EMPLOYMENT & HR

Appointment Letter (Offer & Terms of Employment)

Issue to every new employee before or on the date of joining. The OSH Code makes a letter of appointment mandatory, and a clear salary breakup avoids later disputes about what counts as "wages" for PF, gratuity and bonus.

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Use Save to keep a named copy of this letter, for example one per employee.

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2 of 11 required fields filled

9 required fields still empty — shown highlighted in the letter.

Your business name *

Your registered address *

Your GSTIN

Authorised signatory *

Signatory designation

Employee name *

Employee address *

Designation *

Department / reporting to

Place of work *

Date of joining *

Basic pay + DA (₹ per month) *

House rent allowance (₹ per month)

Conveyance & other allowances (₹ per month)If HRA plus these allowances exceed 50% of the total, the excess counts as wages under the Code on Wages.

Probation period (months)

Working hoursMust comply with the OSH Code and your state rules on daily/weekly hours and the weekly holiday.

Leave entitlement

Statutory coverage

Notice period after confirmation (days)

Notice period during probation (days)

Accept by (date)

Place *

Date *

Laws this relies on

Occupational Safety, Health and Working Conditions Code, 2020Employer must issue a letter of appointment to every employee.
Code on Wages, 2019Defines "wages" (excluded allowances above 50% of remuneration are added back), timely payment and equal pay without gender discrimination.
Code on Social Security, 2020Provident fund, ESI where applicable, and gratuity after five years of continuous service.
Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013Employer must maintain a safe workplace and a redressal mechanism.

How to execute

Sign on your letterhead and send. No stamp paper needed.

Print on letterhead, sign, and get the employee to sign the acceptance on a duplicate copy that you keep on file. The four Labour Codes apply from 21 November 2025, but working hours, leave, holidays and registration also depend on your state rules and state Shops & Establishments Act — check them for your state.

Click anywhere in the letter to edit it. Changes to the form keep flowing in.

This is a general template, not legal advice. Laws, stamp duty and procedures vary by state and change over time — have a qualified advocate review it for your facts before signing or sending.