Free form template · Word

Offer Approval Form

An offer approval form is the final internal sign-off on every term that will appear in the offer letter: designation, grade, CTC, joining date, probation, notice period, location and special conditions. Once signed, HR can release the offer knowing nothing will need to be withdrawn or corrected.

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[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

Offer to be released on
Acceptance deadline
Backup candidate (if offer declined)

4. Approvals

Approver	Name	Approved (Y/N)	Signature & Date
Hiring Manager	[Reporting Manager]
HR Head	[HR Name]
Business Head / CEO	[Name]

The approvers confirm that the offer terms above are authorised and may be issued to the candidate. Any change after release requires fresh approval.

Prepared by
[HR Name]
Date: [Date]

Final Approval
[Authorised Signatory]
[Designation]

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What this template includes

Links to requisition, selection and salary approval references
Complete list of offer terms exactly as they will appear
Non-standard terms highlighted for attention
Pre-offer checks completed
Offer validity and acceptance deadline
Signatures from authorised approvers

When to use it

Just before drafting and releasing the offer letter
When offer terms differ from the standard policy
Offers that include joining bonus, relocation or retention clauses
Companies with formal delegation-of-authority rules

How to customise this template

1Match the term list to the fields in your offer letter template
2Add industry clauses such as bond, non-compete or IP assignment for review
3Set approvers by grade
4Add an e-signature field if approvals happen in your HRMS

HR tips

Approve the exact wording of non-standard clauses, not just the idea
Confirm the designation matches the grade structure to avoid future disputes
Set a realistic acceptance deadline, typically a few working days
Keep the approved form with the offer letter in the employee file

This template is a starting point. Offer terms should be reviewed against applicable labour laws, state Shops and Establishments or standing orders rules, and company policy, with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

What is the difference between salary approval and offer approval?+

Salary approval covers compensation only. Offer approval covers every term in the offer letter, including probation, notice, location and special clauses.

Can an offer be released without written approval?+

It is risky. Written approval prevents offers being withdrawn later because a term was not authorised.

How long should an offer be valid?+

Many companies keep an offer open for three to seven days, but this can be adjusted for senior roles.

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Designation
Department
Grade
Number of Positions
Work Location
Type: New / Replacement

Approved Headcount	Current Headcount	Open Positions	Headcount After This Hire
[Number]	[Number]	[Number]	[Number]

[Company Logo][Company Name]

CANDIDATE SALARY APPROVAL FORM

Approval Ref.:: [Reference Number]
Candidate Name:: [Candidate Name]
Position / Grade:: [Designation] / [Grade]
Date:: [Date]

1. Proposed CTC Breakup

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special / Other Allowances	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF contribution	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]
Gratuity provision	[Amount]	[Amount]
Annual variable / bonus	-	[Amount]
Total CTC	[Amount]	[CTC]

2. Band Position

Band Minimum (₹)	Mid-point (₹)	Band Maximum (₹)	Proposed (₹)	Compa-ratio
[Amount]	[Amount]	[Amount]	[CTC]	[Ratio]

3. Internal Parity

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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]
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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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[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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Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions