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India · Letter template
An offer letter covering role, CTC, statutory benefits, probation and notice period, in the same structure Birch uses for offer letters.
This is a template, not legal advice. Laws differ by country, state and city and change often. Adapt it to your situation and have it reviewed by a qualified lawyer before you use it.
[Company name] [Registered office address]
Date: [Date]
[Candidate full name] [Candidate address]
Subject: Offer of employment, [Job title]
Dear [Candidate first name],
We are pleased to offer you the position of [Job title] in our [Department] team at [Company name].
Your annual cost to company (CTC) is ₹[amount] ([amount in words]), as set out in Annexure A. Salary is paid monthly by bank transfer on or before [the last working day of each month], after tax (TDS) and statutory deductions.
You will be covered by the Employees' Provident Fund, the Employees' State Insurance scheme (where your wages fall within its limit), gratuity and other benefits as required by law and our policies.
Your working hours are [hours], [days] a week. You are entitled to leave under our leave policy, which meets the requirements of the [State] Shops and Establishments Act and other applicable law.
You will be on probation for [number] months from your joining date. During probation, either side may end employment with [number] days' written notice. We will confirm your employment in writing when you complete probation.
After confirmation, either side may end employment with [number] days' written notice or salary in lieu of notice. We may end employment immediately for serious misconduct, following due process.
You will keep the company's confidential information private during and after your employment. Work you create in the course of your employment belongs to the company.
This offer depends on satisfactory verification of your identity, education, previous employment and references, and on the documents listed in Annexure B. You confirm you are free to join and are not bound by any conflicting agreement.
This letter is governed by the laws of India, and the courts of [city] have jurisdiction.
Please sign and return a copy by [Date] to accept this offer.
For [Company name]
[Name] [Designation]
Acceptance: I accept this offer on the terms above.
Signature: ____________________ Date: ____________________
Annexure A: Salary structure (Basic, HRA, allowances, employer PF, other components. Under the Code on Wages, check that the components counted as "wages" make up at least half of total pay.)
Annexure B: Documents to bring (PAN, Aadhaar, previous relieving letter and payslips, education certificates, bank details, UAN if you have one.)