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Offer Letter and Appointment Letter Format for India (2026)

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An offer letter is a job offer you send before the person joins. An appointment letter confirms the job on joining. Under the Occupational Safety, Health and Working Conditions Code, 2020, in force from 21 November 2025, every employer must give every employee an appointment letter, with details such as designation, category, wages and social security.

Offer letter vs appointment letter

Offer letterAppointment letter
WhenBefore joiningOn joining
PurposeProposes the role, pay and joining date; the candidate acceptsConfirms employment and its terms
Required by law?No, but standard practiceYes, for every employee
Usually 1-2 pagesYesLonger: full terms of employment

What an offer letter should include

  1. Company name, address and date
  2. Candidate's name
  3. Job title and department
  4. Location and work mode (office, hybrid, remote)
  5. Joining date
  6. Annual CTC, with a link or annexure for the break-up
  7. Probation period, if any
  8. Conditions, such as background check or documents to submit
  9. Offer validity: the date by which to accept
  10. Name and signature of the person making the offer

Sample text (format only, placeholders in brackets):

Dear [Candidate name],

We are pleased to offer you the position of [Job title] in our [Department] team at [Location]. Your annual cost to company (CTC) will be ₹[amount], as detailed in Annexure A. Your expected date of joining is [date].

This offer is subject to [conditions, e.g. verification of documents]. Please confirm your acceptance by [date] by replying to this email or signing a copy of this letter.

We look forward to having you with us.

[Name], [Designation], [Company]

Work out the in-hand salary for the CTC you offer with our CTC calculator.

What an appointment letter should include

  1. Employee's name, employee ID and date of joining
  2. Designation and category (for example, permanent, fixed-term, trainee)
  3. Place of work and reporting manager
  4. Wages: basic + DA, allowances and total, with the pay day
  5. Social security: PF, ESI where it applies, and gratuity
  6. Working hours and weekly off
  7. Leave policy
  8. Probation and confirmation
  9. Notice period on either side
  10. Conduct, confidentiality and company policies
  11. Signatures of the employer and the employee

Sample opening text:

Dear [Employee name],

With reference to your acceptance of our offer dated [date], we are pleased to appoint you as [Designation] ([category: permanent / fixed-term]) at [Location] with effect from [date of joining]. The terms of your employment are set out below.

  1. Employee's name, employee ID and date of joining: [details]
  2. Designation and category (for example, permanent, fixed-term, trainee): [details]
  3. Place of work and reporting manager: [details]
  4. Wages: basic + DA, allowances and total, with the pay day: [details]
  5. Social security: PF, ESI where it applies, and gratuity: [details]
  6. Working hours and weekly off: [details]
  7. Leave policy: [details]
  8. Probation and confirmation: [details]
  9. Notice period on either side: [details]
  10. Conduct, confidentiality and company policies: [details]
  11. Signatures of the employer and the employee: [details]

What the 2026 Labour Codes change

  • Appointment letter is mandatory for every employee, in the form the government prescribes. Employees who had none when the Code began had to get one within three months.
  • Wages (basic + DA) must be at least half of total pay; if allowances are more than half, the extra counts as wages, which raises PF and gratuity. Plan the salary structure in the letter with this in mind.
  • Working hours: up to 8 hours a day and 48 hours a week.
  • Paid leave once an employee works 180 days in a calendar year (it was 240).
  • Monthly wages within seven days of the next month; on exit, within two working days.
  • Fixed-term employees get gratuity after one year of service.
  • No discrimination on gender in recruitment, wages or conditions for the same or similar work.

For the full picture, read our Labour Codes 2026 guide.

Clauses to word carefully

  • Notice period and recovery: state the notice for both sides and whether pay in lieu applies. Any recovery has to come from what the letter says.
  • Probation: give the length and what happens at the end of it.
  • Non-compete after leaving: a clause that stops someone working elsewhere after they leave is generally not enforceable in India under section 27 of the Indian Contract Act, 1872. Confidentiality and non-solicitation clauses are more common. Take legal advice before relying on one.

Checklist before you send

  1. Name, designation and category spelled correctly
  2. CTC and the break-up add up; basic + DA is at least half of pay
  3. Joining date, location and reporting manager filled in
  4. Probation and notice period match your policy
  5. Leave, working hours and social security mentioned
  6. Offer validity date set
  7. Signed by an authorised person, and a signed copy kept

Frequently asked questions

Formats for reference only, not legal advice. Your state's rules may prescribe the exact form of the appointment letter.

Sources

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