# Offer letters — write, release, hold or withdraw > Write an offer letter with a salary break-up in MJX Hire, release it for online signing, put it on hold or withdraw it, and turn the new joiner into an employee. Source: https://pathshala.mjxtechnologies.com/docs/hire/offers/ In MJX Hire you write an offer letter on the candidate's page, release it, and the candidate reads and signs it online. The letter carries a salary break-up (Annexure A), terms of employment (Annexure B) and a joining checklist (Annexure C). After they join, one press makes them an employee. ## How to make an offer > [!PATH] Apps › MJX Hire › Recruitment › Candidates › (candidate) › Offer letter › + Make an offer ![A candidate's page with the + Make an offer button marked under Offer letter](media/hire/offers-1.jpg "Candidate's page › Offer letter › + Make an offer") 1. Open the candidate and press [[+ Make an offer]] under **Offer letter**. 2. Fill in the job details: **Designation** (required), Department, Grade / band, Place of work, Joining date, Reports to, Probation (months), Notice (days). 3. Under **Their first day** (optional), add the Time, Where and Whom to meet. They show in a box on the letter. 4. Type the **CTC — total cost to company, rupees a year**. 5. Build the **Salary break-up — shown as Annexure A** (see below). 6. Set the **Last date to accept** (required). 7. Fill **Signed by (name)** and **Their designation**. 8. Check the **Wording** and the annexures. 9. Press [[Save draft]]. > [!NOTE] > Saving keeps a draft only you see. Press [[Preview]] to check it, then **Release** — after that the letter is frozen. ### The salary break-up Choose **Work it out by law** or **Type my own lines**. With **Work it out by law** you set: | Setting | What it does | |---|---| | **Basic — % of fixed pay** | Basic salary as a share of fixed pay. | | **HRA — % of Basic** | HRA is usually 40% of Basic (50% in Delhi, Mumbai, Kolkata, Chennai). | | **Provident fund** | **12% of Basic**, **12% of ₹15,000 (capped)** or **No PF**. | | **Variable pay (₹ a year)** | Any variable pay. | | **Insurance / other benefits (₹ a year)** | Cost of benefits. | | **Other fixed allowances** | e.g. Conveyance, Medical; they come out of the special allowance. Press [[+ Add an allowance]]. | | **Flexible benefit plan** | e.g. LTA, meal card: the most a year they may take out of the special allowance. Press [[+ Add a flexible benefit]]. | It also adds, where the law applies: **Gratuity — 4.81% of Basic**, **Statutory bonus 8.33%** when Basic is within ₹21,000 a month, and **ESI 3.25%** when gross pay is within ₹21,000 a month. The special allowance takes whatever is left, so the lines always add up to the CTC. Press [[Fill a common split]] for Basic 40% · House rent allowance 20% · Special allowance (the rest). You can change every number after. **Insurance and other benefits** — one per line (a cover, not a rupee line), for example "Group health insurance — ₹3,00,000 a year for you and your family". ### Signature and seal The saved signature and seal come from **Settings › Signature & seal** (owner or admin uploads them). Tick to use them only if the person signing is the one whose signature is saved. ### Wording and annexures - **Wording** — start from **Standard offer (built in)** or your own template, and press [[Use]]. - Tap a field to put it where the cursor is. Fields include `{{candidate_name}}`, `{{first_name}}`, `{{designation}}`, `{{joining_date}}`, `{{ctc}}`, `{{ctc_in_words}}`, `{{reporting_to}}`, `{{probation_months}}`, `{{notice_period}}`, `{{offer_expiry}}`, `{{organisation}}` and more. - **Annexure B — terms and conditions of employment** — standard terms written for Indian employment law. Have your lawyer or CA read them once. Start a clause with "3. Heading." to print the heading in bold. Leave it empty for no Annexure B. - **Annexure C — documents to bring when they join** — one per line. Leave it empty for no Annexure C. - **Save this wording (letter + Annexure B) as a template…** keeps it for next time, for example "Teacher offer". > [!WARNING] > If the letter uses a field you left empty, release is refused: "The letter uses {{joining_date}} (Joining date) but it is empty. Fill it in, or take it out of the wording." ### Leave the MJX mark off (Pro) "Issued with MJX HR" is printed at the foot of every page. On MJX Hire Pro, tick **Leave "Issued with MJX HR" off this letter** — for that letter only. On other plans it shows "🔒 It is printed at the foot of every page." ## How to release an offer 1. On the draft, press [[Preview]] and read it. 2. Press **Release to (name)** and confirm. The letter is frozen and emailed to the candidate. It shows on their page **only while their stage is Offer**. > [!SUCCESS] > The offer shows "Released (date) by (name)". When the candidate opens it you see "Opened by the candidate (date)". When they sign: "Accepted and signed as "(name)" (date)". ## Offer statuses | Status | What it means | |---|---| | **Draft** | Only your team sees it. You can edit or [[Delete draft]]. | | **Released** | Frozen and sent. Waiting for the candidate. | | **Viewed** | The candidate opened it. | | **Accepted** | Signed by the candidate. Open [[✍️ Signed copy]]. | | **Declined** | The candidate declined, with their reason if given. | | **On hold** | Paused by you. The candidate cannot open or sign it. | | **Withdrawn** | Taken back by you. Not shown to the candidate. | | **Lapsed** | Not answered by the last date to accept. | ## How to put an offer on hold Press [[Put on hold]] and add a note for your team (optional). The candidate is **not** emailed; while the stage is Offer their page says the offer is on hold and they cannot open or sign it. Press [[Take off hold]] to make it live again. ## How to withdraw an offer Press [[Withdraw offer]] and say why (only your team sees this). The candidate is **not** emailed and the offer simply leaves their page. To offer again you write a new letter. To only pause the offer, use **Put on hold** instead. ## The Offers list > [!PATH] Apps › MJX Hire › Recruitment › Offers ![Offers page with the Offers tab marked (no offer letters written yet in this demo)](media/hire/offers-2.jpg "Apps › MJX Hire › Recruitment › Offers") Every offer letter and where it stands. Open one to send it, see the letter or withdraw it. ## After the offer: joining > [!PATH] Candidate's page › Joining ![Joining card on a candidate's page with Mark as joined (1) and Did not join (2) marked](media/hire/offers-3.jpg "Candidate's page › Joining") 1. When the person joins, press [[Mark as joined]] and pick the day they joined. If they did not, press [[Did not join]] (the reason is for your team only). 2. Press **Make (name) an employee**. Fill **Name** (required), **Mobile (their login)** (required), Email, **What they may do** (Staff — daily work, no settings; or Admin — everything day to day), Designation and Staff ID (optional). 3. Press [[Make employee]]. A password is made for them and shown to you once — press **Copy the password**. They change it the first time they sign in. Their checked documents stay encrypted in MJX Hire and the staff record links to them. See [MJX People](people/index). > [!NOTE] > An offer that is still waiting for an answer has to be accepted (or withdrawn) before you can mark the person as joined. ## Who can use this? - **Plan:** MJX Hire Basic and Pro ("Interviews, offers and candidate email"). Leaving the MJX mark off is Pro. - **Roles:** Owner, Admin (where roles were never set up) and the HR role. Only an owner can make somebody an admin. ## Questions people ask ### Can I change an offer letter after I release it? No. Releasing freezes the letter. To change it, withdraw it and make a new one. To only pause it, use Put on hold. ### Is the candidate told when I withdraw an offer? No. The candidate is not emailed; the offer simply leaves their page. Tell them yourself if you need to. ### How does the candidate sign? On their own page they read the letter, type their full name, draw a signature, and confirm with a 6-digit code sent by email or WhatsApp. You get a signed copy. ### Can the candidate download the letter as a PDF? No. They read it as page pictures with their name printed across every page. You can open the letter and the signed copy as PDFs. ### Can I remove "Issued with MJX HR" from the letter? Yes, on MJX Hire Pro. Tick "Leave 'Issued with MJX HR' off this letter" on each letter.