Free letter template · Word

Offer Letter Format for Security Agency

A security agency offer letter is issued by a private security agency licensed under PSARA to security guards, supervisors and gunmen before deployment. It records the agency's licence details, mandatory training and police verification, deployment to client sites on shift duty, uniform and equipment, and the minimum wage based pay with statutory benefits.

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[Company Logo][Company Name]

OFFER-CUM-APPOINTMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
PSARA Licence No.:: [Licence Number], valid till [Date]

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

Subject: Offer of Employment as [Security Guard / Supervisor / Gunman]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] with [Company Name], a private security agency licensed under the applicable private security agencies law. You will be deployed at client sites in and around [Work Location] as assigned by the Operations Manager, [Reporting Manager]. Your date of joining is [Date of Joining].

1. Wages and Benefits

Component	Monthly (₹)
Basic + VDA (as per minimum wage)	[Amount]
HRA / Other Allowances	[Amount]
Gross Wages	[Amount]
Employee PF / ESI deduction	[Amount]
Net Payable	[Amount]

Wages will be paid by the [Date] of each month directly to your bank account. You will be eligible for PF, ESI, statutory bonus, leave and gratuity as per law. Overtime beyond normal hours will be paid as per law.

2. Training and Verification

You will undergo the prescribed security training before deployment, and refresher training as required.
Your employment is subject to police verification of character and antecedents, and a medical fitness check.
Armed guards must hold a valid arms licence and follow all conditions of carrying and storing the weapon.

3. Deployment and Duty

You may be deployed or transferred to any client site; you remain an employee of the agency at all times.
Duty will be in shifts of [Number] hours as per site roster, with a weekly off and reliever arrangement.
You shall maintain the visitor register, gate pass, key and material movement records as per site post orders.
You shall not leave the post until the reliever takes charge, sleep on duty or consume alcohol or intoxicants.
You shall treat client staff and visitors courteously and report any incident immediately to the site supervisor and control room.

4. Uniform

You will be issued a uniform kit ([Items]), identity card and whistle/baton as applicable, which must be worn on duty and returned on leaving.

Please bring your age proof, education certificate, PAN, Aadhaar (last 4 digits / masked copy), bank passbook and four photographs. Probation will be [Probation Period] and notice period [Notice Period].

Sign below to accept this offer by [Date].

Yours faithfully,

For [Company Name]
[Authorised Signatory]
Operations / HR

Accepted by
[Candidate Name]
Date: [Date]

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What this template includes

Agency PSARA licence number and validity, building client and guard trust
Training requirement before deployment
Police verification and character antecedent check
Deployment to any client site, with the agency as employer
Duty hours, relievers and weekly off
Wages as per applicable minimum wage, with PF, ESI and bonus

When to use it

Hiring security guards for deployment at client offices, societies or factories
Recruiting security supervisors or field officers
Hiring armed guards or gunmen with a valid arms licence
Bulk hiring for a new client contract

How to customise this template

1Insert your PSARA licence number, issuing state and validity
2Select the guard category (unarmed, armed, supervisor) and wage rate
3Specify uniform kit items issued and any refundable conditions
4Fill in typical duty shift length and overtime rates
5Add arms licence clause only for armed guards

HR tips

Deploy a guard only after training and police verification are completed
Pay wages on time directly to bank accounts and issue payslips
Never deduct uniform cost in a way that brings pay below minimum wage
Keep deployment and attendance records for each client site

This template is a starting point. Review it against PSARA and state private security rules, minimum wage notifications, applicable labour laws and client contracts, and with a legal adviser where needed.

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Frequently asked questions

Is police verification compulsory for security guards?+

Private security rules require verification of the character and antecedents of guards before deployment. Make it a condition in the offer letter.

Who is the employer of a security guard deployed at a client site?+

The security agency remains the employer and pays wages and statutory dues; the client is the principal employer for that site.

What should a security guard offer letter mention about training?+

It should say the guard will complete the prescribed training before deployment and any refresher training the agency or client requires.

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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[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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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]

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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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[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]
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]
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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 Security Agency

Preview of the letter

Subject: Offer of Employment as [Security Guard / Supervisor / Gunman]

1. Wages and Benefits

2. Training and Verification

3. Deployment and Duty

4. Uniform

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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