Offer letter template
An offer letter confirms the role, compensation and joining details in writing. Keep it warm and easy to read, and put the detailed terms in the appointment letter or employment contract. Have your legal or HR adviser review your final version.
Template
Dear [Candidate name], We are delighted to offer you the position of [Job title] in our [Department] team at [Company name]. Everyone you met was impressed, and we’re excited about what you’ll bring to the team. Role: [Job title] Reporting to: [Manager name, title] Location: [Office location / Remote / Hybrid] Joining date: [Date] Annual compensation (CTC): [Amount], as detailed in the attached compensation structure Probation period: [Number] months This offer is subject to [background verification / submission of joining documents / other conditions]. Your detailed terms of employment will be set out in your appointment letter. Please confirm your acceptance by signing and returning this letter by [Date]. If you have any questions, contact [HR contact name] at [email / phone]. We look forward to welcoming you on [Joining date]. Warm regards, [Name] [Title] [Company name]
How to use this template
- Send the offer within a day or two of the final interview — speed matters.
- Attach a compensation breakdown so the CTC is easy to understand.
- Give a clear deadline to accept, with a named person to contact.
- Follow up by phone; a personal call often makes the difference.