Offer Letter Generator

An offer letter is the moment an informal conversation becomes a written commitment. For the candidate it records what has been promised; for the employer it sets out what is expected and on what terms. A letter that is clear on pay, start date, probation and notice prevents most misunderstandings in the first months. This tool assembles one from your answers.

The details you provide

Enter the company, its address, the person signing and their title, and the date of the letter. Add the candidate and their address. Describe the job: title, department, who it reports to, place of work, employment type, start date and, for a contract, the end date, plus working hours. Then set pay and benefits: a currency, the pay figure and whether it is per year, per month or per hour, an optional bonus, and a benefits list. Finally choose the probation length in months, the notice period in days, the conditions, and the date by which the candidate should accept.

How the clauses read

The letter has numbered clauses for role, start date, working hours, pay, benefits, probation, notice, confidentiality, conditions, what to bring on joining, and policies. Pay is stated as gross, before the deductions and taxes the law requires. Probation says the first months are a review period and that employment may be confirmed in writing or extended. Notice applies after probation and allows pay in place of notice where the contract permits; the text also says the company may end employment without notice for serious misconduct. The conditions clause makes the offer depend on satisfactory references, background checks and the candidate’s right to work, and lets the company withdraw it if information proves untrue.

The acceptance block

After the signature of the company’s representative, the letter has a line “I accept this offer on the terms above.” and a signature and date line for the candidate. That block turns one letter into a record both sides can sign and keep.

Two worked offers

The first sample is from Northwind Software Pvt Ltd to Neha Joshi, a Frontend Engineer on the Product Engineering team, reporting to Karan Mehta. The pay is ₹18,00,000 a year plus an annual bonus of up to 10% of base pay, with health insurance, 24 days’ paid leave and a laptop. Probation is 3 months, notice is 60 days, and she is asked to accept by 20 November 2026, with a start date of 1 December 2026. The letter runs to about 450 words. The second sample is a fixed-term contract from Harbour Studio Ltd to Dev Malhotra, a Motion Designer, from 4 January 2027 to 30 June 2027 at £28 per hour, with no probation and 14 days’ notice.

Using it well

Match the letter to the contract: if a separate employment agreement exists, say that it applies and attach it. Be careful with the words “guaranteed” and “permanent”. Keep the letter short, put the details that change, such as the bonus scheme, in a policy, and send it before the candidate resigns from their current job.

Limits

Employment law differs between countries and states: notice periods, probation rules, minimum terms and what must appear in writing are all regulated in many places. An accepted offer can be binding. This generator is a general template and not legal advice, so have the final text checked against local law and your own contract, especially for senior hires.

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• Experience & Relieving Letter Generator closes the relationship when the employee leaves.
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