Job Offer Letter Generator

Write the offer letter in the order the candidate will check it, so each question is answered once:

1. Reference number, date, candidate's name and address.
2. Role: designation, team, reporting manager and work location.
3. Pay: total CTC in the body, broken into fixed, variable and one-time amounts, with the full breakup in an annexure.
4. Conditions the offer depends on.
5. Joining date and what happens on joining (the appointment letter).
6. Acceptance deadline and how to accept.
7. Signature and an acceptance block for the candidate.

Keep probation and notice details short here and put the full terms in the appointment letter. If you do mention them, the numbers must match your HR policy exactly.

Most disputes about pay start with a CTC figure the candidate read as cash. A breakup annexure with monthly and annual columns, grouped by type, prevents that:

Two recent changes affect older templates. The mandatory PF wage ceiling rose from ₹15,000 to ₹25,000 a month on 17 September 2026, so check how your template works out employer PF (12% of PF wages) for salaries near or above the old ceiling. And under the Code on Social Security, 2020, in force since 21 November 2025, "wages" must be at least 50% of total remuneration, so a structure with a very low basic can mean gratuity is computed on a higher base than the template assumes.

List every condition the offer depends on, in the letter itself, not just in an email:

• Background and reference verification, and what happens if it finds a discrepancy.
• Documents to bring on joining: degree certificates, identity proof, the relieving letter or resignation acceptance from the current employer.
• Joining by a stated date, with any change agreed in writing.
• Any role-specific condition, such as a medical check or a professional registration.

Give a specific deadline (date and time) and say the offer lapses if it isn't accepted by then. Without one, a candidate can accept weeks later after you have filled the role.

The generator above writes a short four-paragraph offer with role, start date, a single compensation figure and a general background-check condition. The sample below is the fuller version employers use when they want fewer disputes: it splits CTC into fixed and variable, states the joining bonus repayment condition, lists each contingency, sets a deadline after which the offer lapses and includes an acceptance block.

• CTC in the letter differs from the annexure after a late revision.
• Variable pay written as if guaranteed, or with no basis for the payout.
• Joining bonus with no repayment condition in writing, then a recovery attempt when the employee leaves early.
• Promises made on a call (remote days, a review after six months) that never made it into the letter.
• Withdrawing an accepted offer for a reason the letter never listed as a condition.