Offer Letter Template (India) — Free Format
An offer letter is the employer's written offer of a job, setting out the role, joining date, compensation and key conditions such as background checks. Once the candidate accepts, it becomes a binding agreement, so it should match the employment agreement that follows.
Stamp, registration and e-sign at a glance
The three things to settle before anyone signs this agreement in India.
Offer letters are usually treated as letters of appointment and many states do not charge duty, but practice varies — check your state.
Check your state's rateRegistration is not required.
This agreement can be signed electronically with Aadhaar eSign or a DSC under the Information Technology Act, 2000. Electronic signatures listed in the Act's Second Schedule carry a presumption of reliability.
What cannot be e-signedWhat is a Offer Letter?
An offer letter is shorter than an employment agreement. It confirms the headline terms and conditions precedent — documents, background verification, notice from the current employer — and often attaches or refers to the full employment terms.
When to use it
- Making a formal job offer after interviews
- Confirming compensation and joining date before onboarding
- Setting conditions such as background verification and document checks
Key clauses checklist
Make sure your draft covers each of these. Linked clauses open a sample wording with drafting tips.
- Role, location and joining date
- Compensation summary Sample clause
- Conditions of offer
- Confidentiality of offer terms Sample clause
- Acceptance deadline
Indian law notes
Binding effect
An accepted offer letter is a contract under the Indian Contract Act, 1872. Withdrawing an accepted offer without a contractual right can expose the employer to a damages claim, so conditions for withdrawal should be stated.
Background verification
Background checks involve personal data. Under the DPDP Act, 2023, collect only what is needed, tell the candidate the purpose and obtain consent where required.
[COMPANY LETTERHEAD] Date: [Date] To, [Candidate Name] [Address] Subject: Offer of employment as [Designation] Dear [Candidate Name], We are pleased to offer you the position of [Designation] in our [Department] team at [Location], on the following terms. 1. Joining date: [Date], or another date we agree in writing. 2. Compensation: Your annual cost to company will be Rs. [Amount], as set out in the attached compensation structure. It includes statutory contributions and is subject to applicable tax deductions. 3. Probation: You will be on probation for [6] months from your joining date. 4. Conditions: This offer is subject to (a) satisfactory background and reference checks; (b) submission of the documents listed in Annexure 1; (c) you being free of any obligation to a current or former employer that would prevent you from joining or performing the role; and (d) signing our employment agreement and policies on joining. 5. Personal data: We will process the personal data you provide for recruitment, verification and onboarding, as described in our candidate privacy notice. By accepting, you consent to the background checks described in it. 6. Confidentiality: Please keep the terms of this offer confidential. 7. Acceptance: Please confirm acceptance by signing and returning a copy of this letter by [Date]. If we do not receive your acceptance by then, the offer will lapse. We look forward to welcoming you. For [Company Name] ____________ [Name], [Designation] ACCEPTANCE I accept the offer on the terms above. Signature: ____________ Name: [Candidate Name] Date: [Date] Annexure 1 – Documents to submit: [ID proof, address proof, education certificates, relieving letter, PAN, bank details]
Replace every [placeholder] and delete options that do not apply.
How to execute it
From blank template to a signed, stamped and stored contract.
Fill in the role, compensation and joining date.
Attach the compensation structure and document checklist.
Send it for e-signature with an acceptance deadline.
Run background checks only after the candidate consents.
Issue the full employment agreement on joining.
Frequently asked questions
Is an offer letter legally binding in India?
Yes, once accepted it is a contract. Its terms, including any conditions for withdrawal, are enforceable.
What is the difference between an offer letter and an appointment letter?
An offer letter proposes employment; an appointment letter, usually issued on joining, confirms the appointment with fuller terms.
Can an employer withdraw an accepted offer?
Only where the letter allows, for example if conditions such as background verification are not met. Otherwise withdrawal may amount to breach.
Related templates
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