Offer Letter vs Appointment Letter vs Experience Letter

Three letters bookend every job in India. The offer letter invites a candidate to join, the appointment letter sets out the terms once they join, and the experience letter records what they did when they leave. Employers, especially small businesses and start-ups, often merge or skip these, which causes problems later with background checks, loans, visas and disputes. This guide explains what each letter is for, what it should contain, and gives sample clauses you can adapt.

Draft them in minutes: use the free Offer Letter, Appointment Letter and Experience Letter generators. They produce professional letters on your letterhead, entirely in your browser.

At a glance

Point	Offer letter	Appointment letter	Experience letter
When issued	After selection, before joining	On or shortly after joining	At exit, with or after the relieving letter
Purpose	Offer the job and key terms	Formal contract of employment	Proof of employment and role
Length	1–2 pages	Several pages, often with annexures	Usually 1 page
Needs signature from employee?	Yes, as acceptance	Yes, on a duplicate copy	No
Typical users	Candidate, to resign from current job	HR, auditors, labour inspectors, courts	Future employers, visa and loan processors

Offer letter

An offer letter confirms that the company wants to hire the candidate and sets out the headline terms. It is conditional: joining usually depends on documents, background verification and sometimes a medical check.

What it should contain

Candidate's name and address, and the date.
Job title, department and reporting manager.
Work location and whether the role is on-site, hybrid or remote.
Annual CTC, with a salary break-up in an annexure (basic, HRA, allowances, employer PF, variable pay).
Expected date of joining.
Probation period, if any.
Conditions of the offer: documents to submit, background verification, relieving from current employer.
Deadline for acceptance.
A line that a detailed appointment letter will follow on joining.

Sample clauses

We are pleased to offer you the position of Accounts Executive in our Finance department at our Pune office, reporting to the Finance Manager. Your annual cost to company will be ₹4,20,000, as detailed in Annexure A.

This offer is subject to satisfactory verification of your educational certificates, identity documents and previous employment. Please confirm your acceptance by signing and returning a copy of this letter by 10 October 2026. If we do not hear from you by then, this offer will lapse.

Appointment letter

The appointment letter is the actual contract of employment. It is issued when the employee joins and covers the full terms and conditions. Under the Occupational Safety, Health and Working Conditions Code, 2020, one of the labour codes that came into force in November 2025, employers are required to issue an appointment letter to every employee. Check the rules notified for your state for the prescribed contents and timelines.

What it should contain

Employee name, employee ID, designation, grade and date of joining.
Place of posting and any transfer clause.
Detailed salary structure, including statutory deductions (PF, ESI, professional tax) and variable pay rules.
Probation period, how confirmation happens, and notice period during and after probation.
Working hours, weekly offs and overtime rules.
Leave entitlement: earned, casual and sick leave, and public holidays.
Duties and responsibilities, or a reference to a job description.
Confidentiality and protection of company information.
Intellectual property created during employment.
Conflict of interest and outside employment.
Code of conduct and reference to company policies (including the POSH policy).
Termination: grounds, notice and pay in lieu of notice.
Return of company property on exit.
Governing law and jurisdiction.

Sample clauses

Probation. You will be on probation for six months from your date of joining. On satisfactory completion, your confirmation will be communicated in writing. During probation, either party may end the employment by giving 15 days' written notice.

Notice period. After confirmation, either party may terminate this employment by giving 60 days' written notice or salary in lieu of notice. The company may waive or shorten the notice period at its discretion.

Confidentiality. You shall not, during or after your employment, disclose to any person any confidential information relating to the company, its clients or its business, except as required in the course of your duties or by law.

Be careful with restrictions after employment. Under section 27 of the Indian Contract Act, 1872, agreements that restrain someone from exercising a lawful profession are generally void, so broad non-compete clauses after exit are usually unenforceable in India. Confidentiality and non-solicitation clauses are more likely to be upheld. For sensitive roles, a separate NDA is common. Take legal advice for anything unusual.

Experience letter

An experience letter (also called an experience certificate or service certificate) confirms that the person worked for the company, for how long, and in what role. Future employers use it for background verification, and it is often needed for visas, higher studies and professional registrations.

What it should contain

Company letterhead, date and reference number.
Employee's full name and employee ID.
Date of joining and last working day.
Designation at joining and at exit, if different.
A brief description of responsibilities (optional but helpful).
A neutral or positive remark on conduct.
Name, designation and signature of an authorised signatory, with the company seal if used.

Sample text

This is to certify that Mr Rahul Verma (Employee ID TC1042) worked with us as Software Engineer from 3 July 2023 to 26 September 2026. During this period he was responsible for developing and maintaining our billing platform. His conduct was good. We wish him success in his future endeavours.

Keep it factual. Avoid adding salary unless the employee asks for it, and never state anything you cannot support from records.

Experience letter vs relieving letter

These are often confused. A relieving letter confirms that the employee's resignation was accepted and that they have been released from their duties after completing the notice period and handover. An experience letter describes the tenure and role. Many companies issue both, or combine them into one letter. New employers usually ask for the relieving letter of the previous job to confirm there is no overlap.

Common mistakes employers make

Using only an offer letter and never issuing an appointment letter.
Stating CTC without a break-up, leading to disputes about take-home pay.
Different notice periods in the offer letter, appointment letter and HR policy.
Delaying full and final settlement and the experience letter after exit. The labour codes set tight deadlines for paying wages after separation; check the current rules.
Issuing letters without a reference number, date or authorised signature.

Tips for employees

Read the notice period, probation and bond clauses before accepting an offer.
Keep signed copies of every letter, along with salary slips, in a safe place. See How to Make a Salary Slip for what a payslip should show.
Ask for an experience letter and relieving letter before your last day, and check that dates and designation are correct.
Make sure your resume matches these letters exactly. Our resume guide explains how to present roles clearly.

Create your letters: start with the free Offer Letter generator, then issue the Appointment Letter on joining and the Experience Letter at exit.

Frequently asked questions

Is an offer letter the same as an appointment letter?

No. An offer letter invites the candidate to join and lists the headline terms. An appointment letter is the formal employment contract issued on joining, with full terms and conditions.

Is an appointment letter mandatory in India?

The Occupational Safety, Health and Working Conditions Code, 2020, which came into force in November 2025, requires employers to issue appointment letters to employees. Check the rules notified for your state.

What is the difference between an experience letter and a relieving letter?

An experience letter confirms your tenure and role. A relieving letter confirms that your resignation was accepted and you were released from duties. Many companies issue both.

Are non-compete clauses enforceable in India?

Post-employment non-compete clauses are generally void under section 27 of the Indian Contract Act. Confidentiality and non-solicitation clauses are more likely to be enforced. Seek legal advice for specific cases.