Free letter template · Word

Offer Letter Format for School

A school offer letter is issued by a private or trust-run school to a selected teacher, coordinator or support staff member. It confirms the subjects and classes, salary and academic session, and makes joining conditional on qualifications, police verification and a written commitment to child safety and POCSO-compliant conduct.

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

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[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.

2. Duties

Teach assigned classes as per the timetable and syllabus, prepare lesson plans and maintain records.
Conduct assessments, evaluate answer scripts and update student records on time.
Take class teacher, examination, assembly, sports or event duties when assigned.
Attend parent-teacher meetings and staff training sessions.

3. Child Safety and Conduct

You shall read, sign and follow the school's Child Protection Policy and Staff Code of Conduct.
Corporal punishment, verbal humiliation and any form of physical, emotional or sexual abuse of students are strictly prohibited.
You shall not have private one-to-one contact with students, including on personal phone or social media, outside approved school channels.
Any suspected abuse or disclosure by a child must be reported immediately to the Principal or designated child protection officer, in line with obligations under the POCSO Act.
Private tuition of the school's own students is not permitted without written approval.

4. Conditions

This offer is subject to verification of your qualifications ([Required Qualification]), previous experience, police verification and a medical fitness certificate. You will be on probation for [Probation Period]. Notice period will be [Notice Period]; the school requests that resignations, where possible, take effect at the end of a term.

Kindly bring your original certificates, PAN, Aadhaar (last 4 digits / masked copy) and photographs, and return a signed copy of this letter by [Date].

Warm regards,

For [School Name]
[Principal / Manager]
[Authorised Signatory]

Accepted by
[Candidate Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Subjects, classes and section responsibilities
Academic session dates and whether the appointment is regular or fixed-term
Qualification requirements such as B.Ed or teacher eligibility test where applicable
Police verification and background check before contact with students
Child safety, POCSO awareness and code of conduct undertaking
Salary, PF and how summer vacation is treated

When to use it

Hiring PRT, TGT or PGT teachers for a new academic session
Appointing a coordinator, counsellor or librarian
Hiring transport attendants, drivers or ayahs who work closely with children
Filling a mid-session vacancy on a fixed-term basis

How to customise this template

1Enter your board (CBSE, ICSE, state board) and the classes assigned
2Set salary as per your pay scale or school management decision
3Edit the vacation clause to match your school's practice
4Attach your child protection policy and staff code of conduct
5Add transport or hostel duty terms if applicable

HR tips

Never let a new staff member be alone with students until police verification is received
Have every staff member, not only teachers, sign the child protection undertaking
Avoid mid-session notice clauses that leave classes uncovered; specify session-end notice preferences fairly
Keep copies of qualification documents for affiliation inspections

This template is a starting point. Review it against your board's affiliation norms, state education and labour rules, POCSO obligations 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

Is police verification required for school teachers?+

Most boards and state guidelines expect police verification for staff in schools, especially those in contact with children. Make it a condition of the offer.

What child safety clause should a school offer letter include?+

It should commit the employee to the school's child protection policy, prohibit corporal punishment and private contact with students, and require reporting of any suspected abuse under POCSO.

Are teachers paid during summer vacation?+

Regular staff are usually paid during vacation. State your school's policy clearly in the offer letter.

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]
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]
Letter · Word
Offer Letter Format for IT 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

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

[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]
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]
Letter · Word
Offer Letter Format for Hospital
Download .docx
[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]
Letter · Word
Offer Letter Format for Bank and NBFC
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

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

Offer Letter Format for School

Preview of the letter

Subject: Offer of Appointment as [Designation] ([Subject])

1. Salary and Benefits

2. Duties

3. Child Safety and Conduct

4. Conditions

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