details and joining date, gated behind a one-time code sent to the candidate's email. The candidate reads the terms and accepts or declines, and the exact terms they saw are recorded permanently. This is free.
To be precise about what that is: an auditable acceptance record, not a legally recognised electronic signature. Indian employers who need a signed PDF on file should continue to collect one.
Questions, answered straight
What is the correct format for an offer letter in India?
An Indian offer letter should state the designation, place of posting, joining date, CTC with its components broken out, probation period, notice period, conditions such as background verification, and a validity date. The template above follows this structure.
Should an offer letter show the CTC breakdown?
Yes. CTC includes employer contributions the employee never receives as cash and often includes variable pay that is not guaranteed. Showing only the annual figure is the most common cause of candidates declining after accepting.
Is an offer letter legally binding in India?
An offer letter generally becomes binding once accepted, but it is distinct from an appointment letter or employment agreement and the position depends on the terms and the circumstances. Have your standard template reviewed by a lawyer before using it at volume.
Can I send offer letters for free?
Yes. ofper includes offer letters with CTC details, a one-time-code acceptance and a permanent record at no cost, sent through your own company mailbox.