Write an offer letter from the terms you already agreed

You have found your accounts assistant. You agreed the pay, the joining date and the hours on a call. Now you need to send an offer letter.

Most owners download a template from the internet. It runs to four pages. It has clauses about things you never discussed, and it may be missing the terms you did agree.

AI can write the letter from your own terms. But if you just ask for "an offer letter", it will fill it with clauses and benefits it thinks such letters usually have. Here is how to stop that.

What to give the AI

Write down the terms you agreed, exactly as you said them. For example:

• Company: Vakharia Cartons Pvt Ltd
• Candidate: Pooja Sawant
• Role: Accounts assistant
• Pay: ₹25,000 a month (gross)
• Joining date: 5 Oct 2026
• Probation: 3 months
• Notice period: 1 month from either side
• Working hours: 10 am to 6 pm, Monday to Saturday
• Signed by: Rakesh Vakharia, Director

Write the pay the way you agreed it. "₹25,000 a month (gross)" and "₹25,000 in hand" are not the same thing.

What to ask

Copy this into ChatGPT, Claude or Gemini. Put your own terms in the brackets.

Write an offer letter from terms I have already agreed with the candidate.

Terms (use only these):
- Company: [Vakharia Cartons Pvt Ltd]
- Candidate: [Pooja Sawant]
- Role: [Accounts assistant]
- Pay: [₹25,000 a month (gross)]
- Joining date: [5 Oct 2026]
- Probation: [3 months]
- Notice period: [1 month from either side]
- Working hours: [10 am to 6 pm, Monday to Saturday]
- Signed by: [Rakesh Vakharia, Director]

Rules:
- Start with the company name, "Date: [CHECK]", the candidate's name, and a subject line with the role.
- One short, warm paragraph offering the role.
- The terms as a list, each exactly as I gave it.
- Ask the candidate to sign and return a copy to accept, by [CHECK: reply date].
- End with the signatory and an "Accepted by" line with space for a signature and date.
- Add nothing else. No clauses on confidentiality, leave, benefits or ending the job. Don't name any law or rule.

What to check

Put the letter next to your notes. Check these things:

1. Each term, word for word. Pay, joining date, probation, notice and hours should match what you agreed. "1 month from either side" should not become "30 days".
2. Anything extra. Delete any line you didn't ask for, such as a bonus, leave days or a promise about a pay rise.
3. No legal claims the AI made up. The AI should not name a law or rule on its own. Delete lines like "as per applicable rules" that you didn't write. If your adviser gives you wording, add it yourself.
4. [CHECK]. Fill in today's date and the date you need a reply by.

This letter holds only what you agreed. It may not be every paper you need to give a new employee. Depending on your business, you may also need an appointment letter with set details, such as the duties and the pay breakdown. Ask an HR adviser or lawyer what applies to you before the joining date.

Why this works

The AI gets a short list of terms and a rule to use nothing else. So the letter says what you and the candidate agreed, and nothing you didn't.

The [CHECK] marks show you what is still missing. You fill them in yourself, so nothing goes out with a guessed date.

Keep a signed copy with you. Then you both have the same terms in writing.