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Offer Letter Generator (India)

Free tool · Rules checked 21 October 2026 · Runs in your browser; nothing you type is sent to us

An Indian offer letter states the designation, joining date, location, annual CTC with its breakdown (basic, HRA, special allowance, employer PF, gratuity), probation and notice periods, working hours, leave, and conditions such as background verification. Since the Labour Codes took effect on 21 November 2025, every employee must also get an appointment letter.

For employers and recruiters making a real job offer. The letter uses standard wording for India; check it against your own policies before you send it. Prefer to type it yourself? Download the blank Word template.

Company
Candidate and role
Pay

CTC breakdown (yearly amounts; the letter also shows monthly)

Probation and notice
Hours, leave and benefits
Conditions and acceptance

What an offer letter should cover in India

Appointment letterEvery employee must be given an appointment letter (Labour Codes, in force 21 November 2025)
CTC breakdownBasic + DA, HRA, other allowances, employer PF and gratuity; under the Codes, allowances above 50% of total pay count as wages for PF and gratuity
Working hoursNormal hours up to 48 a week under the OSH Code, 2020
LeavePaid annual leave of 1 day for every 20 days worked, for workers who have worked 180 days in the year (OSH Code); many employers give more
Probation and noticeSet by the letter and standing orders; 3 to 6 months of probation and 30 to 90 days of notice are common
Fixed-term staffSame pay and benefits as permanent staff doing the same work; gratuity after one year

How to use the generator

  1. Enter your company and the signatory once; tick "Remember" to keep them on this device.
  2. Add the candidate, job title, start date and pay. Enter the CTC and its breakdown; the letter shows monthly and yearly figures.
  3. Check probation, notice, hours, leave, benefits and conditions. The defaults follow the rules in the table above; the generator warns you if a figure is below a legal minimum it knows.
  4. Press "Write the offer letter", read the preview, then download Word to edit further or PDF to send.

Blank templates

Word templates with the same clauses and blanks to fill in: General · India · United Kingdom · United States · United Arab Emirates · Saudi Arabia · Singapore · Australia · Canada.

For employers

Offer letters are one step in a hiring routine that also covers screening, scheduling interviews, collecting documents and onboarding paperwork. AI workers can run that routine for you, with your team approving each offer. Book a free automation audit to see what it would take off your HR desk.

Please note: the wording follows the rules named on this page as checked on 21 October 2026. It is a starting point, not legal advice; employment law changes often and differs by state, province and emirate. Have senior or unusual offers reviewed by a lawyer.

Sources

Questions people ask

Is an appointment letter mandatory in India now?
Yes. Under the Labour Codes in force since 21 November 2025, every employee must be given an appointment letter. Many employers issue the offer letter first and the appointment letter on joining.
What is the CTC breakdown in an offer letter?
CTC is the total yearly cost of the employee: basic salary, HRA, special and other allowances, the employer's PF contribution and gratuity, plus any variable pay. The letter shows each part a month and a year.
Why should basic pay be about 50% of CTC?
The Labour Codes treat allowances above 50% of total pay as wages for PF, gratuity and bonus. Setting basic + DA at about half of pay keeps the calculations simple and the letter consistent with payroll.
What is a normal notice period in India?
There is no single legal figure for staff in offices; 30, 60 or 90 days are common and the letter must state it. During probation, 7 to 15 days is typical.
How is gratuity shown in CTC?
Usually as 4.81% of basic salary (15 ÷ 26 ÷ 12), the yearly build-up of gratuity. It is paid only on leaving after five years, or after one year for fixed-term employees.
Is this offer letter legally binding?
Once the candidate signs it, an offer letter can form part of the employment contract, so check every term before sending it. The generator writes standard wording from the rules named on this page; it is not legal advice, and you should have a lawyer review letters for senior or unusual roles.

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