Offer Letter & Experience Letter (Word)
Two letters every employer writes: an offer letter when someone joins and an experience letter when they leave. Both are written in plain, professional English with clear blanks in [brackets] to replace. Edit once with your company details and reuse for every employee.
Free · no sign-up · opens in Microsoft Word, Google Docs, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
[Company Name]
[Registered address] · [Phone] · [email] · [website]
Ref: [HR/OL/2026/001]
Date: [DD-MM-YYYY]
[Candidate full name]
[Address]
Subject: Offer of employment for the position of [Designation]
Dear [Candidate first name],
We are pleased to offer you the position of [Designation] in our [Department] department at [Company Name], on the terms below. We were impressed by your experience and believe you will be a valuable member of our team.
| Designation | [ ] |
| Department | [ ] |
| Reporting to | [Manager name, designation] |
| Place of work | [City / office] |
| Date of joining | [DD-MM-YYYY] |
| Working hours | [10:00 am to 6:00 pm, Monday to Saturday] |
Compensation
Your monthly gross salary will be ₹ [ ] (₹ [ ] per year), made up as follows:
| Component | Monthly (₹) | Yearly (₹) |
| Basic salary | [ ] | [ ] |
| House rent allowance | [ ] | [ ] |
| Other allowances | [ ] | [ ] |
| Gross salary | [ ] | [ ] |
| Employer PF / ESI contribution | [ ] | [ ] |
| Cost to company | [ ] | [ ] |
Statutory deductions (PF, ESI, professional tax, income tax) will be made as per law.
Terms
• Probation: you will be on probation for [six] months from the date of joining. On satisfactory completion you will be confirmed in writing.
• Notice period: [one month] during probation and [two months] after confirmation, from either side, or salary in lieu of notice.
• Leave: as per company policy, currently [12 casual, 12 sick and 15 earned leave] days a year.
• Confidentiality: you will keep the company's business information confidential during and after your employment.
• This offer is subject to verification of your documents and references.
Documents to bring on the day of joining
• Proof of identity and address (Aadhaar card, PAN card)
• Educational certificates and mark sheets
• Relieving letter and last three payslips from your previous employer
• Two passport-size photographs
• Bank account details (cancelled cheque)
Please sign and return a copy of this letter by [DD-MM-YYYY] to confirm your acceptance. We look forward to welcoming you.
For [Company Name]
[Name], [Designation]
Acceptance
I accept the offer on the terms above and will join on [DD-MM-YYYY].
…
[Company Name]
[Registered address] · [Phone] · [email] · [website]
Ref: [HR/EXP/2026/001]
Date: [DD-MM-YYYY]
TO WHOM IT MAY CONCERN
This is to certify that [Mr. / Ms.] [Employee full name] (Employee code [ ]) worked with [Company Name] from [DD-MM-YYYY] to [DD-MM-YYYY]. At the time of leaving, [he / she / they] held the position of [Designation] in the [Department] department.
During this period [his / her / their] main responsibilities included:
• [Responsibility 1, e.g. preparing GST returns and monthly accounts]
• [Responsibility 2]
• [Responsibility 3]
We found [him / her / them] sincere, hardworking and reliable. [His / Her / Their] conduct during the employment was [good / very good]. [He / She / They] has been relieved of all duties with effect from [DD-MM-YYYY] after completing the handover.
We wish [him / her / them] every success in the future.
For [Company Name]
[Authorised signatory name]
[Designation]
…
What's inside
- Offer letter: position, department, reporting manager, joining date, place of work, monthly CTC with a salary table, probation, working hours, notice period, documents to bring, acceptance signature
- Experience letter: dates of employment, last designation, duties, conduct statement and good wishes, authorised signatory
- Company letterhead area at the top and reference number and date lines
How to use it
- Open the file in Word, Google Docs or LibreOffice.
- Replace the letterhead text with your company name, address and contact details, or paste your letterhead.
- Replace every [bracketed] item with the employee's details. Use Find (Ctrl + F) to jump to "[".
- Read the terms and remove any that do not apply to your company.
- Print on letterhead, sign, and give one copy to the employee.
Tips
- Keep salary figures in the offer letter identical to your payroll setup.
- Have a lawyer review terms such as non-compete or bonds; these templates keep to common, simple terms.
- Issue the experience letter on or after the last working day, once handover is complete.
Questions and answers
Is an offer letter a legal contract?
Once accepted it is evidence of the agreed terms. Many companies also sign a detailed appointment letter after joining.
What is the difference between a relieving letter and an experience letter?
A relieving letter confirms the employee has been released from duties; an experience letter describes the role and period. Many small firms combine them, as this template does.