Free form template · Word

Offer Acceptance Form

An offer acceptance form is the document a candidate signs to formally accept a job offer. It confirms the offer reference, key terms, joining date and declarations such as no conflicting commitments, and lists the documents the candidate will bring on the day of joining.

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[Company Logo][Company Name]

OFFER ACCEPTANCE FORM

Offer Ref. No.:: [Reference Number]
Offer Date:: [Date]

To,
The HR Department
[Company Name]
[Company Address]

Subject: Acceptance of Offer of Employment – [Designation]

I, [Candidate Name], accept the offer of employment made to me by [Company Name] vide the above reference, on the terms and conditions stated in the offer letter and its annexures.

Confirmed Terms

Term	Details
Designation	[Designation]
Department	[Department]
Annual CTC	₹[CTC]
Work Location	[Work Location]
Confirmed Date of Joining	[Date of Joining]

Declarations

I have resigned / will resign from my current employer by [Date] and will be relieved on or before my joining date
I am not bound by any bond or agreement that prevents me from joining
All information shared during recruitment is true and complete
I understand the offer is subject to satisfactory background verification and document checks

Documents I Will Submit on Joining

Photo ID and address proof
Aadhaar (masked copy)
PAN card
Education certificates and marksheets
Experience and relieving letters
Last 3 months' salary slips
UAN number
Bank account details / cancelled cheque
Passport-size photographs

I look forward to joining [Company Name].

Candidate Signature
[Candidate Name]
Place: [City]
Date: [Date]

Received by
[HR Name]
Date: [Date]

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What this template includes

Offer reference number and date
Confirmation of designation, CTC and location
Confirmed date of joining
Declaration on notice period and resignation status
Declaration of no conflicting bond or commitment
Pre-joining document checklist
Candidate signature

When to use it

Candidate returning acceptance of an offer letter
Formal acceptance when the offer letter has no acceptance section
Confirming a revised joining date in writing
Campus hires accepting offers months before joining

How to customise this template

1Pre-fill the offer terms before sending to the candidate
2Add a declaration on accepting conditions such as BGV clearance
3For campus hires, add a field for final semester result submission
4Allow a scanned signature or e-signature

HR tips

Ask the candidate to return the form within the acceptance deadline
Confirm receipt to the candidate the same day
Note that acceptance does not end the drop-off risk; keep engaging
Store the signed form with the offer letter

For HR & hiring managers

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Frequently asked questions

Is offer acceptance by email valid?+

Many companies accept an email acceptance, but a signed form gives a clearer record of the confirmed terms and joining date.

Can a candidate change the joining date after accepting?+

Yes, by mutual agreement. Record the revised date in writing.

What documents are asked after offer acceptance?+

Typically ID and address proof, education and experience certificates, last salary slips, relieving letter, PAN, UAN and bank details.

All 50 recruitment & hiring →

[Company Logo][Company Name]

OFFER APPROVAL FORM

Offer Approval No.:: [Reference Number]
Requisition / Selection Ref.:: [Requisition Number] / [Selection Ref]
Salary Approval Ref.:: [Salary Approval Ref]
Date:: [Date]

1. Offer Terms

Term	Proposed	Standard Policy?
Candidate Name	[Candidate Name]	-
Designation	[Designation]	[Yes / No]
Grade	[Grade]	[Yes / No]
Department	[Department]	-
Work Location	[Work Location]	-
Reporting Manager	[Reporting Manager]	-
Annual CTC	₹[CTC]	[Yes / No]
Probation	[Months] months	[Yes / No]
Notice Period (probation / confirmed)	[Days] / [Notice Period]	[Yes / No]
Date of Joining	[Date of Joining]	-
Special clauses	[Joining bonus clawback / bond / IP / non-solicit]	[Yes / No]

2. Pre-offer Checks

All interview rounds completed and documented
Salary approval obtained
Current CTC proof received
Reference check completed / scheduled
Background verification consent obtained
Offer letter drafted on approved template

3. Offer Validity

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Offer Approval Form

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[Company Logo][Company Name]
OFFER DECLINE FORM
Offer Ref. No.:
[Reference Number]
Candidate Name:
[Candidate Name]
Position:
[Designation]
Date of Decline:
[Date]
1. Decline Stage
- Declined before accepting the offer
- Withdrew after accepting the offer
- Did not report on the date of joining
2. Main Reason (tick up to two)
- Better compensation elsewhere
- Counter-offer from current employer
- Location / relocation concerns
- Role or growth not as expected
- Work timings or shift
- Personal / family reasons
- Hiring process took too long
- Other: [Specify]
3. Competing Offer (optional)
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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
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Recruitment Requisition Form
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[Company Logo][Company Name]
JOB OPENING FORM
Opening ID:
[Reference Number]
Linked Requisition No.:
[Requisition Number]
Date:
[Date]
Section 1 – Opening Details
Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required
Section 2 – Salary and Benefits Display
- Show salary range: ₹[Amount] – ₹[Amount] per annum
- Show 'Best in industry / Negotiable'
- Do not display salary
- Mention benefits: PF, health insurance, [Other]
Section 3 – Posting Schedule
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[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
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Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions