Job Offer Letter Format: What to Include, Sample Wording and a Free Generator

An offer letter confirms that you want to hire someone and sets out the main terms. A clear one avoids confusion on the first day — and later.

What to include

1. Company letterhead — name, logo, address and contact details
2. Reference number and date
3. Candidate's name and address
4. Position, department and work location
5. Date of joining
6. Salary — annual CTC in figures and words, with a break-up attached as an annexure
7. Reporting manager
8. Probation period and how confirmation happens
9. Working hours and days
10. Notice period after confirmation
11. Documents to bring — educational certificates, previous employment letters, PAN, Aadhaar, bank details and photographs
12. Conditions — for example background and reference checks
13. Acceptance section — a line for the candidate to sign and date, and a deadline to accept

Sample opening

We are pleased to offer you the position of Marketing Executive in the Marketing department at our Pune office. Your date of joining will be 1 November 2026, and your annual cost to company will be Rs. 4,80,000.

Tips

• Keep the offer letter short and put detailed policies (leave, code of conduct) in the appointment letter or employee handbook.
• Write CTC in words as well as figures, to avoid disputes.
• Send it as a PDF so the formatting can't change, and keep a signed copy.

Make it free

The Offer Letter Generator builds the letter on your company letterhead from a short form. You can edit every line, then download it as PDF or Word. When an employee leaves, use the Experience Letter Generator.