How to draft an Offer or Appointment letter to a candidate, will there be a prescribed format in every company or is it the responsibility of a HR Executive to draft in his/her own terms mentioning the policy of the company?

From India, Bangalore
Hr Head


Dear Ms. 5th Nov 09 .

Welcome to the Technology Group family! We are pleased to offer you a position as Data Research & Call Support Executive in the Prime-Hyderabad office, and we are very enthusiastic to have you join our team.

Your roles and responsibilities will include the following –

• You have to take the assignments whatever your reporting leads assigns.

• Special Projects

Your compensation plan and benefits eligibility are presented herein.

1. Your annualized Base Salary is Rs. 1, 80,000 per annum. Rs 50,000 would be paid as Variable Bonus at the completion of 12 months in Prime. Rs.3000 would be paid every month if you achieve the target.

2. Reporting to: Ms.

3. Start date: 9th November 09 or as soon as possible.

To accept this offer, please send Chakravarthi Aluri ( an email referring to this letter, indicating your affirmative response, and confirming your start date. Accompanying this offer letter is our Employment Agreement that will roll out on the day of reporting (9th November 09).

Sati, we are eager to have you join us, and share with you an expectation that you will have a strong, positive impact on our company. You are welcome to call with questions.

Background Verification:

PRIME does back ground verification for any new hire which includes both the

educational and employment verification.

A criminal verification will also be taken up based on the client’s request.

Any discrepancy in the back ground verification with respect to period of employment, salary, providing falsified information, attitude and behavior of the employee will result in terminating the employee.

Very truly yours,

Recruitment Team

Pay Structure for the financial year 2008-2009

Per Month (In Rs) Per Annum (In Rs)

Gross Salary 15000 180000


Basic Salary 5250 63000

House Rent Allowance 3750 45000

Conveyance 800 9600

Medical 1250 15000

Other Allowance 3950 47400

Total Earnings 15000 180000


Professional Tax 150 1800

PF 630 7560

Income Tax 0 0

Total Deductions 780 9360

Net Salary 14220 170640

Rs. 50,000 would be paid at the completion of 12 months in Prime as a Variable Pay.

Monthly Statutory Deductions:

1. Income tax as per the applicable slab rate and depending up on your savings.

2. Professional Tax as per the applicable rate, the present being Rs.200/- per month.

3. Rs.1000 would be deducted towards Transport every month.

4. Provident Fund deduction at 12% of basic pay subject to maximum amount of Rs.780.00 Per month.

5. Company’s contribution is Rs.780.00 per month.


Chakravarthi Aluri

From India, Hyderabad

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