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● Free HR template · Word, Google Docs, PDF
Free Offer Letter Template
A ready job offer letter template for any country and currency. Pick the format, fill in the role, pay and start date, and download it in Word or PDF or copy it into Google Docs.
- Any country and currency, with 7 formats including internship, contract and India (CTC)
- Fill in once, see the letter update live
- Download in Word or PDF, or copy into Google Docs
Customize your offer letter
Pick a format, your country and currency, then fill in the details. The template below updates as you type.
More details (optional)
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What is an offer letter template? An offer letter template is a ready job offer letter with blanks for the company, candidate, job title, start date, pay, benefits, probation, conditions and acceptance deadline. HR fills in the blanks and sends it to the chosen candidate to sign.
Offer letter template: preview and edit
This is the Full-time offer letter template. Fill in the form above to replace the highlighted fields, then edit the text in square brackets after you download it.
[Company name]
[Company address]
[Date]
[Candidate name]
[Candidate address or email]
Subject: Offer of employment: [Job title]
Dear [Candidate name],
We are pleased to offer you the full-time position of [Job title] at [Company name]. We were impressed by your skills and experience and believe you will be a strong addition to the team.
- Job title: [Job title]
- Reports to: [Manager name and title]
- Work location: [Work location]
- Start date: [Start date]
- Employment type: Full-time
Compensation and benefits. Your salary will be [Salary or rate], paid on the company’s regular payroll schedule and subject to applicable taxes and deductions. You will also be eligible for [health insurance, paid time off and a retirement plan].
Working hours and probation. Your normal working hours will be [40 hours] per week. The first [3 months] of employment will be a probation period.
Conditions. This offer is subject to [a background check, reference checks and proof of your right to work].
At-will employment. Your employment with [Company name] is at-will. This means you or the company may end it at any time, with or without cause or notice, subject to applicable law. This letter is not a contract for a fixed term.
Confidentiality and policies. Before you start, you will be asked to sign [Company name]’s confidentiality agreement and to follow company policies. Your full terms of employment will be set out in your employment agreement.
To accept this offer, please sign and return this letter by [Acceptance deadline]. We look forward to welcoming you to [Company name].
Sincerely,
[Your name]
[Your job title]
[Company name]
Acceptance
I, [Candidate name], accept the offer described in this letter and agree to its terms.
Signature: ______________________ Date: ______________
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Offer letter templates by type
Each format keeps the same structure and changes the parts that differ for that kind of hire. Open a format for its own guide and preview, or load it into the editor above.
Full-time offer letter template
The standard job offer letter for a permanent, full-time hire: role, salary, benefits, probation, conditions and notice.
Use this template →Part-time offer letter template
Sets weekly hours and schedule, an hourly or pro-rated rate, and which benefits a part-time employee gets.
Use this template →Internship offer letter template
Covers internship dates, stipend, mentor and learning goals, and states that the internship does not guarantee a permanent job.
Open the internship offer letter template →Contract offer letter template
For freelancers and contractors: scope of work, term, fees and invoicing, contractor status and ownership of work.
Use this template →Remote job offer letter template
Adds where the employee may work from, core hours and time zone, equipment and any home office allowance.
Use this template →Conditional offer letter template
Lists the checks the offer depends on, such as background and reference checks, and what happens if one fails.
Open the conditional offer letter template →Offer letter format for India (CTC)
Uses annual CTC with an Annexure A salary breakup, a 6-month probation, notice periods and the joining documents list.
Use this template →What to include in a job offer letter
A clear offer letter answers the questions a candidate asks before saying yes. Every format above covers these sections.
| Section | What to write |
|---|---|
| Job title and reporting line | The exact title, team and the manager the hire reports to. |
| Start date and location | Joining date, work location or remote arrangement. |
| Pay | Salary or hourly rate with currency and pay frequency. In India, annual CTC with a breakup. |
| Benefits | Health cover, paid time off, retirement plan, bonus or equity, if offered. |
| Employment type | Full-time, part-time, internship or contract, and working hours. |
| Probation and notice | Length of probation and the notice period on either side. |
| Conditions | Background checks, reference checks, right to work or documents needed. |
| Acceptance deadline | The date by which the candidate should sign and return the letter. |
| Signature block | Sender name and title, plus a line for the candidate to accept. |
How to use this offer letter template
- Pick the format that matches the hire: full-time, part-time, internship, contract, remote, conditional or India (CTC).
- Fill in the details in the form. The template updates as you type.
- Edit the text in square brackets, such as benefits, working hours and notice period, after you download.
- Check the terms against local law and your company policy.
- Send it with a deadline and keep the signed copy on file.
Offer letter vs employment contract
An offer letter makes the offer and states the main terms: role, pay, start date and conditions. An employment contract sets out the full terms, such as duties, confidentiality, intellectual property, termination and dispute rules. Many companies send the offer letter first and the contract on or after joining. In India, the appointment letter usually plays the role of the contract.
Tips before you send an offer letter
- Call the candidate first and send the letter the same day, so the written offer matches what you said.
- State pay with the currency and frequency, for example $85,000 per year or ₹12,00,000 CTC per annum.
- Keep conditions specific. List each check the offer depends on.
- Give a clear acceptance deadline, usually three to seven days.
- Use the same approved wording for every hire in a role, and save it as your company template.
Hiring for more roles?
Peoplebox Nova screens and interviews applicants with AI, so you reach the offer stage faster with the right people.
Related hiring guides
- Talent acquisition guide
How to plan and run hiring from sourcing to offer.
- Pre-employment screening
The checks to finish before a conditional offer becomes final.
- Recruiter's guide to AI hiring
Where AI saves time across screening and interviews.
- Employee termination letter templates
Templates for the other end of the employee lifecycle.
More free HR tools
Free tools from the Peoplebox HR Toolkit for the rest of the hiring process.
Offer letter template FAQs
Is this offer letter template free?
Yes. You can read and edit the template on this page for free. To download it in Word or PDF, or copy it for Google Docs, you share your name, work email and phone number once. After that, every toolkit download stays unlocked in your browser.
Can I edit the offer letter template in Word or Google Docs?
Yes. The Word file opens in Microsoft Word and can be uploaded to Google Docs. You can also use Copy for Google Docs, then paste into a new document with the formatting kept.
What should a job offer letter include?
The job title, start date, pay and pay frequency, benefits, employment type, probation and notice terms, any conditions such as a background check, the acceptance deadline and a signature block.
Is an offer letter legally binding?
It depends on the country and the wording. In many places an offer letter states the main terms and is followed by a full employment contract. Have local HR or legal review your standard wording before you use it.
How long should a candidate get to accept an offer?
Three to seven days is common. Give a clear date in the letter so both sides know when the offer expires.
What is the difference between an offer letter and an appointment letter?
An offer letter is sent before joining to make the offer and confirm the main terms. An appointment letter, common in India, is issued on or after joining and confirms the full terms of employment.
Can I use this offer letter template for any country?
Yes. Pick your country and currency, and choose whether pay is per year, month, week or hour, a fixed fee or annual CTC. The date format follows your country. Check notice periods, probation and other terms against local law before you send it.
Which offer letter format should I use for India?
Use the India (CTC) format. It states the annual cost to company with an Annexure A salary breakup, a 6-month probation, notice periods and the documents to bring on the joining date.
Is the information I type stored?
No. The letter is built in your browser and the details you type are not sent anywhere. Only the name, work email and phone number in the download form are shared with Peoplebox.
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