Employee offer letter template
A clean, formal offer letter with role, compensation, joining date, and acceptance block — ready for HR teams to personalize per candidate.
Try this template
1 · Edit the data
2 · Download the PDF
Generated locally in your browser. Nothing you type here is uploaded, stored, or sent to a server.
Edit the values and download the PDF — generated locally in your browser, no account needed.
What this document is
An offer letter is the first formal document a candidate receives after clearing interviews. It states the role, compensation, joining date, and reporting structure, and usually includes an acceptance block the candidate signs and returns. A clear offer letter reduces back-and-forth during the notice period and sets expectations before day one.
Who uses it
HR teams, founders making their first hires, staffing and recruitment agencies, and campus-placement cells that issue dozens of offers after a hiring drive.
When to send it
Send it after verbal acceptance and before background verification concludes. For batch hiring — campus placements, seasonal staffing — generate the whole set from your candidate tracker in one run.
How batch generation works
- 1Open the template in the studio and adjust the layout, colors, or wording in the visual editor.
- 2Import your data — upload a CSV or XLSX, paste from a spreadsheet, or type a single record.
- 3Map your columns to the template's fields; exact matches connect automatically and fuzzy matches wait for your confirmation.
- 4Review validation: every row is checked for missing required values, bad dates or numbers, and duplicate filenames.
- 5Generate: up to 25 documents locally in your browser for free, or hundreds through a secure cloud batch with per-row results.
Common mistakes to avoid
- Copy-pasting a previous candidate's letter and missing a name or amount — per-row validation catches empty required fields before anything is generated.
- Ambiguous compensation wording. State the annual figure explicitly; the template formats amounts with Indian digit grouping.
- Sending offers without a joining date or reporting manager; both are required fields in this template.
Privacy
The preview above and all local batches run entirely in your browser — names, amounts, and other values are never uploaded. Cloud batches are explicit, isolated per workspace, protected by short-lived signed links, and deleted at the end of a visible retention window (or earlier, on your request).