Free HR tool
Add the role, pay and joining date, and get a professional job offer letter in seconds. Ready offer letter formats for 14 countries, an offer letter template for any other country, and download in Word or PDF.
Last updated October 2026
A good offer letter is clear about the role, pay and terms, so the candidate can say yes with confidence. The generator handles the structure and wording; you add the details.
Choose one of 14 country formats, such as India, the US, the UK, the UAE or Singapore, or pick Other country and enter your own country and currency.
Enter the company, candidate, job title, joining date and compensation. Add variable pay and benefits if they are part of the offer.
Edit the letter directly on the page, then download it in Word or PDF, or copy it into your email. Have HR or legal review it before you send it.
Every letter the generator creates follows this standard offer letter format, whatever the country. Use it as a checklist, or copy the ready format below and fill in the brackets.
Company name, city and the date the letter is issued.
Who the offer is for and the role being offered.
Title, department, manager, employment type and work location.
The agreed start date and where to report on day one.
Salary or CTC in local currency, how often it is paid, any salary breakdown and variable pay.
Health insurance, statutory and retirement benefits, paid leave and other perks.
Probation and notice period, or at-will employment in the US, with a reference to local labour law.
Background checks, documents to submit and confidentiality obligations.
The date by which the candidate should accept the offer.
Signature lines for the company signatory and the candidate.
[Company name] [City], [Date] [Candidate name] [Candidate address] Subject: Offer of employment for the role of [Job title] Dear [Candidate first name], We are pleased to offer you the position of [Job title] in the [Department] team at [Company name]. You will report to [Manager name, title]. Position details Employment type: [Full-time / Part-time / Contract / Internship] Work location: [Office / Hybrid / Remote], [City] Joining date: [Date] Salary: [Amount and currency] per [year / month], paid [monthly] Variable pay: [Bonus or incentive, if any] Probation: [Number] months Notice period: [Number] days Benefits [Health insurance, retirement benefits, paid leave and other perks] Conditions of this offer This offer is subject to satisfactory background and reference checks, and to you submitting [list of documents] on or before your joining date. Please confirm your acceptance by signing and returning a copy of this letter by [Date]. We look forward to welcoming you to the team. Sincerely, [Signatory name] [Signatory title] [Company name] Candidate acceptance I accept this offer of employment on the terms set out above. Signature: ____________ Date: ____________
Five offer letter samples for common hiring situations. Open any sample, copy it and replace the details, or use the generator above to build your own in Word or PDF.
Acme Technologies Pvt Ltd
Bengaluru, 13 Oct 2026
Subject: Offer of employment for the role of Senior Software Engineer
Dear Neha,
We are delighted to offer you the position of Senior Software Engineer in the Engineering team at Acme Technologies Pvt Ltd, reporting to Rohan Iyer, Engineering Manager.
A detailed salary break-up is attached as Annexure A. This offer is subject to satisfactory background checks and to you submitting your relieving letter, ID and address proof, and education certificates.
Please confirm your acceptance by signing and returning a copy of this letter by 20 Oct 2026.
Sincerely,
Kavya Nair, Head of People
Brightpath Solutions Pvt Ltd
Pune, 13 Oct 2026
Subject: Offer of employment for the role of Graduate Engineer Trainee
Dear Arjun,
Congratulations! Following your campus interview, we are pleased to offer you the position of Graduate Engineer Trainee at Brightpath Solutions Pvt Ltd.
This offer is subject to you completing your degree with the minimum required marks and submitting your final marksheets, ID and address proof on your joining date.
Please confirm your acceptance by replying to this email by 25 Oct 2026.
Sincerely,
HR Team, Brightpath Solutions Pvt Ltd
Northstar Media
Mumbai, 13 Oct 2026
Subject: Internship offer for the role of Marketing Intern
Dear Sana,
We are happy to offer you an internship as a Marketing Intern in our Growth team at Northstar Media.
During the internship you will be expected to follow company policies and keep company information confidential. Either party may end the internship with 7 days' written notice.
Please confirm your acceptance by 20 Oct 2026.
Best regards,
Rahul Menon, People Operations
Acme Inc.
Austin, TX, October 13, 2026
Subject: Offer of employment for the role of Account Executive
Dear Jordan,
We are pleased to offer you the position of Account Executive on the Sales team at Acme Inc., reporting to Maria Lopez, Sales Director.
Your employment with Acme Inc. is at-will. This offer is contingent on a satisfactory background check and on documents that verify your eligibility to work in the United States, as required by Form I-9.
Please sign and return this letter by October 20, 2026.
Sincerely,
Chris Taylor, VP of People
Acme Technologies FZ-LLC
Dubai, 13 Oct 2026
Subject: Offer of employment for the role of Project Manager
Dear Omar,
We are pleased to offer you the position of Project Manager at Acme Technologies FZ-LLC, reporting to the Head of Delivery.
This offer is subject to approval of your employment visa and work permit, a medical fitness test, and attested education certificates. Your employment will be governed by the UAE Labour Law and your employment contract.
Please confirm your acceptance by 20 Oct 2026.
Sincerely,
Layla Haddad, HR Manager
In India, companies often send both. The offer letter comes first; the appointment letter confirms the full terms once the candidate joins.
| Point | Offer letter | Appointment letter |
|---|---|---|
| When it is sent | After selection, before joining | On or after the joining date |
| Purpose | Offers the job and key terms | Confirms the appointment and full terms of employment |
| Detail | Short: role, pay, joining date, main terms | Detailed: duties, policies, leave, termination and code of conduct |
| Candidate action | Accepts or declines by a deadline | Signs to confirm the terms |
| Legal weight | An offer that becomes binding once accepted, depending on local law | Usually treated as the employment contract |
Indian offer letters usually attach a salary break-up. Here is a simple example for an annual CTC of ₹18,00,000. Components vary by company and state.
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic salary | 60,000 | 7,20,000 |
| House rent allowance (HRA) | 30,000 | 3,60,000 |
| Special allowance | 48,750 | 5,85,000 |
| Employer Provident Fund contribution | 1,800 | 21,600 |
| Gratuity | 2,885 | 34,620 |
| Medical insurance premium | 1,565 | 18,780 |
| Fixed CTC | 1,45,000 | 17,40,000 |
| Variable pay (up to) | 60,000 | |
| Total CTC | 18,00,000 |
The structure is the same everywhere, but pay terms, notice rules and statutory benefits change by country. The generator switches these automatically when you pick a country. For any other country, choose Other country and enter your own details.
| Country | Pay | Terms | Statutory benefits | Key documents |
|---|---|---|---|---|
| India | Annual CTC in INR, salary break-up annexure | 3 to 6 months; notice 30 to 90 days | Provident Fund, gratuity | Relieving letter, ID and address proof |
| United States | Base salary or hourly rate in USD, pay frequency | At-will employment; FLSA exempt or non-exempt | 401(k), health insurance | Form I-9 eligibility documents |
| United Kingdom | Annual gross salary in GBP, paid monthly | Probation up to 6 months; notice often 1 month | Workplace pension, paid holiday | Right to work check |
| UAE | Monthly salary in AED split into basic, housing and transport | Probation up to 6 months; UAE Labour Law | End of service gratuity, medical insurance | Visa, work permit, Emirates ID |
| Saudi Arabia | Monthly salary in SAR with allowances | Probation usually 90 days; Saudi Labour Law | GOSI, end of service award | Work visa and iqama |
| Qatar and Kuwait | Monthly salary in QAR or KWD with allowances | Probation and notice as per local Labour Law | End of service gratuity or indemnity | Work visa, QID or Civil ID |
| Singapore | Monthly basic salary in SGD | Key employment terms under the Employment Act | CPF for citizens and PRs, AWS | Work pass if not a citizen or PR |
| Australia | Annual base salary in AUD plus superannuation | National Employment Standards | Superannuation, annual and personal leave | Right to work evidence |
| Canada | Annual base salary in CAD, paid bi-weekly | Provincial employment standards | Health and dental, RRSP | Eligibility to work in Canada |
| Philippines | Monthly basic salary in PHP, paid semi-monthly | Probation up to 6 months; Labor Code | SSS, PhilHealth, Pag-IBIG, 13th month pay | NBI clearance, government IDs |
| Pakistan, Malaysia, South Africa | Monthly salary in PKR, MYR or ZAR | Probation and notice per contract and local law | EOBI, EPF and SOCSO, or UIF and medical aid | CNIC, IC or ID, qualifications |
Sources for country rules: Ministry of Labour and Employment, India, US Department of Labor (FLSA), GOV.UK employment contracts, UAE Ministry of Human Resources and Emiratisation, Fair Work Ombudsman, Australia, Ministry of Manpower, Singapore.
An offer letter is often the first formal document a new hire receives. Check yours against these four points before you send it.
Pay, title and joining date should match exactly what was agreed in the final conversation. Surprises at this stage cost you candidates.
Put the key terms in a simple list or table. Detailed policies belong in the employment contract or handbook, not the offer letter.
Five to seven days is common. Too short feels like pressure; too long leaves your other candidates waiting.
Ask HR or legal to approve your standard wording, then reuse it. Employment terms differ by country and state.
Yes, it is completely free. Fill in a short form once with your name, work email and phone number, and you can create up to 10 offer letters. The simple offer letter format and samples on this page are free to copy without any form. No credit card needed.
It has ready formats for India, the United States, the United Kingdom, the UAE, Saudi Arabia, Qatar, Kuwait, Singapore, Australia, Canada, the Philippines, Pakistan, Malaysia and South Africa. For any other country, choose Other country, enter the country and currency, and the letter uses neutral terms that work anywhere.
Yes. After you generate the letter, select Download Word to get an editable Word file, or Download PDF to save it as a PDF. You can also copy the text into an email or your HR system.
Yes. It has ready formats for 14 countries, and for any other country you can choose Other country, enter your country and currency, and get a letter in neutral wording that works anywhere.
An offer letter is a formal document from an employer that offers a candidate a job. It confirms the role, pay, joining date, benefits and key terms of employment, and asks the candidate to accept by a set date.
An offer letter should include the company details, candidate name, job title, reporting manager, employment type, work location, joining date, compensation, benefits, probation or at-will terms, conditions of the offer, an acceptance deadline and signature lines.
It depends on the wording and the country. In India, a signed offer letter is often treated as part of the employment terms. In the US, offer letters usually state at-will employment and are not a guarantee of employment for a fixed period. Ask HR or legal to review your template.
An offer letter is sent before joining to make the job offer. An appointment letter, common in India, is issued on or after joining and confirms the full terms of employment in more detail.
State the total annual cost to company in INR, mention any variable pay separately, and attach a salary break-up showing basic pay, allowances, Provident Fund and other components.
Five to seven working days is common. Senior roles or candidates with notice periods may need more time to decide.
In Hindi, an offer letter is called प्रस्ताव पत्र or नौकरी का प्रस्ताव पत्र. It is the formal letter a company sends to a selected candidate with the job title, salary, joining date and key terms of the job.
No. The letter is generated in your browser and its content is never saved. We keep only the name, work email and phone number you enter in the form.
Yes. Peoplebox Nova runs AI-led interviews and screening, so recruiters can shortlist faster and send offers to the right candidates sooner. Book a demo to see it.
