Step-by-Step Guide to Sending Job Offer Letters for Remote EOR Employees in India
Hiring remote employees in India through an Employer of Record (EOR) comes with its own set of rules and responsibilities—especially when it comes to offer letters. This guide walks you through how to draft and send job offer letters that are legally compliant, clearly written, and tailored for remote EOR hires in India.
Understanding the Job Offer & Onboarding Flow for EOR Hires
When hiring remotely through an EOR, the EOR acts as the legal employer of your Indian talent. That means while you focus on their performance and integration into your team, the EOR takes care of payroll, taxes, compliance, and labor laws.
Before you send out an offer letter, make sure you understand how the EOR process works. The offer letter will come from your company, but the EOR will officially employ the individual under Indian law.
What Should an Offer Letter for EOR Employees Include?
Here’s what to include when writing a job offer letter for remote employees hired through an EOR:
Basic Details
- Company name and address
- Candidate’s full name and address
- Date of issuing the letter
Job Information
- Job title and department
- Reporting manager's name
- Type of employment (full-time, part-time, contract)
- Expected start date
Salary and Benefits
- Gross salary and breakdown (base, allowances, bonuses)
- Frequency of payment (monthly, bi-weekly, etc.)
- Incentives, equity (if any)
- Statutory deductions (PF, ESI, gratuity, etc.)
- Benefits (health insurance, paid leave, remote work support, etc.)
Legal & Compliance Terms
- Probation period (if applicable)
- Non-disclosure or confidentiality clauses
- Termination terms and notice period
- Clear mention of compliance with Indian labor laws
Acceptance Instructions
- Deadline for acceptance (usually 3–7 days)
- Signatures needed and how to return the signed copy
- Point of contact for queries
Offer Letter vs Employment Letter: What’s the Difference?
Understanding this difference is especially important when you’re hiring across borders with an EOR. The offer letter sets expectations, while the employment letter (issued by the EOR) formalizes the legal employment relationship.
Best Practices for Sending an Offer Letter to Indian EOR Employees
- Be Clear and Direct: Avoid vague terms—be transparent about expectations, salary, and terms.
- Use a Professional Tone: Match your company’s voice while staying respectful and formal.
- Mention Legal Compliance: Ensure the letter adheres to Indian labor laws to avoid any legal trouble.
- Follow Up: After sending the offer, reach out with a call or email to answer questions and reassure the candidate.
- Onboarding Checklist: Include a list of what happens next—documents to be submitted, training dates, IT setup, etc.
What Salary Details Should You Include?
Be as detailed as possible in the compensation section:
- Base Salary: Monthly fixed amount
- Gross Pay: Includes allowances, bonuses, etc.
- Deductions: PF, health insurance, gratuity
- Variable Pay: Incentives or performance-based rewards
- Review Policy: When and how salary will be revised
Job Offer Letter Checklist for India
Here’s a quick checklist to help you stay on track:
Final Thoughts
Sending an offer letter is more than just a formality—it sets the tone for the employment relationship. When hiring through an EOR in India, make sure your offer letter is clear, compliant, and customized for remote work. This helps you avoid confusion, ensures legal safety, and gives your new hire the confidence to join you smoothly.
