Offer & Appointment Letter Generator

About the Offer & Appointment Letter Generator

Fill in your company, the candidate and the role, and a complete letter builds itself on your letterhead: position and reporting line, place of work, date of joining, cost to company with an Annexure A break-up, probation, notice period, working hours, leave, benefits, and the clauses you choose — confidentiality, intellectual property, no other paid work, company policies, background verification and documents to bring. It ends with your signature block and an acceptance section for the candidate to sign.

Switch between an offer letter and a letter of appointment. Split the CTC turns an annual CTC into basic pay, HRA, special allowance, employer PF and a gratuity provision, which you can then edit. Download a PDF to send, or an editable Word (.docx) file to fine-tune with your lawyer. It is a generic template, not legal advice.

Common uses

• Startups and small businesses hiring their first employees without an HR system.
• HR teams issuing appointment letters to every employee, with the terms written out in one place.
• Recruiters preparing an offer with a clear CTC break-up the candidate can compare.
• Employers outside India using the general layout in any of 22 currencies.

Offer letter or appointment letter?

An offer letter is the proposal: it sets out the role and pay and asks the candidate to accept by a date. An appointment letter confirms the employment once it is agreed, from the date of joining, and lists the terms of service. Many employers send an offer first and the appointment letter on the first day; some combine them. Under the Indian Contract Act, 1872, a proposal that is accepted becomes a promise (section 2), and an agreement made by the free consent of competent parties, for a lawful consideration and object, is a contract (section 10) — which is why the letter ends with a signed acceptance.

Appointment letters under the OSH Code (India)

Section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires the employer to issue a letter of appointment to every employee on appointment, "with such information and in such form as may be prescribed by the appropriate Government"; employees appointed before the Code came into force were to receive one within three months of its commencement. The Code applies to establishments as it defines them — generally places with ten or more workers. The form and particulars come from the rules of the Central or State Government, so check those for your establishment; the template covers the usual particulars (designation and category of skill, wages, working hours, leave and probation).

The same Code limits a worker to eight hours of work a day (s.25(1)(a)) and six days a week (s.26(1)); "worker" there leaves out people employed mainly in managerial or administrative roles and supervisors above the notified wage. The template starts at 8 hours a day, 5 days a week, and warns if you enter more — if your hours include a meal break, write the timing instead (for example 9:30 am to 6:30 pm with a one-hour lunch break).

How the CTC split works

• Basic pay = the percentage of CTC you choose (50% by default).
• HRA = a percentage of basic (50% by default).
• Employer provident fund = 12% of basic, on basic up to the ₹25,000 a month EPF wage ceiling (at most ₹3,000 a month) — or on the full basic, or none.
• Gratuity provision = 15/26 of a month’s basic for each year, which is 4.81% of annual basic; it is paid on leaving as the law provides, not monthly.
• Special allowance = whatever remains, so the components add up exactly to the CTC.

Monthly amounts are the annual amounts ÷ 12. The employee’s own PF contribution, professional tax and income tax are deducted from gross salary, so take-home pay is lower than gross — the payslip generator shows a month’s deductions.

What the template deliberately leaves out

• Non-compete after employment. Section 27 of the Indian Contract Act makes agreements in restraint of a lawful profession, trade or business void, and courts have generally refused to enforce restraints that apply after the employment ends — so none is offered. Confidentiality and intellectual-property clauses are included instead.
• Disciplinary and termination procedures, bonds and penalties — these depend on standing orders, the Industrial Relations Code and your policies, and need a lawyer.
• Statutory forms your State’s rules may prescribe. Attach or adapt them as needed.

Limitations

• This is a generic template, not legal advice. Employment terms depend on your State’s rules, standing orders and policies — have a qualified lawyer review the letter before you use it.
• Changes you make in the Word file stay in that file — the tool cannot read a Word file back in — so keep your edited copy.
• The PDF draws Latin-script text with ₹, € and £. For a letter in Hindi or another script, download the Word file (it shows those scripts with your computer’s fonts) or use Print / Save as PDF.
• The first download needs a connection to fetch the PDF or Word engine; Print / Save as PDF works offline.

Privacy

Everything happens in your browser. Candidate details, salaries, your logo and signature are not uploaded or stored by MySmartCoPilot; the draft is kept in this browser’s local storage until you press Clear saved data on this device.