Offer Letter Generator
Create a professional offer letter with a component-wise salary structure, probation and notice terms, and your own letterhead — then download it as a PDF. Free, no sign-up.
Generated in your browser. Candidate details are never uploaded.
About this offer letter generator
An offer letter is a legal document, and the details that trip employers up are rarely the big ones. It is the missing probation clause, the notice period that contradicts the appointment letter, or a CTC that does not reconcile with the salary structure printed two pages later.
This generator builds the letter around a standard structure, checks that your salary components add up to the stated CTC before you print, and puts it on your own letterhead. The candidate's details and the compensation figures never leave your browser.
Who this offer letter generator is for
A small business making its first hire
You need a document the candidate can sign and a bank or landlord will accept, without paying a lawyer for something standard.
Agencies issuing offers on behalf of a client
The employer is confidential at this stage but the candidate still needs terms in writing. The template keeps the employer fields explicit so nothing is left implied.
Filling a role quickly
The candidate has accepted verbally and is waiting for the paper. A clear letter on the same day avoids losing them to a slower employer.
Making an offer with conditions
Background verification pending, documents outstanding, a probation period — offers with conditions need those conditions written down, not mentioned in a call.
How to use it
- 1
Set up your letterhead once
Company name, registered address, contact details, CIN and the signatory who will issue the letter. It is remembered on this device for every document you generate.
- 2
Enter the role and terms
Designation, department, location, date of joining, reporting manager, probation and notice period. Add an offer validity window so the candidate knows the deadline.
- 3
Build the salary structure
Enter the annual CTC and press auto-split, then adjust any component. The panel warns you if the components do not add up to the stated CTC — the single most common error in offer letters.
- 4
Download and issue
Check the summary, download the PDF, and send it on your letterhead. Keep a signed copy on file for the background verification later.
Frequently asked questions
Is a generated offer letter legally valid?
An offer letter is valid if it states the terms clearly and is issued by someone authorised to make the offer. This tool produces the document; have it reviewed against your company's policy and, where required, by your legal advisor before issuing.
What should an offer letter include?
Designation, department, reporting line, work location, date of joining, employment type, probation period, notice period, the component-wise salary structure, the total CTC, and an acceptance clause. All of these are covered here.
Why does the CTC need to reconcile with the salary structure?
Because candidates compare the letter against the payslip. If the components do not sum to the stated CTC, the first payslip looks wrong and you start the relationship explaining a discrepancy. This tool checks it before you print.
Is the candidate's information stored anywhere?
No. Everything is generated in your browser. Nothing about the candidate, the salary figures or your company details is transmitted to us.
What a valid offer letter must contain
An offer letter is a formal statement of the terms you are proposing, and it becomes the basis of the employment relationship once accepted. The details that matter most are the ones people argue about later: the exact designation, the fixed salary and how it breaks into components, the date of joining, the place of work, and the notice period that will apply.
A letter that says only 'salary of ₹X per month' is incomplete. Salary has components, and the split determines provident fund, gratuity and take-home. State the structure, not just the total.
If the role is time-limited, say so. If it is a contract, name the duration. A permanent-sounding letter for a six-month contract is a dispute waiting to happen.
Conditions, and how to state them
An offer conditional on background verification, reference checks or document submission is standard and entirely fair — provided the condition is written. Marking an offer as 'subject to satisfactory completion of background verification' protects you and prepares the candidate.
Probation is the other condition worth stating plainly: its length, the notice that applies during it, and that confirmation follows review. Candidates who understand probation do not treat confirmation as automatic; candidates who were never told do.
What an offer letter is not
It is not an employment contract, and not a substitute for one. It sets out the terms offered; the contract, the appointment letter and the company handbook govern the relationship. Say so in the letter, in one line, to avoid either side treating it as the final word.
It is also not a guarantee of continued employment. Unless your contract says otherwise, employment is at will or as provided by statute — the letter should not imply permanence it cannot deliver.
Acceptance
An offer becomes binding in the way you specify: a signed copy returned by a date, or acceptance by email. Give a deadline. An open-ended offer leaves the role in limbo and the candidate uncertain about whether they still hold it.
Terms used on this page
- Offer letter
- A formal written offer of employment setting out designation, salary, joining date and key terms.
- Appointment letter
- Issued after joining. Expresses the full terms of employment and is the operative document.
- CTC
- Cost to Company — the total annual amount the role costs the employer, as quoted in the offer.
- Probation
- An initial period, commonly three to six months, during which performance is reviewed.
- Background verification
- Checks on employment history, education and sometimes criminal record, usually run before or just after joining.
- Joining bonus
- A one-time payment on joining, often recoverable if you leave within a stated period.
- Notice period
- The notice either side must give to end employment.