Free checklist template · Word

Offer Release Checklist

An offer release checklist walks HR through every step from final approval to the candidate's written acceptance. It covers approval checks, accuracy checks on the offer letter, how the offer is sent and explained, follow-ups during the acceptance window and the actions that start once the candidate accepts.

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

Download Word (.docx) — free

Preview of the checklist

[Highlighted] = fill in

[Company Logo][Company Name]

OFFER RELEASE CHECKLIST

Candidate Name:: [Candidate Name]
Position:: [Designation]
Recruiter:: [HR Name]
Offer Approval No.:: [Reference Number]

Phase 1 – Before Drafting (Recruiter)

Offer approval form signed by all approvers
Salary approval and CTC breakup final
Joining date agreed verbally with candidate
Candidate's legal name and address confirmed from ID

Phase 2 – Offer Letter Accuracy (HR Operations)

Name, designation and grade correct
CTC and annexure totals match approval
Basic, HRA, PF and other components calculated correctly
Joining date, work location and reporting manager correct
Probation and notice period as per policy
Special clauses reviewed and approved
Acceptance deadline mentioned
Signed by authorised signatory

Phase 3 – Release (Recruiter)

Call candidate to explain offer and CTC
Email signed offer as PDF from official ID
Attach JD, CTC breakup and pre-joining document list
Update recruitment tracker with offer date

Phase 4 – Acceptance Window

Follow up within 48 hours if no response
Answer candidate queries in writing
Receive signed acceptance or acceptance email
Inform hiring manager of status
Keep backup candidate informed until acceptance

Phase 5 – After Acceptance (HR Operations)

Initiate background verification
Collect resignation acceptance from current employer
Raise IT, email and asset requests
Share joining instructions one week before joining
Weekly connect during notice period
Close requisition on job portals

Offer released on
Accepted on
Confirmed Date of Joining

Recruiter
[HR Name]
Date: [Date]

HR Operations
[Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Approval checks grouped before drafting
Accuracy checks on name, designation, CTC and dates
Release steps: call, email, signed PDF
Acceptance window follow-ups
Post-acceptance hand-offs to BGV, IT, admin and payroll
Owner and date columns for accountability

When to use it

Every time an offer letter is about to be released
Training new recruiters on the offer process
Bulk campus or drive offers where errors multiply
Audit of offer documentation

How to customise this template

1Assign owners (recruiter, HR ops, payroll) to each phase
2Add steps for e-signature tools you use
3Include a pre-joining engagement plan for long notice periods
4Add checks for annexures such as CTC breakup and JD

HR tips

Call the candidate to walk through the offer before emailing it
Have a second person check CTC figures and spellings
Send the offer as a protected PDF from an official email ID
Stay in touch every week during long notice periods to reduce drop-offs

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 should be checked before releasing an offer letter?+

Approvals, candidate name spelling, designation, CTC breakup, joining date, location, probation, notice period and any special clauses.

Should an offer be sent by email or post?+

Email with a signed PDF is standard today; a hard copy can be given on joining.

What happens after the candidate accepts?+

HR starts background verification, pre-joining documentation, asset requests and onboarding planning.

All 50 recruitment & hiring →

[Company Logo][Company Name]
CV SHORTLISTING CHECKLIST
Position:
[Designation]
Candidate Name:
[Candidate Name]
Checked By:
[HR Name]
Date:
[Date]
Step 1 – Eligibility
- Required qualification present
- Minimum years of experience met
- Mandatory certification / licence present (if applicable)
- Work authorisation / Indian citizen or valid permit
Step 2 – Role Relevance
- Has worked in the same or related function
- Industry background relevant to our business
- At least [Number] of the must-have skills mentioned with evidence
- Has handled similar scale (team size, revenue, volume)
Step 3 – Stability and Progression
Checklist · Word
CV Shortlisting Checklist
Download .docx

[Company Logo][Company Name]

OFFER APPROVAL FORM

Offer Approval No.:: [Reference Number]
Requisition / Selection Ref.:: [Requisition Number] / [Selection Ref]
Salary Approval Ref.:: [Salary Approval Ref]
Date:: [Date]

1. Offer Terms

Term	Proposed	Standard Policy?
Candidate Name	[Candidate Name]	-
Designation	[Designation]	[Yes / No]
Grade	[Grade]	[Yes / No]
Department	[Department]	-
Work Location	[Work Location]	-
Reporting Manager	[Reporting Manager]	-
Annual CTC	₹[CTC]	[Yes / No]
Probation	[Months] months	[Yes / No]
Notice Period (probation / confirmed)	[Days] / [Notice Period]	[Yes / No]
Date of Joining	[Date of Joining]	-
Special clauses	[Joining bonus clawback / bond / IP / non-solicit]	[Yes / No]

2. Pre-offer Checks

All interview rounds completed and documented
Salary approval obtained
Current CTC proof received
Reference check completed / scheduled
Background verification consent obtained
Offer letter drafted on approved template

3. Offer Validity

Form · Word

Offer Approval Form

Download .docx

[Company Logo][Company Name]
OFFER ACCEPTANCE FORM
Offer Ref. No.:
[Reference Number]
Offer Date:
[Date]
To,
The HR Department
[Company Name]
[Company Address]
Subject: Acceptance of Offer of Employment – [Designation]
I, [Candidate Name], accept the offer of employment made to me by [Company Name] vide the above reference, on the terms and conditions stated in the offer letter and its annexures.
Confirmed Terms
Term Details
Designation [Designation]
Department [Department]
Annual CTC ₹[CTC]
Work Location [Work Location]
Confirmed Date of Joining [Date of Joining]
Form · Word
Offer Acceptance Form
Download .docx
[Company Logo][Company Name]
OFFER DECLINE FORM
Offer Ref. No.:
[Reference Number]
Candidate Name:
[Candidate Name]
Position:
[Designation]
Date of Decline:
[Date]
1. Decline Stage
- Declined before accepting the offer
- Withdrew after accepting the offer
- Did not report on the date of joining
2. Main Reason (tick up to two)
- Better compensation elsewhere
- Counter-offer from current employer
- Location / relocation concerns
- Role or growth not as expected
- Work timings or shift
- Personal / family reasons
- Hiring process took too long
- Other: [Specify]
3. Competing Offer (optional)
Form · Word
Offer Decline Form
Download .docx
[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
Form · Word
Manpower Requisition Form
Download .docx
Form · Word
New Position Request Form
Download .docx
[Company Logo][Company Name]
REPLACEMENT HIRING REQUEST
Request No.:
[Reference Number]
Date:
[Date]
Department:
[Department]
Part A – Exiting Employee Details
Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location
Part B – Reason for Vacancy
- Resignation
- Termination
- Retirement
- Internal transfer / promotion
- End of fixed-term contract
- Other: [Specify]
Part C – Replacement Requirement
Form · Word
Replacement Hiring Request
Download .docx
[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
Form · Word
Recruitment Requisition Form
Download .docx

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions