Free letter template · Word

Offer Letter Format for Software Development Company

This offer letter is designed for product studios and software development companies hiring developers, QA and designers who write and ship code. It goes beyond salary to cover who owns the code, how open-source and side projects are handled, laptop and repository access, and any ESOP grant.

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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.

2. Code, IP and Confidentiality

All source code, documentation, designs, algorithms and inventions you create in the course of your employment, or using company resources, will be the exclusive property of the company, and you agree to sign any document needed to record this.
You will list in Schedule A any personal projects or prior inventions you wish to exclude. New side projects or paid freelance work require prior written approval and must not compete with the company or use its code or time.
Contributions to open-source projects using company code require approval from your manager, and the company's open-source licence rules must be followed.
You shall keep client code, credentials, product roadmaps and customer data confidential, use only company-approved repositories and tools, and never copy code to personal accounts or devices.

3. Other Terms

This offer is subject to satisfactory background verification and submission of your relieving documents. Probation will be [Probation Period] months, and the notice period after confirmation will be [Notice Period]. Detailed terms will be set out in your appointment letter and IP agreement.

Schedule A – Prior Projects: [List project name and repository link, or write 'None']

Please confirm your acceptance by signing below before [Date].

Welcome to the team,

For [Company Name]
[Authorised Signatory]
[Designation]

Accepted by
[Candidate Name]
Date: [Date]

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What this template includes

Role, primary tech stack and team, which helps developers judge fit
CTC with fixed pay and any ESOP grant stated as subject to the ESOP plan
Code ownership and assignment of inventions made during employment
Open-source and side-project disclosure rule to avoid IP conflicts
Device, repository and access-control obligations from day one
Background check and notice-period buyout terms where relevant

When to use it

Hiring a full stack, backend, mobile or QA engineer for a product or custom-development shop
Offering a role where the candidate will push code to client repositories
Making an offer that includes stock options or a retention bonus
Hiring developers who maintain personal open-source projects and need clarity on what is allowed

How to customise this template

1Fill in the stack (for example React, Node, Kotlin) and the product or client the person will work on
2Delete the ESOP line if you do not grant options, or insert the number and vesting summary
3Edit the side-project clause to match your actual policy on moonlighting
4Specify whether a company laptop is issued or a BYOD allowance is paid
5Add your notice-period buyout reimbursement terms if you offer them

HR tips

Ask candidates to list existing personal projects in a schedule so ownership is clear later
Do not promise ESOP numbers without board or plan approval; reference the plan document
Mention the hybrid or remote arrangement explicitly to avoid surprises
Keep the code-ownership clause consistent with the IP agreement signed on joining

This is a starting template. Review IP, ESOP and restrictive clauses against applicable labour and contract law, your company policies and with a legal adviser where needed.

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Frequently asked questions

Who owns the code written by a developer during employment?+

Generally the employer, when the offer and IP agreement say that work created in the course of employment is assigned to the company. Clear written assignment avoids disputes, especially for code written using company tools.

Can a developer contribute to open source while employed?+

Many companies allow it with prior disclosure, as long as no company code, confidential information or work time is used. State the rule in the offer and your policy.

Should ESOPs be mentioned in the offer letter?+

You can mention that an ESOP grant is proposed, but the actual grant, vesting and exercise terms must come from the approved ESOP plan and grant 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.
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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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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]
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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[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]
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Offer Letter Format for Construction Company
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[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.
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Offer Letter Format for Logistics 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 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

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Offer Letter Format for FMCG Company

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Offer Letter Format for Software Development Company

Preview of the letter

Subject: Offer for the Role of [Designation] – [Team Name]

1. Compensation and Benefits

2. Code, IP and Confidentiality

3. Other Terms

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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