Offer letter format with CTC annexure
An offer letter tells a candidate what you are proposing before they join: the role, the start date, the pay and the main conditions. This generator writes it from the details you enter, splits the CTC into a salary break-up, and gives you a PDF to send and a Word file to edit.
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What the letter covers
- Role, department, reporting manager and work location
- Type of employment and joining date
- Annual CTC in figures and words, with a component-wise annexure
- Probation and the notice period during and after it
- Working days, hours and leave policy
- Conditions to meet before joining
- Acceptance deadline and a signature block for the candidate
Offer letter or appointment letter?
The offer letter comes first and sets out what you are proposing. The appointment letter is issued when the person joins and records the full terms of employment. Since the Labour Codes took effect on 21 November 2025, every worker must be given an appointment letter, so an offer letter does not replace it.
How the CTC split works
Enter the annual CTC and any variable pay. Basic is set as a share of gross, 50% by default, HRA as a share of basic, and special allowance takes the balance after employer PF and, if you choose, ESI and a gratuity provision. The annexure always adds back up to the CTC you typed.
Employer PF and the new ceiling
From 17 September 2026 the EPF wage ceiling is Rs. 25,000 a month (S.O. 5109(E)). With PF set to "up to the wage ceiling", the employer PF line in the CTC is 12% of basic plus DA up to that amount, using the ceiling in force on the joining date.
Questions
Is an offer letter legally binding in India?
Once accepted it is evidence of the terms it states, but the detail of the employment is usually settled by the appointment letter and company policies. Keep the two consistent, and have a lawyer look at unusual clauses such as bonds.
Should the offer letter show the salary break-up?
It is good practice. A component-wise annexure shows what reaches the bank account each month and what is employer cost, which heads off arguments about CTC versus take-home pay later.
Can I send it by email?
Yes. Download the PDF and attach it, or edit the Word file first. Ask the candidate to sign and return a copy, or to reply confirming that they accept.
Is the offer letter saved anywhere?
No. It is written in your browser. Only the letterhead is remembered, and only if you tick the box; the signature image and the candidate’s details are never saved.