OFFER LETTER

(Name of the candidate)

(Address of the candidate)

Sub: Letter of Offer

Dear Mr./Ms. XYZ,

This has a reference to your application and subsequent interview-cum-discussion. We are pleased to
offer you the role of (designation) in (department) in our organization.

Your joining date is confirmed as (date of joining) as per the following terms and conditions:

1.1 You are entitled to a CTC of (amount) per month payable as per Annexure A
1.2 The correctness of information and / or data provided by you in your resume and application
form submitted to us. In case any information / data provided by you is not correct or is
founded false, then this offer shall stand withdrawn forthwith without any further reference to
you.
1.3 You agree to submit with us a signed copy of your proof of age, educational qualification,
experience (if have any) on the day of joining, along with all the original certificates for
verification.
1.4 Your reporting to the Company on the date indicated by you is deemed to be your joining
date. In case you do not join on the given date, then the offer of employment will stand
automatically withdrawn.
1.5 You being found medically fit for the service in the Company. The Company’s decision as
regards your fitness or otherwise will be final and the Company under no circumstances will
entertain any correspondence in this regard.

Please send us an acknowledgment of this offer confirming your joining.

You will be issued a letter of appointment after completion of all joining formalities on your joining the
organization.
Regards,

(Name of the Head-HR)

Head-HR

ANNEXURE A

Employee Code  
Name  
Designation  
Department  
DOJ  
Location/Branch  

Compensation Package:
Benefits (A) Monthly Yearly
Basic    
HRA    
Conveyance Allowance    
Medical Allowance    
Other Allowance    
Total (A)    
Reimbursements (B)    
Petrol and car Maintenance    
Entertainment Allowance    
Medical Reimbursement    
Total (B)    
Contributions (C)    
Gratuity    
Contribution to PF    
 Total (C)    
Total (A+B+C)    

In words- Rs. only

Regards,

(Signature)

(Name of the Head-HR)

Head-HR

(Signature)

(Name of the Candidate)

Date:
 MEDICAL EXAMINATION FORM
Personal Information
Name: Date:
Address:
Phone: Email:
DOB: Sex: Height:
Weight:
Job Title: Designation:
EID:
Current Symptoms
□ Headache □ Joint Pain □ Dizziness □
Numbness
□ Nausea □ Vision Impairment □ Hearing Aid □ Fatigue
□ Fever □ Cough/Sneeze □ Weight loss/gain □ Chest
pain
Medical History
Exercise Frequency: Types:
Smoking Frequency: Drinking Frequency:
Illicit Drug intake?
Allergies:
Current Medications:
Current Diagnoses:
Current Injuries:
Previous Injuries:
Previous Medications:
Previous Surgeries:
Vaccinations
Standard Childhood Vaccinations □ Yes □ No
Hepatitis A □ Yes □ No
Hepatitis B □ Yes □ No
Tuberculosis □ Yes □ No
Chicken Pox □ Yes □ No
Flu □ Yes □ No
MMR □ Yes □ No
Td □ Yes □ No

Do you require a respirator, face mask?

Anything you want to mention?

Signature
Date
 JOINING FORM

PERSONAL DETAILS

Name:

Father's Name: PASSPORT

Correspondence Address: PHOTOGRAPH

Permanent Address:

Telephone: Mobile No:

Date of Birth: Marital status:  
Pan Card No: Blood Group:
Emergency contact details:
Name: Relation: Contact no:  
JOB INFORMATION
Title: Employee: ID:
Supervisor: Department:  
Work Location: Bank Account:  
Work Phone: Salary:
Start Date Email ID:

DECLARATION
I hereby declare that the above statements made in my application form are true, complete and correct to the
best of my knowledge and belief. In the event of any information being found false or incorrect at any stage,
my services are liable to be terminated without notice.

Date:
Place: Signature

DOCUMENTS CHECKLIST
 Academics certification/ mark sheets
 Resume
 Medical certificate
 Disability certificate
 Aadhar card
 PAN card
 Two photo copies
 Canceled cheque
 Experience letter (if any)
LETTER OF APPOINTMENT

Date _________

Name of the employee

Address____________

Dear (First name),

With reference to the discussions you have had with us, we are pleased to appoint you as
“_______” for our Group companies on the following terms and conditions:

1. You will be paid a consolidated amount of Rs_______ (Rupees _______only) per annum.
2. The above consolidated amount will consist of the following:
a. Rs. _________ per annum as fixed pay, and
b. Rs. _________ per annum as variable pay which is linked to your performance and
that of the company.
3. This appointment is for a period of two years effective date of your joining and may be
renewed on a mutual basis. This arrangement is with effect from _______ and will be valid
for a period of _______years/s.
4. In this capacity, you will be located at ____ and will report to _______ or any other person
nominated by the company. However, your services could be transferred to any other
Departments/Divisions of the Company. Notwithstanding your appointment in this company,
your services could be reassigned to any other company of the (Organization Name) Group.
5. You may also be assigned such other duties as may become nec(Organization Name)y at the
discretion of the Management in any Branch or office of the Company and/ or its
Subsidiaries or Associate Companies.
6. You will be eligible for 18 days leave pro-rated per calendar year. However, leave will be
allowed subject to exigencies of work.
7. You will be provided comprehensive Accident/ Medical Health Insurance for you and your
spouse.
8. It is clarified that in addition to the above, you will not be entitled to any other benefits.
9. This appointment can be terminated by giving three-month notice on either side or payment
in lieu of shortfall in this notice period.
10. You shall observe all rules and regulations of the company.
11. During the tenure of the assignment with the company, you will not engage yourself in any
other assignments or gainful employment without consent of the management.
12. You are required to maintain the highest order of secrecy with regards to the work or
confidential information of the Company and/ or its subsidiaries or Associate Companies and
in case of any breach of trust, your appointment may be terminated by the Company without
any notice.
13. The Company lays emphasis on all statutory compliances and you should ensure compliance
with various statues in your area of operations.

Kindly sign a copy of this letter in acceptance of the above-mentioned terms and conditions and
return the same for our records.

Regards

Name of Business Head

Designation

Company
CONFIRMATION LETTER (1)

Dear (Candidate name),

Date:

Designation & Emp No:

Dear Name,

We are pleased with your performance with us since joining as part of _________. We are happy
to have you in our growing family of ________. We take pleasure in informing you that your
services have been Confirmed with effect from _______. Also, your salary has been revised to
_________. All the other terms and conditions remain unaltered.

We look forward to your continued dedicated performance.

Please intimate your acceptance by signing this letter in duplicate and return this letter to the
Human Resources department.

Yours Sincerely

(Employer Name)
CONFIRMATION LETTER (2)

Ref No: - Dear Ms. / Mr. Name,

SUBJECT: CONFIRMATION LETTER.

This confirmation is in recognition of the fine work you are doing for the company, we are very
confident that you will meet the new responsibilities, which accompany the position with the
same level of enthusiasm & enterprise which you have exhibited with your excellent
performance. So, at this time it’s my honor to inform you that you are being confirmed as you
have successfully completed your six months with the company w.e.f. (Date).

This is a clear reflection of your hard work, commitment & determination to excel in
performance. We are confident that you will use the opportunity of working with XYZ for
further enhancing the growth of your career and contribute your best to the organization year
after year. We sincerely look forward for your association with XYZ Pvt Ltd. Congratulations on
your continued success!!!

Regards,

(Employer Name)