Offer Letter | Free Format and Sample

offer letter

What is an Offer Letter?

A offer letter is a written document offered to a candidate once they are selected for a particular job position and is also known as a job offer letter. Organizations need to provide this letter when they want to hire someone new. They can offer the job verbally. However, to avoid misunderstandings that might occur in the future, it is necessary to have official evidence to understand and agree on their respective roles. It contains information such as the profile name, joining date, agreed salary, roles and responsibilities, reporting manager’s details, and other benefits that the candidate is eligible for.

Sending this letter to the candidate is important because it is the last step of the hiring process. Receiving an answer to the offer is also essential. If the candidate rejects the offer, then the organization can start looking toward other candidates, and if the candidate accepts the offer, then the organization can start preparing the onboarding process for them. That’s why organizations can choose to give a deadline for the candidates to accept the offer. Once the deadline passes, the offer is no longer valid.

Employers can also include details about different compliance policies that may be important for their position or the industry. The primary objective of job offer letter is to give candidates a basic understanding of the position they have been offered and their role within the company.

Purpose of an Offer Letter

Following are the reasons and purposes of the organization behind giving this letters:

  • It is a legal document that can be used by both the organization and the employee for future references.
  • It mentions the organization’s expectations from the employee.
  • It provides all the necessary details about the candidate’s role and job description.
  • It acts as a result for the interviews or tests given by the candidate for the job position.

Details to Include in a Job Offer Letter

Although the offer letter format and content can differ from organization to organization, here are some common details that must be included in this letter:

  • Job title
  • Joining date
  • Salary details
  • Working hours
  • Employee benefits (if any)
  • Probationary period (if any)
  • Reporting manager’s name and designation
  • List of documents required for joining
  • Organization policies
  • Signature of the concerned authority
  • Reporting manager’s name and designation

Offer Letter Format

Here is an example of the relieving letter with its format.

offer letter format

Offer Letter Sample

Mr. Nitin Shah applied for the role of an android developer in YTP software. They were invited and gave tests and interviews for the applied role. Their interviews went well and they were selected for the role, here is an example letter for mr. Nitin shah’s offer:

Date: May 17, 2022

To, Nitin Shah

Subject – Job Offer

Dear, Mr. Nitin

With reference to your application and subsequent interviews, it is our pleasure to offer you the position of Android Developer. You are expected to join duty on June 01, 2022

Your employment will take effect from the date of joining, which is not later than that. You are expected to join on or before the given date. You will be given a detailed Professional agreement order after joining. The offered salary for this role is ₹40.000 per month.

Offer stands cancelled in case of any failure to follow the Terms & Conditions of the Company. We take this opportunity of welcoming you to the YTP Software family for a long and fruitful association and invite you to participate in the enriching experience of building the organization towards greater heights of achievements.

Please sign and return the duplicate copy of this letter as a token of your acceptance of the above terms and conditions.

Wish you good luck in your future endeavors.
__________________( Signature )

Karan Desai
Sr. Manager HR & Operations,


Writing this letter can be difficult sometimes because there are lots of details and points to be included there. We have tried our best to provide all the necessary information about this letter. With the above format and offer letter sample, you can get an idea about the structure and build-up of this letter. We hope that you will be able to create the perfect offer letter for your organization.

Frequently Asked Questions

Is providing a job offer letter mandatory?

Providing these letters to the candidates that join the company is necessary as it is the only written proof of employment. It is beneficial for both the employer as well as the employees as it includes all the details and can be used as proof in case of any misunderstandings. In terms of legal aspects, providing this to hire someone is not mandatory. An organization can hire someone without providing them this letter but still almost all the organizations provide this letter to keep everything on record.

Does giving an offer letter mean confirmation of the job?

It is not necessary that getting this letter is confirmation of the job permanently. In some cases, candidates can be on probation period, and employers can discontinue employment if the candidate does not fulfill the criteria. And even in the happening of an uncertain event that is not as per the company’s code of conduct, employers can dismiss the employee. That’s why an appointment letter is given after the probation period as confirmation of the job.

Can the company cancel the offer?

Canceling an otter that the company itself offered to the candidate seems very unlikely because the company will make an offer only when they are sure about hiring the candidate. So canceling the offer is a very rare situation but still possible. The company can cancel the offer they made, but only before you have accepted it, they can’t cancel the offer after you have accepted it, and if they do then you can take legal actions against them unless they have cancelled it for any valid reason like your documents error or they found you doing something illegal.

Can you negotiate an offer?

If you feel that the amount of salary and other benefits in this letter are not worth your time and efforts, then you can negotiate with the concerned authority. You may mail or send a letter informing them of your demands. But an important thing that should be noted here is that you can only negotiate an offer before accepting the offer, once you have accepted the offer then negotiation is not possible.

Is the offer letter and appointment letter the same?

No, the offer letter and appointment letter are completely different. An offer letter is given when you clear all the interviews and tests, while an appointment letter is given after you join the organization. An appointment letter can be considered as an employment agreement or contract between the employee and employer.

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