Employment Offer Letter Format — Download Free Sample (India 2026)
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About this Offer Letter
An employment offer letter is the founding document of the employer–employee relationship in India. It records the position, compensation structure (CTC), joining date, probation period, notice period, background verification requirements and confidentiality obligations of the incoming employee. Under the Indian Contract Act, 1872 and applicable labour legislation (including the Payment of Wages Act, 1936 and the Code on Wages, 2019), the offer letter forms the primary evidence of agreed terms. A well-drafted offer letter reduces disputes at exit, protects company IP created during employment, and clearly sets out the CTC break-up between Basic, HRA, allowances, PF and gratuity. This sample follows the standard structure used by Indian companies of all sizes, from early-stage startups to listed employers.
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EMPLOYMENT OFFER LETTER
[COMPANY LETTERHEAD]
[COMPANY NAME] | [REGISTERED ADDRESS] | CIN: [CIN]
Date: [DATE]
Ref: OL/[YEAR]/[NUMBER]
To,
[CANDIDATE NAME]
[CANDIDATE ADDRESS]
Subject: Offer of Employment — [POSITION]
Dear [CANDIDATE NAME],
With reference to your application and subsequent interviews with us, we are pleased to offer you employment with [COMPANY NAME] on the following terms and conditions:
1. POSITION AND REPORTING
Position: [POSITION]
Department: [DEPARTMENT]
Reporting Manager: [MANAGER NAME]
Location: [WORK LOCATION]
2. DATE OF JOINING
You are required to join on or before [JOINING DATE]. Failure to join by this date, unless mutually extended in writing, shall render this offer void.
3. COMPENSATION
Your Cost to Company (CTC) shall be ₹[AMOUNT] per annum, structured as follows:
Component Amount (per annum)
-----------------------------------------------------
Basic Salary ₹[AMOUNT]
House Rent Allowance (HRA) ₹[AMOUNT]
Special Allowance ₹[AMOUNT]
Employer PF Contribution ₹[AMOUNT]
Gratuity (as per Act) ₹[AMOUNT]
-----------------------------------------------------
Total CTC ₹[AMOUNT]
4. PROBATION AND CONFIRMATION
You shall be on probation for a period of six (6) months from the date of joining. Confirmation will be subject to satisfactory performance and completion of background verification.
5. NOTICE PERIOD
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Key clauses under Indian law
1. Position and ReportingExpandCollapse
2. Compensation StructureExpandCollapse
3. Probation and ConfirmationExpandCollapse
4. Notice PeriodExpandCollapse
5. Background VerificationExpandCollapse
6. Confidentiality and IPExpandCollapse
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Frequently asked questions
Is an offer letter legally binding in India?
Yes. Once accepted in writing, an offer letter is a binding contract under the Indian Contract Act, 1872. Withdrawing after acceptance can attract damages, and joining employees can enforce agreed terms.
Should the CTC break-up be part of the offer letter?
Yes, and it should clearly identify Basic, HRA, allowances and employer contributions to PF and gratuity so the take-home is transparent and Section 17(2) valuation is straightforward.
What is the standard probation period in India?
Most Indian employers use a 3–6 month probation, extendable once. During probation, the notice period is typically shorter — often 15 to 30 days.
Can the company revoke an offer letter?
Only for cause set out in the letter itself — e.g. failed background verification or non-joining by the specified date. Arbitrary revocation after acceptance can attract damages.
Do I need to stamp the offer letter?
Offer letters are typically not stamped as they are not conveyances or leases. However, retaining a signed copy — physical or e-signed — is essential for both employer and employee.
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Disclaimer: ContractWala provides AI-generated document drafts for informational purposes only. This is not legal advice. Please consult a qualified advocate for high-stakes agreements.