Offer Letter Format and Samples (Job, Internship and Acceptance)

11 ready samples Copy, Word or print Checked 9 Oct 2026

An offer letter is the letter a company sends to a selected candidate to offer a job or internship, with the role, salary, joining date and main terms. This page has 9 sample offer letters for HR teams and employers, and 2 replies a candidate can send to accept the offer.

Enter your company name, designation and city once at the top, and the letters below pick them up. Then add the candidate's name, the role, the salary as [Amount] and the joining date. Check every term against your own company policy before you send it.

Letter

Job Offer Letter Format (Full Time Employee)

For HR to send to a candidate selected for a permanent full time role, with salary and joining details.

Company Name
Address
City
Date: Date
To
Recipient Name
Address
Subject: Offer of employment for the post of Designation
Dear Recipient Name,

We are pleased to offer you the position of Designation in our Department team at Company Name. This follows your interviews with us, and we were impressed by your skills and attitude.

Your annual cost to company will be Amount. The salary breakup is given in Annexure A. You will report to Manager Name at our City office. Your expected date of joining is start date.

You will be on probation for number of months months, as per company policy. Detailed terms of service will be given in your appointment letter on the day you join.

Please sign and return a copy of this letter by end date to confirm your acceptance. On the joining day, bring your educational certificates, identity proof and the relieving letter from your last employer, if any.

We look forward to working with you.
Yours sincerely,
Your Name
Designation, Human Resources
Company Name
Enclosure: Annexure A (salary breakup)
Letter

Simple Job Offer Letter Sample

For a small business or shop owner who wants a short, clear offer letter without long terms.

Company Name
Address
City
Date: Date
To
Recipient Name
City
Subject: Job offer for Designation
Dear Recipient Name,

Thank you for meeting us last week. We are happy to offer you the job of Designation at Company Name.

Your monthly salary will be Amount. Working hours are from time to time, six days a week. You can join us on start date.

Please confirm by signing below and returning this letter, or by calling us on Phone, before end date.

Regards,
Your Name
Owner, Company Name
Phone: Phone
Letter

Internship Offer Letter Format

For a company offering a student a fixed term internship, with a mentor and an end date. For an unpaid internship, remove the stipend line.

Company Name
Address
City
Date: Date
To
Recipient Name
College Name
City
Subject: Offer letter for internship in Department
Dear Recipient Name,

We are glad to offer you an internship with the Department team at Company Name. The internship will run from start date to end date.

During this period you will work on live projects under the guidance of Mentor Name, who will be your mentor. You will receive a monthly stipend of Amount.

This is a training position and not an offer of employment. On successful completion, you will receive an internship certificate. Any offer of a full time job will depend on your performance and the openings at that time.

Please share a no objection letter from your college, if your college requires one, and confirm your acceptance by last date to accept.

Best wishes,
Your Name
Designation, Human Resources
Company Name

Offer Letter Format: What to Include

A company offer letter is printed on the letterhead and signed by HR or the owner. Put these parts in order.

PartWhat it says
Letterhead and dateCompany name, address and the date of issue.
Candidate detailsName and address of the person being offered the job.
Subject"Offer of employment for the post of [Designation]"
RoleDesignation, department, reporting manager and work location.
PaySalary or stipend as a yearly or monthly amount, with a breakup if needed.
JoiningJoining date, documents to bring and probation period, if any.
ConditionsChecks the offer depends on, and the last date to accept.
SignatureName and designation of the person issuing the offer.

Notice period, leave and benefits should match your company policy and the law that applies to you. After joining, the employee gets an appointment letter, and a candidate who has to resign first can use the resignation letter page.

Email

Job Offer Letter Email to Candidate

For HR sending the offer by email with the signed offer letter attached as a PDF.

To: Recipient Email
Cc: hr@Company Name.com
Subject: Offer letter for Designation at Company Name
Dear Recipient Name,

Congratulations. After the final round of interviews, we are happy to offer you the role of Designation in our Department team.

Your offer letter is attached. It has your annual compensation of Amount, your joining date of start date, your work location and the documents to bring on the first day.

Please reply to this email with your acceptance by end date and attach a signed copy of the letter. If you have any questions about the offer, call me on Phone.

Warm regards,
Your Name
Designation, Human Resources
Company Name
Letter

Offer Letter for Fresher (Campus Placement)

For a company that selected final year students in a campus drive and will hire them after they graduate.

Company Name
Address
City
Date: Date
To
Recipient Name
Final year student, College Name
City
Subject: Offer of employment as Graduate Trainee
Dear Recipient Name,

Further to the campus recruitment held at College Name on drive date, we are pleased to offer you the position of Graduate Trainee at Company Name.

This offer depends on your passing the final examination with all subjects cleared. Your joining date will be shared after your results are declared, and is likely to be around start date.

Your annual compensation will be Amount. You will first go through a training programme of number of days days, after which you will be placed in a team based on business need.

Kindly accept this offer through your college placement cell by end date.

Yours sincerely,
Your Name
Campus Hiring Team
Company Name
Letter

Job Offer Letter with Salary (Experienced Hire)

For hiring an experienced professional who has to serve a notice period at the current employer.

Company Name
Address
City
Date: Date
To
Recipient Name
Address
Subject: Offer for the role of Designation
Dear Recipient Name,

We are delighted to offer you the role of Designation, Department, at Company Name. Your experience in this field was a strong fit for what the team needs.

Your fixed annual pay will be Amount, with a yearly performance bonus of up to Amount as per the company's bonus plan. A one time joining amount of Amount will be paid with your first salary. Leave, insurance and other benefits will follow company policy.

We understand you have to serve notice with your present employer. Please join us on or before start date. If you need more time, let us know early so we can plan.

This offer is valid until end date. Please sign and return the attached copy to accept.

Yours sincerely,
Your Name
Head, Human Resources
Company Name
Letter

Conditional Offer Letter (Subject to Verification)

For an offer that becomes final only after background checks, reference checks or a medical test.

Company Name
Address
City
Date: Date
To
Recipient Name
Address
Subject: Conditional offer of employment
Dear Recipient Name,

We are pleased to make you a conditional offer for the post of Designation at an annual salary of Amount, with a proposed joining date of start date.

This offer is subject to the following: a satisfactory background and reference check, verification of your degree and experience certificates, and a pre-employment medical check at our cost.

Please fill in the attached verification form and return it with copies of your documents by end date. Once all checks are cleared, we will confirm your joining in writing. If any information is found to be incorrect, the company may withdraw this offer.

Yours sincerely,
Your Name
Designation, Human Resources
Company Name
Enclosure: Verification form, list of documents
Letter

Company Offer Letter for Part Time or Contract Role

For a fixed term contract or part time job, where the end date and hours must be clear from the start.

Company Name
Address
City
Date: Date
To
Recipient Name
Address
Subject: Offer of a fixed term contract as Designation
Dear Recipient Name,

We are happy to offer you a contract role as Designation with Company Name for the period start date to end date.

You will work number of days days a week, for number of hours hours a day, from our City office or remotely as agreed with your manager. You will be paid Amount per month, after deduction of tax at source as applicable.

The contract may be renewed by mutual agreement. Either side may end it early with written notice, as set out in the contract you will sign on joining.

Please confirm your acceptance by replying in writing within seven days of this letter.

Regards,
Your Name
Designation
Company Name
Letter

Revised Offer Letter Sample

For HR replacing an earlier offer after the salary, role or joining date was changed by agreement.

Company Name
Address
City
Date: Date
To
Recipient Name
Address
Subject: Revised offer letter for Designation
Dear Recipient Name,

This refers to our offer letter dated earlier offer date and our discussion with you after that. As agreed, we are issuing this revised offer, which replaces the earlier one.

Your revised annual compensation will be Amount, and your new joining date is start date. All other terms of the earlier offer, including the role, reporting manager and work location, stay the same.

Please sign and return this revised letter by end date. The earlier offer letter will no longer be valid once you accept this one.

Yours sincerely,
Your Name
Designation, Human Resources
Company Name
Email

Offer Letter Acceptance Mail (Candidate Reply)

For a candidate replying to HR to accept the job offer and confirm the joining date.

To: Recipient Email
Subject: Acceptance of offer for Designation
Dear Recipient Name,

Thank you for the offer of Designation at Company Name. I am happy to accept it on the terms given in the offer letter dated offer letter date.

I confirm that I will join on start date at the City office. A signed copy of the offer letter is attached. Please let me know if any other documents or forms are needed before my first day.

I am looking forward to starting with the team.

Regards,
Your Name
Phone
Letter

Acceptance of Offer Letter (Formal Reply Letter)

For a candidate who must give a signed paper acceptance, often with a request about the joining date.

Your Name
Address
City
Date: Date
To
The HR Manager
Company Name
City
Subject: Acceptance of offer letter
Dear Sir/Madam,

I am writing to formally accept your offer for the post of Designation, as stated in your letter dated offer letter date. I have read the terms and agree to them.

My notice period at my present company ends on Last Working Day. I request you to kindly note start date as my date of joining. I will bring my relieving letter and all original certificates on that day.

Thank you for this opportunity.

Yours faithfully,
Your Name
Phone
Email

Difference Between Offer Letter and Appointment Letter

An offer letter and an appointment letter are not the same, though small firms sometimes issue only one of them.

  • Timing: the offer letter comes after selection and before joining. The appointment letter is usually given on or after the joining day.
  • Purpose: the offer letter invites the candidate to accept the job. The appointment letter confirms the employment.
  • Detail: an offer letter has the main points: role, pay and date. An appointment letter has the full terms of service, such as duties, notice, leave and conduct rules.

What is a real job offer letter? It comes from the company's official email or on its letterhead, follows a real interview, and never asks you to pay a fee. Be careful of any offer that asks for money for training, a laptop or "processing".

Tips for Writing an Offer Letter

  • Write the salary only as you will actually pay it, and say whether it is monthly or yearly.
  • Give a clear last date to accept, usually a few days to two weeks after the letter.
  • Keep the offer letter short. Leave the full terms of service for the appointment letter.
  • Mention any condition, such as background verification, in the offer itself, not later.
  • Ask a lawyer or HR advisor to review your template once, especially notice and bonus clauses.
  • Send the offer from an official company email ID so the candidate can trust it.
  • Candidates should reply within the deadline and keep a signed copy of the offer.

Questions people ask

What is an offer letter?

An offer letter is a written offer of a job or internship from a company to a selected candidate. It states the role, pay, joining date and main conditions. The candidate signs it or replies by email to accept.

Is an offer letter and appointment letter the same?

No. The offer letter is sent before joining to offer the job. The appointment letter is usually given at joining and has the full terms of employment. Some small firms combine the two in one letter.

How do I accept an offer letter?

Reply to the HR email within the deadline. Thank them, say you accept the offer on the stated terms, confirm your joining date and attach a signed copy if they ask for one.

How can I tell if an offer letter is fake?

A fake offer often comes without a proper interview, from a free email address, and asks for a fee or deposit. Check the company's official website and call its listed number to confirm before sharing any documents.

Can a company withdraw an offer letter?

An offer can be withdrawn in some cases, for example if the candidate fails a background check or a condition in the letter is not met. The exact position depends on the wording of the offer and the law that applies, so take advice if this happens.

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