Offer letter generator with a CTC breakup and acceptance block
This free offer letter generator drafts a complete job offer in your browser — role, joining date, pay, probation, notice, benefits, conditions and an acceptance block for the candidate to sign. Every detail is a merge field such as {{joining_date}}, so you can rewrite any sentence and the figures stay correct.
For Indian offers, enter the annual CTC and your structure rules and the tool attaches Annexure A, a monthly and annual breakup built with the same rules as the CTC calculator, with totals that add up to the rupee. For the US or UK, state a base salary, target bonus and sign-on bonus with local dates, greetings and sign-offs.
Download a PDF or an editable Word file, or create one letter per candidate from a CSV. Nothing is uploaded. The wording is a template to adapt, not legal advice.
How to use the Offer Letter Generator
- Add your letterhead — logo, company name, address — and the signatory’s name, title, signature and, if you use one, the company seal.
- Under Letter details, set the reference number, date, format (India, US or UK), tone and how long the offer stays open.
- Enter the candidate and the role: designation, department, location, reporting manager, joining date and employment type.
- Pick the pay format — Indian CTC with a breakup, or base salary and bonus — and enter the figures.
- Set probation, notice periods, benefits and conditions, check the preview, and change any wording under Letter text.
- Press Download PDF or Download Word. For a hiring batch, use bulk offer letters with a CSV.
Offer Letter Generator features
A CTC annexure that adds up
Basic, HRA, allowances, employer PF, ESI, NPS, gratuity, insurance and variable pay; special allowance balances them so the annual column equals the CTC exactly.
Editable text, live merge fields
Rewrite or add paragraphs; fields like {{ctc}} stay live, and unknown or empty fields are flagged before you download.
Formal or warm
Two complete wordings, each with a matching greeting and sign-off.
India, US and UK formats
Ref. No. and lakh-style rupees for India; US dates, a colon greeting and an at-will paragraph; British dates and a right-to-work condition for the UK.
PDF and Word
A PDF with an embedded font, so ₹ prints correctly, and a .docx with the annexure as a real table and page numbers.
Bulk offers from a CSV
One letter per row with numbered references, zipped with an index; rows with missing details are listed, not skipped silently.
What to include in an offer letter
- The job title, department, work location and the date you expect the candidate to join.
- Pay: the annual CTC (India) or base salary (US, UK), how often it is paid, and any variable pay or bonus with what it depends on.
- The probation period and how confirmation works, and the notice period during and after probation.
- Benefits that influence the decision — health cover, leave, allowances, equipment.
- Conditions such as background and reference checks, document verification or right-to-work proof.
- How long the offer stays open and how to accept it; a signed acceptance block leaves no doubt.
Worked example: a ₹12 lakh CTC offer
The sample letter offers a CTC of ₹12,00,000 with 10% variable pay, basic at 50% of CTC and HRA at 50% of basic. Variable pay is ₹1,20,000, so the fixed CTC is ₹10,80,000 (₹90,000 a month). Employer PF is 12% of the ₹25,000 wage ceiling, and the gratuity provision is 15/26 of a month’s basic a year, ₹28,846. Special allowance takes the rest: ₹1,15,154.
| Component | Monthly | Annual |
|---|---|---|
| Basic salary | ₹50,000 | ₹6,00,000 |
| House rent allowance | ₹25,000 | ₹3,00,000 |
| Special allowance | ₹9,596 | ₹1,15,154 |
| Gross salary | ₹84,596 | ₹10,15,154 |
| Employer provident fund | ₹3,000 | ₹36,000 |
| Gratuity provision | ₹2,404 | ₹28,846 |
| Fixed CTC | ₹90,000 | ₹10,80,000 |
| Variable pay at target | — | ₹1,20,000 |
| Total CTC | — | ₹12,00,000 |
Offer letters in India, the US and the UK
To see what reaches the bank each month after PF, professional tax and TDS, use the in-hand salary calculator; to plan a last day around a notice clause, the notice period calculator.
| India | United States | United Kingdom | |
|---|---|---|---|
| Pay stated as | Annual CTC with a breakup | Annual base salary or hourly rate | Annual gross salary |
| Probation | Usually 3–6 months | Often none; employment is usually at will | Usually 3–6 months |
| Notice | 30–90 days is common | Not required at will; two weeks is customary | Contract notice, never below the statutory minimum (one week per full year of service, up to 12 weeks) |
| Pre-start checks | Documents and the previous employer’s relieving letter | Form I-9 identity and work authorization | Right-to-work check before work starts |
| What follows | Appointment letter on joining | Onboarding paperwork and policies | Written statement of particulars by day one |
Common mistakes to avoid
- Quoting a CTC without a breakup — a large variable or employer-cost share can hide a modest monthly salary.
- Leaving the offer open-ended; an accept-by date lets you move on to the next candidate.
- Not stating conditions: if the offer depends on a background check, say so before the candidate resigns elsewhere.
Offer Letter Generator FAQ
How do I write an offer letter?
State the role, joining date, pay, probation and notice, benefits, conditions and a date to accept by, then sign it. This offer letter generator drafts all of that from the form; download it as a PDF or Word file.
What is the difference between an offer letter and an appointment letter?
The offer letter is the proposal the candidate accepts before joining; the appointment letter, issued on joining, sets out the full terms of employment. India’s Occupational Safety, Health and Working Conditions Code, 2020 requires an appointment letter for every employee — make one with the appointment letter generator.
Is an offer letter legally binding?
Once accepted it can form a contract, so be accurate about pay and conditions; US offers usually state that employment is at will. These are templates, not legal advice — have a lawyer review your standard wording.
How is the CTC breakup worked out?
Basic is a share of CTC, HRA a share of basic, employer PF 12% of wages up to ₹25,000 a month, gratuity 4.81% of wages and variable pay a share of CTC; special allowance is the balance. The rules match the CTC calculator.
Can I make offer letters for many candidates at once?
Yes. Open the bulk section, download the sample CSV, add one row per candidate and drop it back to get a ZIP of PDFs — and Word files if you choose.
Is candidate data uploaded anywhere?
No. Letters are built in your browser, and drafts, the logo, signature and seal are saved only on this device.