A job offer letter is a critical document that all businesses, startups or large corporations, need to send out when they hire someone. It sets the right tone for new hires, what is expected of them, and protects a company from unforeseeable circumstances like confidential information getting leaked.
Let’s understand what an offer letter is and what it includes. Also, get free offer letter templates in MS Word (editable) and PDF format.
Table of Contents
What is an offer letter?
An offer letter is a formal document sent to the candidate who successfully clears the selection process for a particular job position. It contains all the critical information about the job offer, role, and the company.
A signed offer letter implies a basic legal contract between you and your new employer. However, the employer can revoke the offer under section 5 of the Indian Contract Act, 1872:
“A proposal may be revoked at any time before the communication of its acceptance is complete as against the proposer, but not afterwards.”
Similarly, “ An acceptance may be revoked at any time before the communication of the acceptance is complete as against the acceptor, but not afterwards.”
What is included in a job offer letter?
Employers must ensure that the following critical information is included in the job offer letter:
1. Job title
The potential employee’s position at work and level of responsibilities after getting selected.
2. Job description
A written narrative that lists down the core responsibilities, general tasks, and other associated duties.
3. Starting date
The scheduled date when the new hire is expected to join the company and start working.
4. Work schedule
The expected volume of work, like hours per day or days per week, that the employee must put in at the job.
5. Reporting structure
The inter-relationship between various authorities within a company. In other words, it describes the hierarchical chain of command – who reports to whom.
6. Salary
The compensation paid to the employees in exchange for their service. An employer needs to factor in various components of salary while calculating it in India. Typically, it includes base salary, wages, commissions, incentives, etc.
[Read more about salary structure, components, and calculation here]
We understand that salary calculation can be tedious. Sign up on RazorpayX Payroll for free to use the CTC calculator and salary preview tool. Using these, you can generate the salary structure and see an employee’s in-hand salary by entering a few details.
7. Employee benefits
The indirect and non-cash components paid to the employees over and above their salaries.
8. Privacy policies
A section of the offer letter that discloses how the employer manages customer data and how the prospective employee has to follow it.
9. Termination conditions
The clause or provision for terminating an employee’s work within an organisation.
Types of job offer letter examples
Standard offer letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin]
[Date]
Dear [Candidate’s Full Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. We were thoroughly impressed by your qualifications, experience, and interview performance, and we believe you will make a valuable addition to our team.
Job Details:
– Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
Benefits and Perks:
– [List of Benefits and Perks]
Please indicate your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. You can also reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any clarification or assistance you may require.
We are excited to have you join our team and look forward to your contributions.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Executive job offer letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, PIN]
[Date]
Dear [Candidate’s Full Name],
It is with great pleasure that we extend an offer for the position of [Job Title] at [Company Name]. Your impressive track record and leadership experience align perfectly with our company’s vision and goals.
Job Details:-
Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
– Signing Bonus: [Signing Bonus Details]
Benefits and Perks:
– [List of Executive Benefits and Perks]
Please signify your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Feel free to contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any queries or assistance.
We eagerly anticipate your leadership contributions to our organization.
Warm Regards,
[HR Director’s Name]
[HR Director’s Title]
[Contact Information]
Internship offer letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, PIN]
[Date]
Dear [Candidate’s Full Name],
We are excited to extend an offer for the [Internship Title] position at [Company Name]. Your enthusiasm and potential align well with our internship program’s objectives.
Internship Details:- Internship Title: [Internship Title]
– Department: [Department]
– Start Date: [Start Date]
– Duration: [Duration (e.g., 3 months)]
– Compensation: [Stipend or Compensation Details]
Expectations and Benefits:
– [Internship Expectations and Benefits]
Kindly confirm your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Should you have any questions or need further information, please reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We look forward to having you join us for this valuable learning experience.
Best Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Remote job offer letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, PIN]
[Date]
Dear [Candidate’s Full Name],
We are thrilled to offer you the remote position of [Job Title] at [Company Name]. Your skills and expertise make you an excellent fit for our team, and we are excited to have you contribute to our company’s success remotely.
Job Details:- Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
Remote Work Setup:
– [Remote Work Policy and Equipment Details]
Please confirm your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. For any inquiries or assistance, please contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We look forward to your valuable contributions as a remote team member.
Best Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Part-time job offer letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, PIN]
[Date]
Dear [Candidate’s Full Name],
We are pleased to extend an offer for the part-time position of [Job Title] at [Company Name]. Your skills and availability make you an excellent candidate to contribute to our team in a part-time capacity.
Job Details:
– Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Hourly Rate or Compensation Details]
Part-Time Schedule:
– [Part-Time Schedule Details]
Please indicate your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Should you have any questions or require assistance, please reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We are excited to have you join us in this part-time role.
Warm Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Job Offer letter template
You can download the above offer letter for free in Word (editable) or PDF format from below. Both versions contain the offer letter format with salary structure.
Download Offer Letter in Word for Free
Download Offer Letter in PDF for Free
Generate offer letters with a click in RazorpayX Payroll
RazorpayX Payroll is a modern HR and payroll software that comes with in-built HR letter templates, including offer letters. You can also customise the offer letter template as per your specific requirement or add a new one.
FAQs
1. How long does HR take to issue a job offer letter?
The time taken depends on several factors. Offer letters containing specific and complicated employee benefits may take a little longer to prepare, possibly a few weeks. Overall, the time taken to roll out offer letters post-selection falls in the range of a few days to two weeks.
2. What is the job offer acceptance rate?
It is a metric that depicts how many of the rolled-out offer letters are accepted by the selected candidates. The acceptance rate is computed by dividing the number of accepted offers by the total number of job offers rolled out. The higher the acceptance rate, the better it is for the employer.
3. Is an offer letter legally binding?
Once a job offer is accepted, it becomes a legal contract between the employer and employee. The employee has the right to the job; however, the employer can revoke the offer under certain conditions mentioned in the Indian Contract Act, 1872. The offer letter may or may not have a fine print or clause in which the employer has explicitly mentioned the consequences of not joining the company.
4. How long is an offer letter valid?
It is usually mentioned in the offer letter or the HR/employer will tell the candidate over the phone or email. Usually, a week is given to candidates to think about the offer.
5. What is the difference between an offer letter and a joining letter?
An offer letter is the first formal document sent to the candidate after clearing all selection rounds. However, it can be turned down by a candidate or passed onto a different candidate by the employer. A joining letter or appointment letter is the final confirmation that the candidate has accepted the offer. Also, the latter is more detailed regarding the role and position.
