Offer & appointment letter — the template

[COMPANY NAME]
[Registered address] · [CIN / GSTIN if any] · [email]

Date: [DD Month YYYY]
To: [Employee name]
[Address]

Subject: Offer of employment — [Designation]

Dear [First name],

We are pleased to offer you employment with [Company name] ("the Company") on the following terms:

1. Position and reporting: [Designation], reporting to [Manager name / title], at our [City] office. The Company may transfer you to another location or department on reasonable notice.
2. Date of joining: [DD Month YYYY]. This offer lapses if you do not join by [date] unless extended in writing.
3. Compensation: Annual CTC of ₹[amount] ([in words]), structured as per Annexure A (basic, HRA, special allowance, employer PF, gratuity provision). Salary is paid monthly on or before the [7th] by bank transfer, subject to statutory deductions (PF, ESI where applicable, professional tax, TDS).
4. Probation: [6] months from the date of joining; may be extended by up to [3] months in writing. Confirmation will be communicated in writing.
5. Working hours: [9:30 am – 6:30 pm], [Monday to Saturday / Monday to Friday], with a [1-hour] lunch break; not exceeding 48 hours a week. Overtime, where required, is compensated as per the applicable Shops & Establishments Act.
6. Leave: as per the Company's leave policy (Annexure B) — currently [12] earned leave, [8] casual leave, [7] sick leave per year, plus [10] notified holidays.
7. Notice period: [15 days] during probation and [30/60 days] after confirmation, by either side, in writing. The Company may pay salary in lieu of notice; unserved notice by you may be adjusted against dues.
8. Statutory benefits: Provident Fund (EPF & MP Act 1952), ESI (where gross ≤ ₹21,000), gratuity (Payment of Gratuity Act 1972, after 5 years), bonus (Payment of Bonus Act 1965, where applicable), maternity benefit (Maternity Benefit Act 1961).
9. Confidentiality and IP: You will not disclose Company information to third parties during or after employment. All work product created in the course of employment belongs to the Company.
10. Conduct: You will follow the Company's code of conduct, POSH policy and IT/security policies as amended from time to time.
11. Background verification: This offer is subject to satisfactory verification of your documents and references. Misrepresentation may lead to withdrawal or termination.
12. Documents to bring on joining: PAN, Aadhaar, bank proof, address proof, educational certificates, relieving letter and last payslip from previous employer, previous UAN (if any), 4 photographs.
13. Governing law: This letter is governed by the laws of India; courts at [City] have jurisdiction.

Please sign and return a copy of this letter as acceptance by [date].

For [Company name]

______________________
[Name], [Designation]

Accepted: ______________________  Date: ________
[Employee name]

Annexure A — Compensation structure (monthly / annual)
Basic ..................... ₹[ ] / ₹[ ]
HRA ....................... ₹[ ] / ₹[ ]
Special allowance ......... ₹[ ] / ₹[ ]
Gross ..................... ₹[ ] / ₹[ ]
Employer PF ............... ₹[ ] / ₹[ ]
Gratuity provision ........ ₹[ ] / ₹[ ]
Total CTC ................. ₹[ ] / ₹[ ]

Annexure B — Leave policy (attached)