This general employee offer letter format lets an employer make a written offer to a selected general employee candidate, with terms on standard joining terms for any department. HR issues it after the final interview and salary approval, before the joining date, and the candidate signs a copy to accept.
With reference to your application and the subsequent discussions, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. Your detailed job description will be shared by your Reporting Manager on joining.
1. Key Responsibilities
Perform the duties assigned by your Reporting Manager for the [Designation] role
Follow company policies, attendance rules and timelines
Maintain records and reports relevant to your function
Coordinate with other departments to complete assigned work
Take up additional responsibilities reasonably related to your role
2. Compensation (CTC Breakup)
Your annual Cost to Company will be ₹[CTC], structured as below. Statutory deductions such as employee PF (12% of basic, subject to applicable wage ceiling rules), ESI if eligible, professional tax and income tax will be made as per law.
Component
Monthly (₹)
Annual (₹)
Basic Salary
[Basic Salary]
[Amount]
House Rent Allowance (HRA)
[HRA]
[Amount]
Special Allowance
[Amount]
[Amount]
Employer PF Contribution
[Amount]
[Amount]
Gratuity (as per law)
—
[Amount]
Total Cost to Company (CTC)
[Amount]
[CTC]
3. Probation and Notice Period
You will be on probation for 6 months from your date of joining. On satisfactory review, you will be confirmed in writing; the company may extend probation if needed. During probation, either party may end employment with [Notice Period] notice; after confirmation, the notice period will be one month or salary in lieu, as per company policy.
4. Confidentiality and Conduct
In your role as an employee, you will have access to customer lists, pricing, vendor terms, business plans and employee information. You shall keep all such information confidential during and after your employment, use it only for the company's business, return all documents and devices on separation, and shall not solicit the company's customers or employees for a competing business in a manner that misuses this information.
5. General Terms
Working hours, leave and holidays will be as per company policy and the applicable Shops & Establishments / factory rules.
The company follows a zero-tolerance policy on sexual harassment in line with the POSH Act 2013.
This offer is subject to satisfactory verification of your documents, references and declarations.
You may be transferred to any department, location or group company as per business needs.
6. Documents to Submit on Joining
Educational qualification certificates
Relieving letter and salary slips from previous employer (if any)
PAN card copy
Aadhaar (last 4 digits / masked copy)
Bank account details / cancelled cheque
UAN (if previously employed)
Two passport-size photographs
Please sign and return a copy of this letter by [Date] as your acceptance. If not accepted by then, this offer will lapse. We look forward to welcoming you to [Company Name].
Yours sincerely,
For [Company Name] [Authorised Signatory] [Designation]
General employee-specific duties, so probation reviews have a clear benchmark
CTC breakup with Basic, HRA, allowances and employer PF, so the candidate can estimate in-hand pay
6-month probation and one month notice period, which set exit expectations
Confidentiality and Conduct clause worded for the role
POSH and general service terms referencing company policy
Joining documents checklist with masked Aadhaar and UAN
Acceptance deadline and signature block for both parties
When to use it
Hiring for an administrative, support or office role with no specialist terms
Small businesses that need one offer format for many roles
Converting a verbal general employee offer into written terms before the candidate resigns elsewhere
How to customise this template
1Replace all square-bracket placeholders with candidate, company and salary details.
2Edit the duty list to match your actual general employee job description.
3Fill the CTC table from your approved salary structure and check that totals add up.
4Adjust probation and notice to match your HR policy.
5Print on company letterhead, sign and share a scanned copy or e-signed PDF.
HR tips
Replace the generic duty list with three to five duties specific to the actual job before sending.
Keep the offer short and attach detailed policies separately rather than overloading the letter.
Send the offer only after internal salary approval to avoid revisions after release.
This template is a starting point. Review it against applicable labour laws, the Labour Codes and state rules as notified, your standing orders and policies, and consult a legal adviser where needed.
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Frequently asked questions
Can one offer letter format be used for all employees?+
Yes, a general format works for most office roles if you change the designation, CTC breakup and duties. Specialist roles such as IT, sales or plant jobs usually need extra clauses on IP, targets or safety.
Is an offer letter the same as an appointment letter?+
No. The offer letter conveys the offer and key terms before joining; the appointment letter is issued on or after joining with detailed service conditions.
Should a general employee offer letter be on letterhead?+
Yes. Issue it on company letterhead signed by an authorised signatory, so the general employee candidate and any future employer can rely on it.
Subject: Offer of Fixed-Term Engagement – Contract Employee
Dear [Candidate Name],
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Contract Employee in the [Department] department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. You will work as [Designation] on a fixed-term basis for the project described below.
1. Key Responsibilities
Perform the duties of [Designation] for the contract period
Follow company policies and reporting lines
Complete deliverables agreed in the scope of work
Maintain confidentiality of company information
Hand over work and assets at the end of the contract
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Accountant in the Finance & Accounts department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. You will handle the company's books and statutory tax compliance as described below.
1. Key Responsibilities
Maintain books of accounts in Tally / ERP, including vouchers, ledgers and bank reconciliations
Prepare and file GST returns and reconcile GSTR-2B with purchase records
Compute and deposit TDS and file quarterly TDS returns
Manage accounts payable and receivable and vendor ledger reconciliation
Support monthly closing, statutory audit and internal audit requirements
Subject: Offer of Employment – Graduate Engineer Trainee
Dear [Candidate Name],
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Graduate Engineer Trainee in the [Department] department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. This offer is subject to you clearing all papers of your final semester and submitting proof by [Date].
1. Key Responsibilities
Complete the structured training programme across [Department] and allied functions
Assist senior engineers in day-to-day technical work and documentation
Learn and follow company processes, quality systems and safety rules
Submit training reports and project assignments within timelines
Take up the role assigned on confirmation based on performance
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Software Engineer in the Engineering department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. Your work model will be [Office / Hybrid / Remote] as per team policy.
1. Key Responsibilities
Design, develop, test and maintain software modules as per specifications
Write clean, documented code and participate in code reviews
Fix defects and support production releases as assigned
Collaborate with product, QA and DevOps teams in agile sprints
Follow secure-coding practices and the company's information security policy
Subject: Offer of Employment – Senior Software Engineer
Dear [Candidate Name],
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Senior Software Engineer in the Engineering department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. Stock options, if any, will be offered under the company's ESOP plan through a separate grant letter.
1. Key Responsibilities
Own the design and delivery of complex features and services
Mentor junior engineers and lead code and design reviews
Drive performance, scalability and reliability improvements
Estimate work, identify technical risks and communicate them to stakeholders
Contribute to architecture decisions and engineering standards
Subject: Offer of Employment – Full Stack Developer
Dear [Candidate Name],
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Full Stack Developer in the Engineering department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. You will work primarily on the [Tech Stack] stack across client-facing and server-side code.
1. Key Responsibilities
Build responsive front-end interfaces and the APIs and services behind them
Design database schemas and write efficient queries
Integrate third-party services, payment gateways and APIs
Deploy and monitor applications in coordination with DevOps
Write unit and integration tests for the features you build
Subject: Offer of Employment – Front-End Developer
Dear [Candidate Name],
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Front-End Developer in the Engineering department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. You will convert approved designs into production-ready interfaces for our web products.
1. Key Responsibilities
Convert UI/UX designs into responsive, accessible web pages
Build reusable components using HTML, CSS and JavaScript frameworks
Optimise pages for speed, SEO and cross-browser compatibility
With reference to your application and the subsequent discussions, we are pleased to offer you the position of Back-End Developer in the Engineering department of [Company Name] at [Work Location], reporting to [Reporting Manager]. We request you to join on or before [Date of Joining]. The role includes participation in the production on-call roster as per team policy.
1. Key Responsibilities
Design and build scalable APIs and microservices
Model data and optimise database performance
Implement authentication, authorisation and data-protection controls
Monitor services and participate in on-call support as per roster
Document APIs and support integration with front-end and partner teams