A job offer letter is a formal written document sent by employers to a candidate selected to fill a particular position. It contains critical information like roles and responsibilities, salary details and start date.
If the candidate is satisfied with the terms detailed in the offer letter, she will sign it and send it back as an acceptance of the job.
If the offer letter contains the following details, it can be considered a legally binding contract:
In addition to these essential elements, an offer letter in India must also be in writing and signed by both parties.
Here’s how you can create and manage employee letters on RazorpayX Payroll, using best-in-class templates crafted by our team of experts.
What is included in a job offer letter?Employers must ensure that the following critical information is included in the job offer letter:
The potential employee’s position at work and level of responsibilities after getting selected.
A written narrative that lists down the core responsibilities, general tasks, and other associated duties.
The scheduled date when the new hire is expected to join the company and start working.
The expected volume of work – hours per day or days per week, that the employee must put in at the job.
The inter-relationship between various authorities within a company. In other words, it describes the hierarchical chain of command – who reports to whom.
The compensation paid to the employees in exchange for their service. An employer needs to factor in various components of salary while calculating it in India. Typically, it includes base salary, wages, commissions, incentives, etc.
Calculating salary is tedious. Unless you use RazorpayX Payroll! Sign up and use the CTC calculator and salary preview tool to generate a salary structure and calculate employee-in-hand salary with only a few details.
The indirect and non-cash components paid to the employees over and above their salaries.
A section of the offer letter that discloses how the employer manages customer data and how the prospective employee has to follow it.
The clause or provision for terminating an employee’s work within an organisation.
The number of days per year that can be used for vacation, sick leave or personal days.
This simple, customizable template can be used for any position. Since this is the first official communication your candidate will receive from you, it’s important to add all important details to the offer letter.
Email subject line: Congratulations! You have been selected for the role of at
We are pleased to offer you the position of at . We were thoroughly impressed by your qualifications, experience and interview performance, and we believe you will make a valuable addition to our team.
Job details
Benefits & perks
Please indicate your acceptance of this offer by signing and returning a copy of this letter by . You can also reach out to at or for any clarification or assistance.
We are excited to have you join our team and look forward to your contributions.
This is the perfect template for leadership positions. When offering a job to your ideal candidate for an executive position, make sure to use this template and change/add as many details as needed.
Email subject line: Congratulations! You have been selected for the role of [Job Title] at [Company Name].
Dear [Candidate’s Full Name],
It is with great pleasure that we extend an offer for the position of [Job Title] at [Company Name]. Your impressive track record and leadership experience align perfectly with our company’s vision and goals.
Job Details:
Benefits and Perks:
Please signify your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Feel free to contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any queries or assistance.
We eagerly anticipate your leadership contributions to our organization.
[HR Director’s Name]
[HR Director’s Title]
This is the template to customise when offering an internship to the ideal candidate. Interns are enthusiastic and fresh – this template is the perfect communication to get your candidate onboard.
Email subject line: Congratulations! You have been selected for the role of [Job Title] at [Company Name].
Dear [Candidate’s Full Name],
It is with great pleasure that we extend an offer for the position of [Job Title] at [Company Name]. Your impressive track record and leadership experience align perfectly with our company’s vision and goals.
Job Details:
Benefits and Perks:
Please signify your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Feel free to contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any queries or assistance.
We eagerly anticipate your leadership contributions to our organization.
[HR Director’s Name]
[HR Director’s Title]
Work-from-home and remote jobs became popular after the COVID-19 pandemic – remote jobs offer flexibility and allow you to hire top talent from around the world. This is a customizable template for you to send to your candidate.
Email subject line: Congratulations! You have been selected for the role of [Job Title] at [Company Name].
Dear [Candidate’s Full Name],
We are thrilled to offer you the remote position of [Job Title] at [Company Name]. Your skills and expertise make you an excellent fit for our team, and we are excited to have you contribute to our company’s success remotely.
Job Details:
Remote Work Setup:
Please confirm your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. For any inquiries or assistance, please contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We look forward to your valuable contributions as a remote team member.
[HR Manager’s Name]
[HR Manager’s Title]
Part-time employees offer businesses the flexibility to staff up during busy periods, while also providing workers with the opportunity to balance work with other commitments. When offering a job to a part-timer, you can use this template. Make sure to add any details you feel necessary.
Email subject line: Congratulations! You have been selected for the role of [Job Title] at [Company Name].
Dear [Candidate’s Full Name],
We are pleased to extend an offer for the part-time [Job Title] position at [Company Name]. Your skills and availability make you an excellent candidate to contribute to our team in a part-time capacity.
Job Details:
Part-Time Schedule:
Please indicate your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Should you have any questions or require assistance, please reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We are excited to have you join us in this part-time role.
[HR Manager’s Name]
[HR Manager’s Title]
Use this template when converting a part time employee into a full time position.
Email subject line: Congratulations! You have been selected for the role of [Job Title] at [Company Name].
Dear [Candidate’s Full Name],
We are pleased to extend an offer for the full-time position of [Job Title] at [Company Name]. We were thoroughly impressed with your performance and skills in a part-time capacity and look forward to your contributions as a full-time employee.
Please indicate your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Should you have any questions or require assistance, please reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We are excited to have you join us in this full-time role.
[HR Manager’s Name]
[HR Manager’s Title]
Dear [Employee_Name],
Congratulations! We are pleased to confirm that you have been selected to work for [Company_Name]. We are delighted to make you the following job offer:
The position we are offering you is that of [Job_Title] with an annual cost to company of 330000. This position reports to [Manager_Name].
We would like you to start work on [Employee_Joining_Date]. Please report to [Manager_Name] for documentation and orientation. If this date is not acceptable, please contact me immediately. On joining, you will be invited to our HR tool (XPayroll) in which you may be required to upload your documents.
Please sign the enclosed copy of this letter and return it to me by [Acceptance_Last_Date] to indicate your acceptance of this offer.
We are confident you will be able to make a significant contribution to the success of [Company_Name] and look forward to working with you.
You can download the above offer letter for free in Word (editable) or PDF format from below. Both versions contain the offer letter format with salary structure.
The rate of drop off after receiving an offer letter is reported to be as high as 80% in some industries. High drop off rates result in waste of time, money and resources – this is why it is so important to give your chosen candidate a good overall hiring experience and top it off with the perfect job offer.
Here are some tips to follow while preparing to offer the job to your chosen candidate so you don’t fall victim to high drop off rates.
RazorpayX Payroll’s automatic offer letter generation feature is a game-changer for businesses of all sizes. It takes the hassle out of creating offer letters, saving you time and resources.
With RazorpayX Payroll, you can generate personalized offer letters in seconds, with just a few clicks.
What’s more, you can use the in-built salary preview tool and CTC calculator to calculate the take-home salary and CTC quickly. All with a few clicks. RazorpayX Payroll automates employee payments and compliance filings like TDS, PF, ESI, PT, and more.
Read more: How Zo World Reduced Its Payroll & Reimbursement Timelines by 75% with RazorpayX PayrollRead more:
