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.
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.
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.
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).
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
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
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.
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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