Free letter template · Word

Offer Letter Format for Bank and NBFC

This offer letter is for private banks, small finance banks, NBFCs and microfinance companies hiring relationship managers, credit officers, collection staff and branch teams. It covers pay with incentives and adds the conditions financial institutions need: BGV and credit checks, KYC/AML responsibility, customer data secrecy and fair collection conduct.

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[Company Logo][Company Name]

OFFER LETTER

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

To,
[Candidate Name]
[Candidate Address]

Subject: Offer of Employment – [Designation], [Product / Vertical]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] in the [Product / Vertical] business of [Company Name], posted at our [Branch Name] branch, [Work Location]. You will report to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Compensation

Component	Annual (₹)
Fixed Pay (Basic, HRA, allowances)	[Amount]
Employer PF and Gratuity	[Amount]
Total Fixed CTC	[CTC]
Target Incentive / Variable Pay	[Amount]

Incentives will be paid as per the applicable scheme and are linked to quality of business, including disbursement, collection efficiency and compliance, not volume alone.

2. Regulatory and Conduct Obligations

KYC and AML: You shall complete customer due diligence as per the company's KYC policy, never accept incomplete or doubtful documents, and report suspicious transactions through the designated internal channel without informing the customer.
Confidentiality: Customer account details, loan files, credit bureau data and internal financial information shall be kept secret and used only for authorised work, during and after employment.
Fair practices: You shall disclose product terms honestly, not collect any unauthorised payment or fee, and not mis-sell any product.
Collection conduct: Where your role involves recovery, you shall follow the fair practices code, identify yourself, contact customers only at reasonable hours and never use threats or abusive language.
Cash and approvals: You shall follow dual-control, cash-handling and delegation-of-power rules applicable to your role.

3. Conditions

This offer is subject to satisfactory background verification, including education, employment, address, court records and, with your consent, a credit bureau check. You may be transferred to any branch or office of the company. Probation will be [Probation Period] months and notice period [Notice Period].

Please bring your certificates, relieving documents, PAN, Aadhaar (last 4 digits / masked copy), UAN and cancelled cheque on joining, and return the signed copy of this letter by [Date].

Yours sincerely,

For [Company Name]
[Authorised Signatory]
Human Resources

Accepted by
[Candidate Name]
Date: [Date]

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What this template includes

Role, branch and product line
Fixed pay plus incentive or variable pay under a separate scheme
Background verification including credit bureau check where the role handles money
KYC, AML and suspicious transaction reporting responsibilities
Customer data secrecy and insider information rules
Fair practices and collection conduct obligations

When to use it

Hiring relationship managers or sales officers for loans, cards or deposits
Recruiting credit, risk or operations officers at a branch or hub
Offering field collection officer roles in an NBFC or MFI
Hiring branch managers who will handle cash and approvals

How to customise this template

1Name the product vertical (home loan, gold loan, microfinance, CASA)
2Insert the incentive scheme reference and payout frequency
3Adjust the transfer clause to your branch network
4Add a fidelity or cash-handling clause for branch and teller roles
5Attach your fair practices and code of conduct documents

HR tips

Obtain written consent before running a credit bureau check on a candidate
Keep incentive terms separate so revisions do not need fresh offers
Make clear that mis-selling and unauthorised fees are serious misconduct
Train collection staff on respectful conduct before deploying them

This template is a starting point. Review it against applicable labour laws, regulatory guidelines that apply to your entity, internal policies and with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

Can a bank or NBFC run a credit check on a candidate?+

Many do for roles that handle money, with the candidate's written consent. State it as part of background verification in the offer.

What is the AML clause in a bank offer letter?+

It commits the employee to follow KYC and anti-money laundering procedures and to report suspicious transactions through internal channels, without tipping off the customer.

Should collection staff have special terms?+

Yes. Their offer should require compliance with the company's fair practices code: no harassment, calls only at reasonable hours and identification when visiting customers.

All 55 industry editions →

[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment – [Designation], [Department]
Dear [Candidate Name],

With reference to your application and the interviews held, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name], based at [Work Location]. You will report to [Reporting Manager]. We request you to join on or before [Date of Joining].
1. Compensation
Your annual Cost to Company (CTC) will be ₹[CTC], as detailed below. Statutory deductions such as PF, ESI (if applicable), professional tax and income tax will be made as per law.
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Offer Letter Format for Pharma Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Candidate ID:
[Candidate ID]
To,
[Candidate Name]
[Candidate Address]
[Email Address]
Subject: Offer of Employment – [Designation] ([Grade])
Dear [Candidate Name],

Congratulations! Following our discussions, [Company Name] is pleased to offer you the position of [Designation] at grade [Grade] in our [Department] practice. Your base location will be [Work Location] and you will report to [Reporting Manager]. Your expected date of joining is [Date of Joining].
Compensation
Component Annual (₹)
Fixed Pay (Basic, HRA, allowances) [Amount]
Employer PF Contribution [Amount]
Gratuity [Amount]
Target Variable Pay [Amount]
Total CTC [CTC]
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Offer Letter Format for IT Company
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[Company Logo][Company Name]
LETTER OF OFFER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer for the Role of [Designation] – [Team Name]
Dear [Candidate Name],

It was great speaking with you. We are happy to offer you the role of [Designation] in the [Team Name] team at [Company Name]. You will primarily work on [Product / Client Project] using [Tech Stack], reporting to [Reporting Manager]. Your work arrangement will be [Onsite / Hybrid / Remote] with base location [Work Location], and your proposed date of joining is [Date of Joining].
1. Compensation and Benefits
- Annual CTC: ₹[CTC], including fixed pay, employer PF contribution and gratuity.
- Performance bonus: up to ₹[Amount] per year, based on the bonus plan.
- ESOP: a proposed grant of [Number] options, subject to the company's ESOP plan, board approval and the vesting schedule in your grant letter.
- Equipment: a company laptop with licensed tools / a monthly device allowance of ₹[Amount].
- Health insurance for you and dependants as per policy.
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Offer Letter Format for Software Development Company
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[Company Logo][Company Name]

OFFER OF EMPLOYMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Plant:: [Plant Name]

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

Component	Monthly (₹)
Basic Salary	[Basic Salary]
Dearness Allowance (DA)	[Amount]
HRA	[HRA]
Conveyance / Shift Allowance	[Amount]
Gross Monthly Wages	[Amount]
Employer PF (12% of basic + DA, as per rules)	[Amount]
Employer ESI (if eligible)	[Amount]

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Offer Letter Format for Manufacturing Company

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[Company Logo][Company Name]

OFFER LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Process:: [Process Name]

To,
[Candidate Name]
[Candidate Address]
Mobile: [Mobile Number]

Subject: Offer of Employment – [Designation], [Process Name]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] for the [Process Name] ([Voice / Non-Voice]) process at our [Work Location] centre, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Salary Structure

Component	Monthly (₹)
Basic Salary	[Basic Salary]
HRA	[HRA]
Other Allowances	[Amount]
Night Shift Allowance (eligible shifts)	[Amount]
Attendance Incentive (on meeting criteria)	[Amount]
Employer PF / ESI	[Amount]
Monthly CTC	[Amount]

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Offer Letter Format for BPO Company

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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Appointment as [Designation] – [Department / Unit]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] in the [Department / Unit] of [Hospital Name], [Work Location], reporting to [Reporting Manager]. Kindly report to the HR department on [Date of Joining].
1. Remuneration
Component Monthly (₹)
Basic Salary [Basic Salary]
HRA [HRA]
Special Unit Allowance (ICU/ER/OT) [Amount]
Night Duty Allowance [Amount]
Employer PF / ESI [Amount]
Monthly CTC [Amount]
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Offer Letter Format for Hospital
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[Company Logo][Company Name]
LETTER OF OFFER
Ref. No.:
[Reference Number]
Date:
[Date]
Academic Session:
[Session Year]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Appointment as [Designation] ([Subject])
Dear [Candidate Name],

We are happy to offer you the position of [Designation] for [Subject] for classes [Classes] at [School Name], [Work Location], affiliated to [Board]. You will report to the Principal / [Reporting Manager]. Please join on [Date of Joining].
1. Salary and Benefits
Your consolidated monthly salary will be ₹[Amount] (Basic ₹[Basic Salary], allowances ₹[Amount]), amounting to an annual CTC of ₹[CTC]. You will be covered under PF and ESI as applicable. Salary during summer and winter vacations will be paid as per school policy.
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Offer Letter Format for School
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Store Code:
[Store Code]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Store Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at our [Store Name] store, [Work Location], reporting to the Store Manager, [Reporting Manager]. Please report at the store at [Time] on [Date of Joining].
1. Pay and Incentives
- Monthly gross salary: ₹[Amount] (Basic ₹[Basic Salary], HRA ₹[HRA], other allowances ₹[Amount]).
- Annual CTC: ₹[CTC], including employer PF and ESI as applicable.
- Sales incentive: as per the store incentive scheme, linked to achievement of store and individual targets.
- Staff discount: [Percentage]% on store purchases as per the staff purchase policy.
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Offer Letter Format for Retail Company
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Component	Annual (₹)
Fixed Pay (Basic, HRA, allowances)	[Amount]
Employer PF Contribution	[Amount]
Gratuity	[Amount]
Target Variable Pay	[Amount]
Total CTC	[CTC]

Offer Letter Format for Bank and NBFC

Preview of the letter

Subject: Offer of Employment – [Designation], [Product / Vertical]

1. Compensation

2. Regulatory and Conduct Obligations

3. Conditions

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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