Writing Your First Offer Letter: Who Signs First and How Many Copies Do You Need?

Hi forum members, it is the first time writing an offer letter as we are a newly established entity. I wonder how many copies of the offer letter should be issued and whether the candidate will receive it signed by the authorized person or if the candidate should sign it first and then return it to the company for signature.

There is no hard and fast rule in this regard. Normally, one copy along with the original can be sent, which the candidate will return with their signature as a token of acceptance of the offer. However, it is left to the company to determine its own requirements.

Regards,
B. Saikumar
HR & Labour Law Advisor
Chipinbiz Consultancy Pvt. Ltd
Mumbai
[Phone Number Removed For Privacy Reasons].

Offer Letter Process

The offer letter should be duly signed by the authorized signatory from the company. The candidate receives the same and returns it duly signed. Once you receive it, you can make a photocopy and forward one copy to Finance & Accounts and one to the personal file of the concerned individual.

Regards,
Kamesh

There should be one copy of the offer letter duly signed by the authorized signatory of the company, and the candidate should also sign the same. One copy is kept by the company for records, and the other is handed over to the candidate.

Regards,
Sonal
HR Executive

Depending on company policy, if you want, you can send a PDF form as an offer letter via email. After accepting your offer letter, the candidate can send you an email. If the candidate has any questions, they can reply to you via email. When the candidate agrees with your offer and joins on the specified day, you can take their signature on the joining day.

You have to take two copies. Hand over both to the employee, and after he/she accepts, they will return one copy signed by them.