Free letter template · Word

Offer Letter Format for IT Company

An IT company offer letter confirms the role, CTC and joining date for a selected tech professional, whether a fresher or a lateral hire. It also sets the expectations that matter in IT services: background verification, IP and confidentiality obligations, and the possibility of deployment at client locations.

Editable Word (.docx)
Made for India
17 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[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]

A detailed salary breakup will be shared with your appointment letter. Variable pay is linked to individual and company performance and is paid as per the applicable plan.

Conditions of this Offer

Background verification: This offer is subject to satisfactory verification of your education, previous employment, address and identity through our authorised agency. Any material misrepresentation may lead to withdrawal of the offer or termination.
Confidentiality and IP: On joining you will sign the company's Non-Disclosure and Intellectual Property Assignment Agreement. All code, designs and work product created in the course of employment will belong to the company.
Deployment: Based on business needs you may be assigned to client projects at our offices or client locations in India, and to shifts aligned with client time zones. Applicable shift allowance and transport will be provided as per policy.
Acceptable use: You will be required to follow the company's information security and acceptable-use policies for laptops, email, code repositories and client systems.
Previous employer: You confirm that you are free to join and will not bring any confidential information or code belonging to a previous employer.

Joining Formalities

Please bring your educational certificates, relieving letter or resignation acceptance from your current employer, last three months' payslips, PAN, Aadhaar (last 4 digits / masked copy), UAN and bank details. Your probation and notice period of [Notice Period] will be as stated in the appointment letter.

Kindly sign and return a copy of this letter by [Date] to confirm your acceptance, failing which this offer will lapse.

We look forward to having you on board.

Warm regards,

For [Company Name]
[HR Name]
Talent Acquisition

Accepted by
[Candidate Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Role, band/grade and base location, as IT firms often deploy across cities
Fixed and variable pay split so the candidate understands in-hand versus CTC
Background verification condition covering education, employment and address checks
IP and confidentiality commitment, signed separately in detail on joining
Client-site and shift clause for support or global delivery roles
Offer validity date and documents to bring, reducing no-shows

When to use it

Rolling out offers to campus freshers who will join after training
Hiring lateral developers, testers or DevOps engineers from other IT firms
Making an offer where joining depends on a clean background verification report
Offering a role that may involve onsite deployment at a client office in India
Re-issuing an offer after a CTC renegotiation before joining

How to customise this template

1Pick your grade naming (L1, Associate, SE) and add it next to the designation
2Paste your actual compensation table and state the variable pay payout cycle
3Name your BGV partner process and what happens if a discrepancy is found
4Remove the shift clause for day-only product teams
5Add a joining bonus clawback line only if you are actually paying one

HR tips

Keep the offer short and move detailed IP and acceptable-use terms to the appointment letter and NDA
State variable pay as target, not guaranteed, to avoid disputes at appraisal
Give freshers a clear joining date window, since delayed onboarding is a common complaint
Never ask for a previous employer's salary slips beyond what BGV genuinely needs

Use this offer letter as a starting point and review it against applicable labour laws, your state's Shops and Establishments rules, company policies and with a legal adviser where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is the difference between an offer letter and an appointment letter in an IT company?+

The offer letter is issued before joining and confirms role, CTC and joining date. The appointment letter is issued on joining and contains detailed terms like IP assignment, notice period and code of conduct.

Can an IT company withdraw an offer after BGV?+

If the offer clearly states it is subject to satisfactory background verification and the report shows a material discrepancy, the company can withdraw it. Communicate the reason in writing and give the candidate a chance to explain.

Should variable pay be part of CTC in the offer letter?+

Most IT firms include target variable pay in CTC but show it as a separate line. Make clear that payout depends on individual and company performance.

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.
Letter · Word
Offer Letter Format for Pharma Company
Download .docx
[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.
Letter · Word
Offer Letter Format for Software Development Company
Download .docx

[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]

Letter · Word

Offer Letter Format for Manufacturing Company

Download .docx

[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]

Letter · Word

Offer Letter Format for BPO Company

Download .docx

[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.
Letter · Word
Offer Letter Format for Retail Company
Download .docx
[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Project:
[Project Name]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Project Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] with [Company Name]. You will initially be posted at our [Project Name] site at [Work Location], reporting to the Project Manager, [Reporting Manager]. Please report at the site office on [Date of Joining].
1. Compensation
Component Monthly (₹)
Basic Salary [Basic Salary]
HRA [HRA]
Site Allowance [Amount]
Outstation / Remote Area Allowance [Amount]
Employer PF [Amount]
Monthly CTC [Amount]
Letter · Word
Offer Letter Format for Construction Company
Download .docx
[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Hub / DC:
[Hub Name]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Hub Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at our [Hub Name] facility, [Work Location], reporting to [Reporting Manager]. Your date of joining is [Date of Joining].
1. Compensation
- Monthly gross salary: ₹[Amount] (Basic ₹[Basic Salary], HRA ₹[HRA], allowances ₹[Amount]); annual CTC ₹[CTC].
- Night shift allowance: ₹[Amount] per night shift, where applicable.
- Trip / halt allowance (driving and fleet roles): as per the company travel and trip policy, payable on submission of trip sheets.
- Statutory benefits: PF, ESI, bonus and gratuity as per law; group accident insurance as per policy.
Letter · Word
Offer Letter Format for Logistics Company
Download .docx

[Company Logo][Company Name]

OFFER LETTER

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

To,
[Candidate Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Territory]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] in the Sales function of [Company Name]. Your headquarters will be [Work Location] and you will cover the [Territory] territory, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Compensation and Field Allowances

Component	Amount (₹)
Annual Fixed CTC	[CTC]
Target Incentive (monthly / quarterly)	[Amount]
Daily Allowance – Headquarters	[Amount] per working day
Daily Allowance – Ex-HQ / Outstation	[Amount] per day
Fuel / Two-wheeler Reimbursement	[Amount] per km
Mobile and Data Allowance	[Amount] per month

Letter · Word

Offer Letter Format for FMCG Company

Download .docx

Offer Letter Format for IT Company

Preview of the letter

Subject: Offer of Employment – [Designation] ([Grade])

Compensation

Conditions of this Offer

Joining Formalities

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates