Looking for a job offer letter format you can adapt for your company? You're in the right place.
In this post I've compiled 7 professional offer letter templates for different roles and situations — full-time, internship, sales (with incentives), and startup offers. Each follows the standard Indian format with a clear CTC breakdown.
Want to skip the manual work? Use our free offer letter generator to create a professional offer letter with an automatic CTC breakdown (Basic, HRA, Special Allowance) and download it as PDF or Word in minutes.
How to Use These Samples
- Find the closest role - Scroll to the relevant sample below
- Copy the template - Customize with the candidate's actual details
- Or use our generator - Create instantly with auto-calculated CTC split
Important: Print the final letter on company letterhead and have it signed by an authorized person before sending.
What a Job Offer Letter Must Include
- Company details on letterhead
- Candidate name and address
- Job title, department and reporting manager
- Joining date and work location
- Annual CTC with breakdown (Basic, HRA, allowances)
- Probation period and notice period
- Benefits (insurance, leaves, etc.)
- Offer validity / acceptance deadline
- Authorized signatory and an acceptance section for the candidate
1. Standard Full-Time Offer Letter
The default template for most permanent roles.
[COMPANY NAME] [Company Address] | [City, State - PIN] Phone: [Number] | Email: [Email]
Date: [Current Date] Ref: HR/OFF/2026/[Number]
Dear [Candidate Name],
Subject: Offer of Employment - [Job Title]
We are pleased to offer you the position of [Job Title] in the [Department] department at [Company Name]. You will report to [Manager Name / Designation] and be based at our [Location] office.
Your annual Cost to Company (CTC) will be ₹[Amount], structured as follows:
| Component | Amount (Annual) |
|---|---|
| Basic Salary | ₹[40% of CTC] |
| House Rent Allowance (HRA) | ₹[50% of Basic] |
| Special Allowance | ₹[Balance] |
| Total CTC | ₹[Amount] |
Your expected date of joining is [Joining Date]. This offer is subject to a probation period of [X months] and a notice period of [X days] thereafter.
Please confirm your acceptance by signing and returning a copy of this letter by [Acceptance Deadline].
We look forward to welcoming you to the team.
For [Company Name]
[Signature] [Authorized Signatory Name] [Designation] | [Company Stamp]
Acceptance: I, [Candidate Name], accept the above offer. Signature: ____________ Date: ____________
2. Software Engineer Offer Letter
For developer, engineering and technical roles.
Date: [Current Date] Ref: HR/OFF/2026/[Number]
Dear [Candidate Name],
We are delighted to offer you the role of Software Engineer in our Engineering team at [Company Name], reporting to the [Engineering Manager / Tech Lead].
Your annual CTC is ₹[Amount] (Basic ₹[40%], HRA ₹[50% of Basic], Special Allowance ₹[Balance]). In addition, you are eligible for [ESOP / performance bonus / learning budget].
Joining date: [Date] | Work mode: [On-site / Hybrid / Remote] | Probation: [X months].
Kindly accept this offer by [Deadline].
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
3. Sales Role Offer Letter (with Incentives)
For sales and business-development roles with a variable component.
Date: [Current Date] Ref: HR/OFF/2026/[Number]
Dear [Candidate Name],
We are pleased to offer you the position of [Sales Executive / Manager] at [Company Name].
Your compensation comprises a fixed CTC of ₹[Amount] plus a variable incentive of up to ₹[Amount] linked to achievement of monthly/quarterly targets as per our incentive policy.
| Component | Amount (Annual) |
|---|---|
| Fixed CTC | ₹[Amount] |
| Variable / Incentive (at 100% target) | ₹[Amount] |
| Total Earning Potential | ₹[Amount] |
Joining date: [Date] | Probation: [X months] | Notice: [X days].
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
4. Internship Offer Letter (with Stipend)
For paid internships. On completion, issue an internship certificate.
Date: [Current Date] Ref: HR/INT-OFF/2026/[Number]
Dear [Candidate Name],
We are happy to offer you an Internship as a [Intern Role] at [Company Name] for a period of [Duration], starting [Date].
You will receive a monthly stipend of ₹[Amount]. You will work with the [Department] team on [Project/Area].
On successful completion, you will be issued an internship completion certificate. We may also consider you for a pre-placement offer based on performance.
Please confirm your acceptance by [Deadline].
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
5. Startup Offer Letter (with ESOPs)
For early-stage startups offering equity alongside cash.
Date: [Current Date] Ref: HR/OFF/2026/[Number]
Dear [Candidate Name],
We are excited to offer you the role of [Job Title] at [Company Name].
Your offer includes a cash CTC of ₹[Amount] and [Number] stock options (ESOPs) vesting over [X years] with a [1-year] cliff, as per our ESOP policy.
Joining date: [Date] | Probation: [X months].
We're building something ambitious and would love to have you on board.
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
6. Part-Time / Contract Offer Letter
For part-time or fixed-term contract roles.
Date: [Current Date] Ref: HR/CON/2026/[Number]
Dear [Candidate Name],
We are pleased to offer you a [Part-Time / Fixed-Term Contract] engagement as [Role] at [Company Name] from [Start Date] to [End Date].
You will be paid ₹[Amount] per [month / hour] for [X hours/days] per week. This is a contractual engagement and does not include full-time employee benefits unless stated.
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
7. Senior / Management Offer Letter
For leadership roles with a richer benefits package.
Date: [Current Date] Ref: HR/OFF/2026/[Number]
Dear [Candidate Name],
It is our pleasure to offer you the position of [Senior Title, e.g. VP Engineering] at [Company Name], reporting to [CEO / Founder].
Your annual CTC is ₹[Amount], including a performance bonus of up to ₹[Amount], plus [ESOPs / relocation / health cover for family]. Joining date: [Date] | Notice period: [X months].
For [Company Name] [Authorized Signatory Name], [Designation] | [Company Stamp]
Tips for Writing a Professional Offer Letter
1. Always Show the CTC Breakdown
Candidates trust transparent offers. Splitting CTC into Basic, HRA and Special Allowance avoids confusion later. Our offer letter generator calculates the standard 40% Basic / 50%-of-Basic HRA split automatically.
2. State Joining Date, Probation and Notice Clearly
Ambiguity here causes the most disputes. Spell out the joining date, probation length and notice period in plain terms.
3. Add an Acceptance Deadline
Give the candidate a clear date to accept by. It keeps your hiring pipeline moving.
4. Keep Legal Clauses for the Appointment Letter
An offer letter proposes employment; the detailed NDA, non-compete and full salary structure usually belong in the appointment letter issued on joining.
5. Issue on Letterhead and Sign It
An unsigned offer on plain paper looks unprofessional. Use letterhead, sign it, and where possible add the company stamp.
Frequently Asked Questions
Can I use these offer letter templates directly?
Yes — customize them with the candidate's details, print on company letterhead and have an authorized person sign. For complex roles, have legal review the terms.
What is the standard offer letter format in India?
It is issued on company letterhead, addressed to the candidate, and states the job title, department, joining date, work location, annual CTC with breakdown, probation and notice periods, benefits, an acceptance deadline, and the authorized signatory — with an acceptance section for the candidate. All seven samples above follow this format.
What is the difference between an offer letter and an appointment letter?
An offer letter is sent after selection to propose employment terms. An appointment letter is issued on or after joining and contains the detailed salary structure and legal clauses. The offer letter is valid until acceptance or joining.
Should an offer letter include the full salary breakup?
A CTC overview with Basic, HRA and Special Allowance is standard at the offer stage. The complete payslip-level breakdown is usually confirmed in the appointment letter or first salary slip.
How long is an offer letter valid?
Until the acceptance deadline you set, or until the joining date. State this explicitly so candidates respond in time.
Related Resources
Free HR Tools:
- Offer Letter Generator
- Appointment Letter Generator
- Internship Certificate Generator
- Experience Letter Generator
- Salary Calculator (CTC to In-Hand)
Related Guides: