Job Offer Letter : Guide on What it is, How To Write + Free Templates
Download Job Offer Letter Word Format For Free
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A well-written job offer letter can be the difference between good job acceptance rates and higher recruitment costs.
Therefore, a job offer letter matters even more: it’s the first point of communication between your brand and the candidate. So, a concise but detailed hiring letter can make a good first impression. As we often say, “first impression is the last impression”. In this guide, we will first learn what an offer letter is and the basics of writing this letter. Then, we will give you some samples that you can customize as per your needs. We have also included free downloadable letter templates!
Offer Letter Meaning
An offer letter is a formal document sent by an employer that extends your job offer to the candidate. Such a letter is sent to a candidate after the recruitment process and is an official letter for offering a job.
Technically, an offer notice is not legally binding in India. However, it does establish a formal relationship between the employer and candidate. So, what an employer includes in an employment offer letter becomes even more important.
What is Included in an Offer Letter?
To draft a job offer letter, it is necessary to include all the key details in a hiring letter. You could lose valuable talent if you do not include specific details.
So, include –
- Job Title: It would give a clear idea to the candidate of their roles and responsibilities.
- Payment Duration: There could be legal consequences if you mention biweekly payments and pay the salary on a monthly basis.
- Deductions And Benefits: Specify deductions like EPF and ESI. Also, include details about gratuity and other benefits.
- Location And Shift Timings: Mention your working model such as remote or in-office. Also, provide details related to shift timings.
- Joining Date: Mentioned the proposed joining date.
- Employment Contingencies: Provide details about contingencies such as employment forms, background checks, and past employment records.
Let’s explore the standard offer letter format and templates for different roles.
Standard Offer Letter Format
This is a standard offer letter format. You can customize this format as per your needs and the offered job roles.
Dear (candidate’s name),
We, at (the company name), are glad to offer you the role of (designation).
We hope to receive your services from (starting date). You would be joining our organization after necessary background checks and testing. As a software developer, you will be responsible for (mention roles and responsibilities in brief). Hence, you will be reporting to (manager’s name). Your role is a WFH role; we require you to be available during (mention shift timings and working days).
We offer you the starting salary of (mention the amount and payment duration) through (mention the mode of payment). Your first pay period will be on (mention the date). The (company name) also offers additional benefits such as (mention benefits like PF, ESI, gratuity, and other complementary benefits that your organization offers). Please confirm your acceptance of this offer by (offer expiration date).
Regards,
[Your Signature]
[Printed Name]
[Title]
Candidate Signature: ______________________________
Candidate Printed Name: ______________________________
Date: ______________________________
Best Company Offer Letter Template for Hiring Managers
Here are seven hiring letter templates. We have covered most of the roles, and you can also find a casual job offer template. You can customize the templates as per your needs, but try to maintain the tone as it is.
Sample 1: Simple Job Offer Letter Template
Dear (candidate’s name),
We are delighted to offer you the position of (job title).
Job title: (Graphic Designer)
Starting date: (01/09/2025)
Salary (20,000 per month)
This offer is contingent upon further background checks and, therefore, should not be considered a contract. Please accept this offer by (offer expiration date).
Sincerely,
[Your Signature]
[Job Title]
Sample 2: Internship Offer Letter Template
Dear (candidate’s name),
We would be pleased to have you as an intern in (domain/department). This would be a six-month internship with a stipend of (mention the amount and duration of payment). Upon the completion of six months, we will offer you a permanent position at (company name) on the basis of your performance and skill development.
Kindly consider this as an offer letter and not an employment contract or an appointment letter. Please respond to this letter by (offer expiration date) to accept the role of intern in (domain/department).
Sincerely,
[Your Signature]
[Printed Name]
[Title]
Sample 3: Casual Job Offer Letter Template
Dear (candidate’s name),
We’re excited to welcome you as our Content Strategist. Your starting compensation will be (amount) per (pay period). You’ll report to (Manager’s Name) in the (Department). Your schedule is hybrid: on-site at (location) Monday–Wednesday, with work from home on Thursday and Friday. In addition to your salary, (Company Name) offers a comprehensive benefits package.
Please respond to this offer and accept this offer by (offer expiration date).
Regards,
[Your Signature]
[Printed Name]
[Job Title]
Sample 4: Offer Letter Template for Remote & Hybrid Role
Dear (candidate’s name),
We are pleased to offer this position of (job title). Your expected start date is (starting date). We are also pleased to tell you that we offer both remote and hybrid working arrangements. So, if you prefer a hybrid working environment, then you will be reporting at (location of your office) on (specify weekdays). However, if you prefer to work remotely, then you will need to be available from (weekdays) during (working hours).
We offer you the starting salary of (amount and payment cycle). You are expected to perform (roles and responsibilities) as outlined in the job description.
Please respond to this letter by (offer expiration date) to accept this job offer.
Regards,
[Your Signature]
[Title]
Sample 5: Part-Time Offer Letter Template
Dear Mr/Ms (full name),
We are happy to offer you the part-time position of (job title) at (company name). You will be working with us for the duration of (mention the duration). Here are other relevant details for your role
- Job title
- Salary
- Benefits
- Working arrangement
- Roles and expectations
Please write back to us by (offer expiration date) to accept this job offer.
Best regards,
[Your name]
[Signature]
Sample 6: Employment Offer Letter Template for an It/Software Developer
Dear (candidate’s name),
We are delighted to offer you the position of software developer at (company name).Starting (Start Date), you’ll join us as a Software Developer, reporting to (Manager’s Name), (Department). Key duties: (Duty 1), (Duty 2), (Duty 3). We are happy to offer you the salary of (amount, payment frequency, and mode of payment). You will join us at (location of your office). Please respond to us by (offer expiration date) to accept our offer.
Your’s sincerely,
Your name
Signature
Sample 7: Internal Promotion Offer Letter (Email Format)
Dear (candidate’s name),
We congratulate you on being promoted to (mention the new position). Along with this, the leadership has also decided to increase your salary from (current amount) to (new amount). As before, you will be paid on a monthly basis via direct deposit. You are expected to enroll in a training program tailored to your new position. The training duration will be (mention duration). We hope that you will keep furthering your career with (company name).
Your’s truly,
[Your Signature]
[Printed Name]
How to Write an Offer Letter (Step-By-Step Guide)
Here is a brief, step-by-step guide for writing an employment offer letter. –
- Gather relevant information. Collect all the candidate details that you would be mentioning.
- Check the details related to the proposed salary arrangements.
- Start writing the letter. Be concise, but make sure to include necessary details as shown in the samples. Also, make sure that the tone of your letter reflects your brand’s identity.
- Although an offer notice is just an invitation letter, reading it thoroughly is useful.
- Send the letter via a secure platform.
Pro tip: Did you know that 46% of candidates ghosted organizations in 2024 after receiving a job offer for various reasons? Rely on factoHR, your one-stop solution for recruiting candidates and reducing recruitment costs. Your customized letters are just a click away! Insert the relevant details and factoHR will generate customized company offer letters in minutes.
Final Offer Letter Checklist
Here is a checklist that you can use for speeding up the process of writing a job offer letter. –
- Keep the contact details of the candidate on hand.
- Use a copyable template for roles and responsibilities.
- Also, give a verbal offer and discuss the terms in a meeting before writing a formal letter.
- Use an AI-powered system for generating letters. It would significantly reduce the time spent writing an offer letter.
Offer Letter vs. Appointment Letter: What’s the Real Difference?
Although offer letters and appointment letters appear to be similar, there are many differences between the two. For example, an offer letter is not a legally binding document, but an appointment letter is considered a legal document. Here is a table that lists the major differences between an employee offer letter and an appointment letter.
| Aspect | Offer Letter | Appointment Letter |
|---|---|---|
| Purpose | Shows intent to hire | Confirms employment |
| Timing | Given before joining | Issued after joining |
| Nature | Indicative, provisional | Binding, formal |
| Content | Role, salary, joining date, basic terms | Detailed terms, conditions, duties, policies |
| Legal Status | Not a complete contract | Serves as an employment contract |
| Employer’s Right | Can be withdrawn before acceptance or joining | Harder to revoke once issued |
| Employee’s Rights | The candidate may accept or decline | Employee gains enforceable rights |
| Reliance | Creates expectation | Creates a legal relationship |
| Duration | Short, initial communication | Long, detailed documentation |
| Scope | Limited information | Comprehensive obligations and rights |
Read More: How to write an appointment letter
Offer Acceptance Letter Format
Here is a general, standard format for an offer acceptance letter. Candidates can customize it as per their requirements.
Dear (employer’s name),
Thank you for the offer. I’m pleased to accept the position as outlined in your offer letter dated (Date) and will join on (Start Date). I confirm my acceptance of the terms, including (salary), (work location), and any other conditions noted. I’m excited to work with (Company Name) and contribute to the team.
Sincerely,
(Your name),
(Your contact information, including your email address and phone number)
Speed up Hiring: Auto Offer Letters with Tracking
Now you know the importance of a structured, customized, and well-communicated employee offer letter. It essentially determines whether a candidate will join your organization after selection, as most, if not all, candidates focus on the offered facilities.
factoHR, a digital-first solution, can speed up your hiring and help you generate, customize, and even track your job offer. All you need to do is paste the candidate’s details, and factoHR will do the rest, from offering ready-made templates to tracking the job status. It also allows for customization, so that you can tailor the letter to your brand’s identity.
Book a demo and see factoHR in action for yourself!
FAQs
What are the Types of Offer Letters?
There are many types of offer letters, and each type is based on the specific role. For example, a letter for an intern would be different from a formal offer letter for a senior position.
What is the Difference Between a Job Offer Letter and an Employment Contract?
The main difference between a real job offer letter and an employment contract is that a job letter only shows the “intent to hire”. In contrast, an employment contract details all the relevant clauses and provisions of working with an organization. In India, an offer letter is not legally binding, but an employment contract is a legal document.
What is the Difference Between a Job Offer Letter and a Confirmation Letter?
There are three major differences between an employee offer letter and a confirmation letter. –
- An offer notice is sent at the initial stage of offering a job. Conversely, a confirmation letter is sent when the selection process and background checks are complete.
- As mentioned, a hiring letter only shows “the intent to hire”, but a confirmation letter confirms that a candidate is a permanent employee.
- In India, an offer letter is not legally binding. However, a confirmation letter is a legal document. So, after receiving a confirmation letter, an employee gets protection under the Industrial Disputes Act (1947) and under the Shops and Establishments Acts.
Does an Offer Letter Mean that the Candidate Got the Job?
An offer letter is only a job offer, and it does not categorically specify that a candidate has been selected. It only invites a candidate to accept the given job offer.
How Long does It Take to Receive an Offer Letter?
It depends on an organization’s policy. Some firms offer it after the interview process, while others conduct some simulation tests as well.
How do You Calculate the Job Offer Acceptance Rate?
The formula for calculating Job Offer Acceptance Rate or JOAR is – JOAR = (Number of accepted offers ÷ Total number of offers extended) × 100
For example, if your company offered 50 job offers. If 40 job offers are accepted out of 50, then the JOAR for those offers would be 80%.
What Employers Can do to Prevent Fake Offer Letters
Employers can take measures such as –
- Send the letter via a secure platform. Encrypted and ISO certified platforms are advisable.
- Send letters only from your company letterhead and official email domain. Strictly avoid personal or generic email addresses.
- Develop or provide a verification mechanism through which candidates can verify the authenticity of your letter. You can use unique reference numbers or QR codes.
- Establish and mandate an SOP for sending real offer letters. Make sure that your HR professionals follow this documented SOP.
- Report to cyber sales. In India, various laws such as The IT Act (2000) and Bharatiya Nyaya Sanhita (2024) (also known as BNS). Regulate offences like fraud and other offences. You can also report to the national cyber cell portal.
Can a Company Take Legal Action if Someone Issues a Fake Offer Letter in Their Name?
Yes, a company can take legal action if someone uses their identity in a fake letter or related theft. Sections 156, 157, and 158 of BNS provide for registering complaints related to cheating, impersonation, identity theft, and fraudulent digital communication.
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