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Offer Letter Format for Company

A crisp offer letter can be the difference between landing your top candidate and losing them to a competitor. This format presents the role, compensation, and joining timeline clearly, with an acceptance deadline that keeps your hiring process moving.

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When and how to use this letter

Send the offer letter within 24 to 48 hours of the final interview — top candidates rarely wait long, and a fast offer signals a decisive company. Call the candidate first with the good news, then follow up with the written letter the same day so excitement does not fade into uncertainty.

Keep the offer letter concise: role, compensation figure, joining date, validity deadline, and the conditions it depends on. Save the fine print — probation, notice periods, detailed benefits — for the appointment letter. One common mistake is overloading the offer with legal clauses; it slows acceptance and can scare candidates off. Another is forgetting the expiry date, which leaves requisitions hanging open for weeks.

Always include the acceptance mechanism: a duplicate copy to sign and return, or a clear reply-to-accept instruction for emailed offers. Track the deadline and follow up once, politely, two days before expiry — silence usually means a competing offer, and a short conversation can still save the hire. One non-obvious tip: mention one genuine, specific reason you chose this candidate. A single personal line dramatically increases acceptance rates because candidates join people, not just packages.

Once accepted, move fast on the appointment letter and pre-joining formalities. Keep the signed offer in the recruitment file; if the candidate later disputes the agreed salary or joining date, this letter is your evidence. If terms change before joining, reissue the offer rather than editing it informally over messages.

Frequently asked questions

Is an offer letter legally binding?
It can be, depending on its wording and your jurisdiction. To keep it a proposal rather than a contract, phrase it as an offer subject to conditions and state that full terms follow in the appointment letter. If you want it binding, say so explicitly and have it reviewed legally.
What should I do if the candidate asks for more salary?
Negotiate within your approved band and respond quickly. If you agree to a change, reissue the offer letter with the revised figure rather than confirming it verbally — handshake changes to written offers are a leading cause of joining-day disputes.
How long should an offer stay open?
Seven to ten days is standard. Shorter deadlines pressure good candidates unnecessarily, while longer ones stall your hiring pipeline. For senior roles, two weeks is reasonable given notice periods and competing processes.

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