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Offer letter format in Word and PDF

Fill in the form and watch the offer letter update as you type. It starts with a sample letter you can change. It includes a CTC breakup as Annexure A and a place for the candidate to sign. Download it as a Word or PDF file. Free, with no sign-up.

Filled in with an example. Change any field and the offer letter updates.

Your company

Shown under the company name at the top of the page.

Candidate
Job
Pay

₹6,00,000 (Six Lakh)

Usually 50%. Under the labour codes, basic pay should be at least half of total pay.

Often 50% in metro cities and 40% elsewhere.

Terms

0 for no probation.

Signed by

Brightway Retail Pvt. Ltd.

4th Floor, Prestige Towers, MG Road

Bengaluru, Karnataka 560001

Date: 2 November 2026

To,

Priya Sharma

12, 2nd Cross, Jayanagar

Bengaluru 560041

Subject: Offer of employment as Store Manager

Dear Priya,

We are pleased to offer you the role of Store Manager in the Retail Operations team at Brightway Retail Pvt. Ltd. This letter sets out the main terms of our offer.

  1. 1. Role and location

    You will work as Store Manager at Bengaluru (Indiranagar store), reporting to Rahul Menon, Area Manager. This is a full-time, permanent role.

  2. 2. Date of joining

    Your date of joining will be 16 November 2026.

  3. 3. Salary

    Your annual cost to company (CTC) will be Rs. 6,00,000 (Rupees Six Lakh only). The breakup is given in Annexure A. Your salary will be paid monthly, after the deductions required by law.

  4. 4. Probation

    You will be on probation for 6 months from your date of joining. When you complete it successfully, we will confirm your employment in writing.

  5. 5. Working hours

    Six days a week, 9 hours a day, with one weekly off on a rotating day.

  6. 6. Notice period

    Either you or the company may end your employment by giving 30 days' written notice, or salary in place of the notice period.

  7. 7. Documents

    Please bring copies of your educational certificates, your last 3 months' payslips, relieving letters from previous employers, your PAN card, your Aadhaar card and two passport-size photographs on your first day. This offer depends on a satisfactory background check, including your education, past employment and identity.

Your full terms of employment will be given in your appointment letter when you join. This offer is valid until 9 November 2026. Please sign a copy of this letter and send it back to us to accept it.

We look forward to welcoming you to the team.

Yours sincerely,

For Brightway Retail Pvt. Ltd.

Anita Rao

HR Manager

Acceptance

I have read this offer and accept it on the terms set out above.

Signature: ______________________

Name: Priya Sharma

Date: ______________________

Annexure A: Salary breakup

ComponentMonthly (Rs.)Annual (Rs.)
Basic salary25,0003,00,000
House rent allowance (HRA)10,0001,20,000
Special allowance13,2001,58,400
Gross salary48,2005,78,400
Employer's PF contribution1,80021,600
Total cost to company (CTC)50,0006,00,000

Income tax, professional tax and the employee PF share are deducted from the gross salary each month, as the law requires.

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What to include in an offer letter

An offer letter tells the candidate the main terms of the job so they can say yes. Keep it to one or two pages. Put these in it:

  • The job title, team and work location
  • The date of joining
  • The annual CTC in figures and in words, with a breakup
  • The probation period and the notice period
  • The documents to bring on the first day
  • The date by which the candidate must accept
  • A place for the candidate to sign

Offer letter vs appointment letter

The offer letter goes out before the person joins. It has the main terms, so the candidate can accept or turn it down.

The appointment letter is given on or after the joining day. It has the full terms of employment, such as leave, conduct rules and confidentiality.

Make an appointment letter

How to split the CTC into a salary breakup

Most companies now set basic salary at half of the CTC. Under the labour codes in force since November 2025, if allowances are more than half of total pay, the extra counts as wages for PF and gratuity.

HRA is usually 40% to 50% of basic. Employer PF is 12% of basic, and many companies pay it on basic up to ₹15,000 a month, which is ₹1,800 at most. The special allowance is what is left. The generator works all of this out from the CTC.

Before you send the offer

Check that the education, past jobs and identity on the resume are real. Say in the letter that the offer depends on a background check, so you can withdraw it if the check fails. SpringVerify runs these checks for Indian employers.

Run a background check with SpringVerify

More free HR templates

Appointment letter generatorExperience letter generatorRelieving letter generatorSalary slip generatorSalary hike calculatorSalary increment letter generatorSalary certificate generatorInternship certificate generator

FAQ

Questions about the offer letter generator

Is this free to use?
Yes. There is no sign-up and no limit. The document is made in your browser, so Goodfit never sees or stores what you type.
Can I edit the offer letter in Word?
Yes. Download the Word file and change anything you like. You can also add your logo at the top or paste the text onto your company letterhead.
What is CTC in an offer letter?
CTC means cost to company. It is everything the company spends on the employee in a year, including the employer PF share. Take-home pay is lower, because employee PF, professional tax and income tax are deducted every month.
Should an offer letter mention a background check?
Yes, if you run one. Write that the offer depends on a satisfactory background check. Then you can withdraw the offer if the check finds a problem.
Can I make an offer letter for a contract job?
Yes. Pick "Fixed-term contract" as the type of job and add the length in months. The letter then says the role is a contract that can be extended in writing.
Why does the letter say Rs. and not ₹?
The PDF uses fonts that every PDF reader has, and those fonts have no rupee sign. The Word file uses the same text so both files match. You can change it in Word if you prefer.

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