Is an employment offer letter legally binding in the Philippines?

Yes, once the candidate signs and returns it, the offer letter forms a binding pre-contract under Articles 1305 and 1318 of the Civil Code of the Philippines. Although the formal Employment Agreement may follow, the accepted offer already obligates the Philippine employer to honour the agreed terms in good faith. Withdrawal of an accepted offer without just cause may give rise to civil liability under the abuse of rights doctrine (Articles 19-21), and the candidate may pursue damages before the regular courts, separately from any future labor claim.

How long can the probationary period be in the Philippines?

Under Article 296 of the Labor Code (PD 442), probationary employment in the Philippines is capped at six months counted from the start date. Two narrow exceptions exist: (i) apprenticeship agreements approved by TESDA, and (ii) when the nature of the work itself requires a longer period (e.g., academic teaching with semester-based evaluation). Beyond six months, the employee automatically attains regular status. The probationary standards for regularization must be communicated at the time of engagement (Abbott Laboratories v. Alcaraz, G.R. 192571), otherwise the Filipino employee is treated as regular from day one.

Are SSS, PhilHealth, and Pag-IBIG mandatory for every Philippine employee?

Yes. The Social Security System (Republic Act 11199), PhilHealth (RA 7875 as amended by RA 11223), and Pag-IBIG (RA 9679) are mandatory across all private-sector employer-employee relationships in the Philippines. The employer must register the new hire on or before the first day of work, deduct the employee share from monthly salary, add the employer share, and remit on schedule through accredited banks. Failure to enrol or remit exposes the Philippine employer to administrative fines, criminal prosecution under the Social Security Act, and personal liability of the corporate officers. The offer letter therefore declares these three contributions explicitly so the candidate sees the full social protection package.

What is 13th month pay and is it required?

The 13th month pay is a statutory monetary benefit equal to one-twelfth (1/12) of the total basic salary earned by a Filipino rank-and-file employee within a calendar year, mandated by Presidential Decree 851 and payable on or before December 24 of each year. It applies to every private-sector rank-and-file employee in the Philippines regardless of position, classification, or method of payment, provided the employee has worked at least one month in the year. Managers may receive it as a contractual benefit. Non-payment is a money claim cognizable by the DOLE Regional Office (up to PHP 5,000) or the NLRC (above PHP 5,000) under Article 128-129 of the Labor Code.

What documents should I ask the candidate to submit before the start date?

Standard Philippine pre-employment documentary requirements include: NBI Clearance (within six months), Barangay Clearance, PSA Birth Certificate, valid government-issued ID (PhilSys, passport, or driver licence), TIN from the BIR (Form 1902 for first-time employees, Form 2305 for transferees), SSS Number, PhilHealth Identification Number, Pag-IBIG MID Number, Transcript of Records and Diploma for fresh graduates, Certificate of Employment from previous employers, and pre-employment medical clearance from a DOH-accredited clinic. The Doxuno offer letter includes a conditions field where the Philippine employer can list these documentary requirements as conditions precedent to the start date.

Can the offer be made conditional on a background check?

Yes, and it is strongly recommended. Standard Philippine practice is to make the offer conditional on satisfactory NBI Clearance, Barangay Clearance, verification of references, authentication of academic and professional credentials, and a pre-employment medical examination. Where the role involves financial trust, conducting due diligence under the Anti-Money Laundering Act (RA 9160 as amended) and the Data Privacy Act of 2012 (RA 10173) is also acceptable. The conditions must be clearly stated in the offer letter so that, if any condition is not met, the Filipino employer can lawfully rescind the offer without exposure to abuse of rights claims under Articles 19-21 of the Civil Code.

Does the offer letter need to be notarized?

No. A Philippine offer letter is fully valid and binding once signed by both the authorized employer representative and the candidate, without notarization. Article 1356 of the Civil Code of the Philippines confirms that contracts are obligatory in whatever form they have been entered into, provided all essential requisites are present. Notarization before a Notary Public commissioned under the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC) is optional but converts the document into a public instrument with stronger evidentiary weight should the matter ever reach the NLRC, the Court of Appeals, or the Supreme Court of the Philippines.

Human Resources & EmploymentPH

Free Employment Offer Letter Template — Philippines

A professional employment offer letter drafted in line with the Labor Code of the Philippines (Presidential Decree 442) for SME employers, HR managers, and recruiters. Set the position, monthly salary, probationary period, statutory contributions (SSS, PhilHealth, Pag-IBIG), 13th month pay, leave entitlements, and download a clean PDF ready for the candidate to sign — fully aligned with Filipino labor practice.

Create Your Employee Offer Letter

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Bayan Technologies, Inc.

12F Net Park Building, 5th Avenue, Bonifacio Global City, Taguig 1634 · TIN: 009-876-543-000 · SEC: CS201234567

+63 2 8888 8888

hr@bayantech.ph

April 25, 2026

Juan Carlos dela Cruz

Unit 1205 The Trion Tower, McKinley Hill, Taguig 1634

OFFER OF EMPLOYMENT — Senior Software Engineer

Dear Juan Carlos dela Cruz,

We are pleased to extend to you an offer of employment for the position of Senior Software Engineer in the Engineering department with Bayan Technologies, Inc. (the "Company") on a probationary basis. This letter sets out the key terms and conditions of your engagement, governed by the Labor Code of the Philippines (Presidential Decree No. 442, as amended) and the Company's policies.

Date of Hire: Your employment shall commence on May 15, 2026, subject to the conditions set out in this letter.

Place of Work: Your principal place of work shall be Bonifacio Global City, Taguig. The Company reserves the right to require you to work at any of its offices, branches, or client sites with reasonable notice.

Monthly Basic Salary: Your monthly basic salary shall be 85,000.00 PHP, payable on or before the 15th and 30th/31st of each month in accordance with Article 103 of the Labor Code. All statutory deductions, including withholding tax under the NIRC (RA 8424) as amended by the TRAIN Law (RA 10963), employee SSS, PhilHealth, and Pag-IBIG contributions, shall be deducted at source. You shall be entitled to 13th month pay in accordance with Presidential Decree No. 851, equivalent to one-twelfth (1/12) of your total basic salary earned within the calendar year, payable on or before December 24 of each year. Mandatory employer-employee contributions shall be made to SSS (Republic Act No. 11199), PhilHealth (Universal Health Care Act, RA 11223), Pag-IBIG / HDMF (RA 9679), deducted at source from your monthly compensation in accordance with the applicable schedules and regulations.

Leave Entitlement:

Service Incentive Leave (SIL): Five (5) days of paid leave per year after one (1) year of service, in accordance with Article 95 of the Labor Code. Unused SIL shall be commuted to cash at the end of the year.

Vacation Leave: 15 days per year (in addition to SIL where applicable), accruing pro-rata, subject to the Company's leave policy.

Sick Leave: 15 days per year, with a medical certificate required for absences exceeding two (2) consecutive days.

Regular Holidays: Twelve (12) regular holidays under Republic Act No. 9492, as amended, with double pay if worked. Special (Non-Working) Days: As proclaimed annually, with 30% additional pay if worked. Maternity Leave: 105 days under the 105-Day Expanded Maternity Leave Law (RA 11210). Paternity Leave: 7 days under RA 8187. Solo Parent Leave: 7 days under RA 11861 (Expanded Solo Parents Welfare Act).

Probationary Period: Your employment shall be subject to a probationary period of 6 month(s) commencing on the Date of Hire, in accordance with Article 296 of the Labor Code (which sets a maximum of six [6] months). The reasonable standards required for regularization, including job performance, behavior, and adherence to Company policies, shall be communicated to you at the time of engagement. Upon satisfactory completion of probation, your employment shall be confirmed as regular in accordance with Article 280 of the Labor Code. Failure to meet the standards may result in non-regularization upon written notice prior to the end of the probationary period.

Notice Period: Either party may terminate this employment by giving 30 days written notice in accordance with Article 300 of the Labor Code (resignation by employee — at least 30 days written notice). The Company may terminate employment for just causes under Article 297 (serious misconduct, willful disobedience, gross neglect, fraud, breach of trust, commission of crime, analogous causes — with twin-notice and hearing) or authorized causes under Article 298 (redundancy, retrenchment, closure, installation of labor-saving devices — with 30 days advance written notice and separation pay) or Article 299 (disease — with separation pay), strictly observing the substantive and procedural due process requirements.

Additional Benefits:

HMO coverage (Maxicare Platinum) — self and 1 dependent
Annual performance bonus (variable, based on KPIs)
Monthly transportation/communication allowance: PHP 3,000
Learning and development budget: PHP 30,000/year
Flexible work-from-home arrangement (3 days WFH per week)
Rice subsidy: PHP 1,500/month

Conditions Precedent: This offer is conditional upon fulfilment of the following:

Satisfactory background verification and reference checks
Submission of pre-employment requirements: NBI clearance, SSS/PhilHealth/Pag-IBIG numbers, BIR Form 2316 from previous employer, TIN ID
Completed pre-employment medical examination (PEME) with fit-to-work clearance

Your employment shall be governed by the Company's HR policies, Code of Conduct, and Employee Handbook as amended from time to time. You shall comply with the Data Privacy Act of 2012 (Republic Act No. 10173) and the Company's data protection and confidentiality policies. You shall also be bound by any non-disclosure, non-solicitation, or post-employment obligations communicated to you upon joining. A formal Employment Contract containing the complete terms and conditions of employment shall be executed on or before your Date of Hire.

We look forward to welcoming you to the team and trust that your association with us will be mutually rewarding. Please sign and return a duplicate copy of this letter on or before May 5, 2026 to confirm your acceptance. For any questions, please contact our Human Resources department.

VERY TRULY YOURS

Maria Cristina Reyes

Head of Human Resources

Date: ____________________

Available as a print-ready PDF or an editable Microsoft Word (.docx) file.

What is an Employment Offer Letter?

An Employment Offer Letter is the formal written instrument by which a Philippine employer extends an offer of employment to a successful candidate, fixing the essential terms of the engagement before the parties execute the full employment contract. Although the Labor Code of the Philippines (Presidential Decree 442) does not require a specific written form for employment to exist — the four-fold test under Article 295 (selection and engagement, payment of wages, power of dismissal, and the power of control) is what constitutes an employer-employee relationship — a written offer is the standard professional practice across the Philippines because it documents the meeting of minds, sets clear expectations, and protects both employer and employee against later disputes before the Department of Labor and Employment (DOLE) and the National Labor Relations Commission (NLRC).

In Philippine recruitment workflows, the offer letter is issued after the candidate clears interviews, background checks, and any required medical or pre-employment examinations, and it precedes the formal Employment Agreement. It typically states the job title and department, the work location (head office, branch, or remote-hybrid arrangement under DOLE Department Order 202-19), the start date, the employment classification (regular, probationary, fixed-term, project-based, or contract — Article 295 of the Labor Code), the agreed monthly basic salary in Philippine pesos, the probationary period (capped at six months under Article 296), the standards for regularization, working hours under Article 83, statutory mandatory benefits, and the deadline for the candidate to accept. The offer letter also functions as the documentary anchor for onboarding into the Bureau of Internal Revenue (BIR) tax registration, the Social Security System (SSS), the Philippine Health Insurance Corporation (PhilHealth), and the Home Development Mutual Fund (Pag-IBIG).

Under Philippine law, once the offer is accepted in writing, it forms a binding pre-contract that the employer must honour in good faith. Withdrawal of an accepted offer without just cause may give rise to claims for damages under Articles 19, 20, and 21 of the Civil Code (abuse of rights doctrine), as well as moral and exemplary damages where bad faith is shown. A well-drafted Filipino offer letter therefore strikes a balance: it is firm enough to commit the parties, yet conditional on standard pre-employment requirements (clearances, medical fitness, document verification) so the employer retains the right to rescind only on bona fide grounds. Doxuno generates an offer letter that satisfies these Philippine market conventions out of the box.

What this template covers

The Doxuno offer letter template includes every clause expected by Philippine HR best practice and DOLE-compliant onboarding, from statutory contributions to probationary regularization standards, structured to be issued to a candidate today and signed tomorrow.

Employer identification

Full corporate name, SEC registration, TIN, principal office in the Philippines

Candidate identification

Full legal name and address consistent with PSA records

Position and department

Job title, reporting line, department, and Philippine work location

Employment classification

Regular, probationary, fixed-term, project, or contract per Article 295

Probationary period

Up to six months under Article 296 with regularization standards

Monthly basic salary in PHP

Compliant with DOLE regional minimum wage orders

13th month pay (PD 851)

Mandatory monetary benefit for rank-and-file employees

SSS, PhilHealth, Pag-IBIG

Mandatory statutory contributions for Filipino employees

Service Incentive Leave

Five-day statutory SIL under Article 95 of the Labor Code

Working hours and overtime

Article 83 (8 hours/day) and Article 87 overtime premium

Notice period and conditions

Pre-employment requirements and acceptance deadline

BIR and Doxuno-ready PDF

Clean Philippine PDF format suitable for HR 201 file

How to create your offer letter

No legal background required. The Doxuno generator walks any Philippine HR professional, business owner, or hiring manager through each section and produces a polished PDF ready to email to the candidate within minutes.

1
Enter the employer details
Provide the registered corporate name, Securities and Exchange Commission (SEC) registration number, Bureau of Internal Revenue Taxpayer Identification Number (TIN), and the principal office address in the Philippines. Use the exact name on the SEC Certificate of Incorporation rather than the trade or "doing business as" name. For sole proprietorships, indicate the DTI Business Name Registration. Designate an authorized signatory — typically the President, HR Director, or another duly appointed officer with hiring authority — together with their job title.
2
Fill in the candidate details
Provide the candidate full legal name as it appears on government-issued IDs (PhilSys ID, passport, or driver licence), present residential address within the Philippines, contact number, and personal email. Accuracy here is critical because the same details will be carried into the BIR Form 1902 / 2305, SSS E-1, PhilHealth Member Registration Form (PMRF), and Pag-IBIG Member Data Form once the candidate joins. Mismatches at this stage cause headaches downstream with DOLE-registered HR records.
3
Set the position, classification, and start date
Specify the job title, department, reporting manager, and Philippine work location. Choose the employment classification under Article 295 of the Labor Code: regular (no fixed term), probationary (six-month cap under Article 296 — Mitsubishi Motors v. Chrysler Phil. Labor Union, G.R. 148738), fixed-term (legitimate fixed-period engagements per Brent School v. Zamora doctrine), project-based, or contract. Indicate the start date and, for probationary engagements, the regularization standards that the candidate must meet to attain regular status — failure to communicate these standards at the start renders the candidate a regular employee from day one (Abbott Laboratories v. Alcaraz, G.R. 192571).
4
Configure compensation and statutory benefits
Enter the monthly basic salary in Philippine pesos, ensuring it equals or exceeds the regional minimum wage set by the Regional Tripartite Wages and Productivity Board (RTWPB) for the relevant Filipino region. Activate the 13th month pay clause pursuant to Presidential Decree 851 — mandatory for all rank-and-file employees regardless of position or status, payable on or before December 24 of each year. Confirm enrolment in the Social Security System (RA 11199), Philippine Health Insurance Corporation (RA 7875 as amended by RA 11223 Universal Health Care Act), and Pag-IBIG Fund (RA 9679). Set the Service Incentive Leave under Article 95 (5 days minimum after one year of service), and add any company-granted vacation or sick leave on top.
5
Add conditions and download the PDF
Include any pre-employment conditions standard in the Philippines: NBI Clearance, Barangay Clearance, pre-employment medical examination at a DOH-accredited clinic, original PSA Birth Certificate, TOR for fresh graduates, valid government IDs, and previous employer Certificate of Employment. Set the acceptance deadline (commonly 3 to 7 working days). The Doxuno engine compiles the offer letter into a professional PDF ready to email to the candidate or print on company letterhead — clean, signature-ready, and consistent with Philippine HR standards.

Why Doxuno documents are different

Four things that make our templates more thorough than AI-generated drafts and more current than static template libraries.

Accurate

Country-specific legal content

Drafted with legal expertise for each jurisdiction, far more thorough than AI-generated drafts that copy generic clauses across borders.

Always current

Always current with the law

Templates carrying statute references are continuously updated as the law changes. Your document always reflects the current legal framework.

Free PDF

Print-ready PDF

Free to download. Vector text, embedded fonts, statute citations baked in. Print, sign, file. Ready for any signing flow including electronic signature.

Word · .docx

Editable Word (.docx)

Continue editing in Word after download. Add custom clauses, reuse the template for similar agreements, or share with a colleague for collaborative review.

Requires Expert one-time unlock or any paid Doxuno subscription.

Documents you can rely on

Every template is written natively for its country, grounded in the specific statutes that govern it, and kept current as the law changes — never a generic form pushed through translation.

Legal considerations in the Philippines

A Philippine offer letter sits at the intersection of contract law and labor law. Several points deserve attention before the document is sent to the candidate, particularly probationary regularization standards, statutory contributions, and the implications of a withdrawn offer.

This template is provided for general informational purposes only and does not constitute legal advice. For executive hires, regulated industries, or any deviation from standard Philippine HR practice, consult a licensed Filipino lawyer admitted to the Integrated Bar of the Philippines (IBP) or a DOLE-accredited labor law practitioner.

Reviewed by Philippine labor law professionals. The clauses in this offer letter and the substance of this page have been checked against the Labor Code of the Philippines (PD 442), DOLE Department Orders, and current Supreme Court jurisprudence so that ordinary SME hires in the Philippines start on solid legal footing.

Article 296 probationary period and regularization standards

Under Article 296 of the Labor Code of the Philippines, probationary employment shall not exceed six months from the date the employee started working, unless covered by an apprenticeship agreement stipulating a longer period. The Supreme Court in Abbott Laboratories Philippines v. Alcaraz (G.R. No. 192571, 2013) and Mitsubishi Motors Phils. Corp. v. Chrysler Philippines Labor Union (G.R. No. 148738) ruled that the probationary employee must be informed of the reasonable standards for regularization at the time of engagement, otherwise the employee is deemed regular from day one. The Doxuno offer letter exposes a dedicated standards field so the Philippine employer captures key performance indicators (KPIs), targeted competencies, and evaluation milestones up-front, satisfying the Abbott doctrine and reducing exposure to illegal dismissal claims before the NLRC.

Mandatory 13th month pay (Presidential Decree 851)

Presidential Decree 851 requires every Philippine employer to pay all rank-and-file employees a 13th month pay equivalent to one-twelfth (1/12) of the basic salary earned within a calendar year, payable not later than December 24 of each year. The benefit applies regardless of designation, employment status, or method of payment — provided the employee has worked at least one month in the calendar year. Managerial employees are excluded but most companies extend it as a contractual benefit. The offer letter must declare the 13th month pay so the candidate knows it is part of the package, and the employer is reminded to fund the obligation. Non-payment exposes the Filipino employer to money claims before the DOLE Regional Office or, beyond PHP 5,000, to the NLRC under Article 128-129 of the Labor Code.

SSS, PhilHealth, Pag-IBIG — three pillars of Philippine social protection

Three statutory contributions are mandatory for every employer-employee relationship in the Philippines: (i) the Social Security System under Republic Act 11199 (Social Security Act of 2018), covering retirement, disability, sickness, maternity, funeral, and death benefits — current contribution rate of 14% of MSC, with the employer share at 9.5% and employee share at 4.5%; (ii) the Philippine Health Insurance Corporation under RA 7875 as amended by RA 11223 (Universal Health Care Act) at the prevailing premium schedule, split equally between employer and employee; and (iii) the Home Development Mutual Fund (Pag-IBIG) under RA 9679, providing housing and provident savings benefits with 2% employer + 2% employee for the standard salary band. The offer letter should state that the employer will register the new hire with all three institutions on the start date and remit contributions monthly through the Philippine bank network.

Withdrawal of the offer and Article 19-21 Civil Code exposure

Once a Philippine candidate accepts a written offer, a binding pre-contract arises. Unilateral withdrawal without just cause may trigger civil liability under the abuse of rights doctrine (Articles 19, 20, and 21 of the Civil Code of the Philippines), with possible awards of actual damages (relocation costs, lost prior employment, reasonable expenses), moral damages where bad faith is shown, and exemplary damages by way of example for the public good. Philippine SMEs should therefore treat an offer letter as a serious commitment and rely only on bona fide conditions — failed background check, falsified credentials, failure of medical examination — as grounds for rescission. The Doxuno template builds in a tight conditions clause to give the employer breathing room without weakening the offer.

Frequently Asked Questions

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