HR letter formats

Free templates for the letters Indian companies send most: from the offer and appointment letter to the experience letter at exit. Fill in your details on the page, then copy the text or download it in Word or PDF.

Choose a letter

Offer letter format

An offer letter sets out the proposed role, pay, joining date and conditions for a selected candidate to accept. Choose from four templates, with guidance on CTC annexures, probation, remote work and intern-to-full-time offers.

4 versions, Word and PDF

Appointment letter format

An appointment letter is the employer’s formal record of the terms on which a person is employed. This page gives four formats to copy, a clause checklist and a plain comparison with the offer letter.

4 versions, Word and PDF

Joining letter format

In Indian HR, ‘joining letter’ can mean the letter an employer sends before day one or the joining report a new hire signs on day one. This page gives templates for both, and the checks that keep them in line with your offer and appointment letters.

4 versions, Word and PDF

Internship certificate format

An internship certificate confirms who interned with you, in which role, on which dates and on what work. Choose one of four versions to copy, then use the checks below so that a college or a future employer can verify it.

4 versions, Word and PDF

Experience letter format

An experience letter is the letter a company gives an employee on leaving, describing the role, the dates and the work done. Pick one of four templates, fill in the details and issue it on letterhead.

4 versions, Word and PDF

Experience certificate format

An experience certificate is a formal statement of facts about a person’s service, which the employee hands to a university, bank, visa office or recruiter. Choose a template, fill in the details and give it a reference number.

4 versions, Word and PDF

Internship offer letter format

An internship offer letter with clauses for paid, unpaid, remote and PPO internships, and a completion certificate.

Template and Word download

Which letter, when

Offer letter: after selection, to confirm the role, pay and joining date and ask the candidate to accept.
Appointment letter: when the person joins, setting out the terms of employment in full.
Joining letter: the candidate’s confirmation that they accept and will join, or the company’s confirmation of the joining date and first-day details.
Internship certificate: at the end of an internship, confirming the dates, role and work done.
Experience letter and experience certificate: when an employee leaves, confirming their role and period of service.

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