Free appointment letter template
An appointment letter issued on joining, confirming designation, date of joining, CTC, probation, working hours, leave, notice period and confidentiality, with a CTC breakdown annexure in the Indian format.
What's in this template
Appointment letter
[Company name] [Registered office address] · [Phone] · [Email] · [Website]
Ref. No.: [HR/APT/2026/038] Date: [DD/MM/YYYY]
To [Mr./Ms. Employee full name] [Address]
Subject: Appointment as [Designation]
Dear [Employee name],
Further to our offer letter dated [DD/MM/YYYY] and your acceptance of it, we are pleased to appoint you as [Designation] in the [Department] department of [Company name] on the following terms and conditions.
1. Date of joining and place of work
Your appointment takes effect from [date of joining]. You will be based at [office address / remote / hybrid], and may be transferred to any office, client site or group company as business needs require, after discussion with you.
2. Compensation
Your cost to company (CTC) is ₹[9,00,000] per annum, as set out in Annexure A. Salary is paid monthly by bank transfer, after deductions required by law such as provident fund, ESI where applicable, professional tax and income tax.
3. Probation and confirmation
You will be on probation for [6] months from your date of joining. The company may extend probation by up to [3] months, with reasons given in writing. On successful completion, your confirmation will be issued in writing; until then you remain on probation.
4. Working hours and leave
Normal working hours are [9:30 am to 6:30 pm, Monday to Friday], with [one hour] for lunch. You are entitled to [12] days of earned leave, [8] days of casual or sick leave and the public holidays declared by the company each year, as per the leave policy.
5. Notice period and termination
During probation, either party may end this appointment with [15] days' written notice or salary in lieu of notice. After confirmation, the notice period is [60] days on either side. The company may waive or shorten your notice at its discretion. The company may end your employment without notice for misconduct, as defined in the company's code of conduct, after following its disciplinary process.
6. Confidentiality and intellectual property
You will keep confidential all information about the company, its clients and its employees during and after your employment. Work you create in the course of your employment belongs to the company. You will return all company property, documents and data on leaving.
7. Other work
While employed with us, you will not take up any other paid work, business or directorship without the company's prior written consent.
8. Verification
This appointment is subject to verification of your educational certificates, previous employment and identity documents, and to [a satisfactory background check]. If any information you have given is found to be false, the company may withdraw this appointment.
9. Company policies
You will follow the company's policies, code of conduct and rules as amended from time to time, which are available on [the HR portal / intranet].
10. Governing law
This appointment is governed by the laws of [India]. Courts at [City] will have jurisdiction over any dispute.
Please sign and return the duplicate copy of this letter as a token of your acceptance. We welcome you to [Company name] and wish you a long and rewarding career with us.
Yours sincerely,
For [Company name]
[Signature] [Authorised signatory name] [Designation, e.g. Head of HR]
Acceptance: I have read and understood the terms of this appointment and accept them.
Signature: ____________________ Name: [Employee full name] Date: ____________________
Annexure A: CTC breakdown
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic salary | [30,000] | [3,60,000] |
| House rent allowance (HRA) | [15,000] | [1,80,000] |
| Special allowance | [23,957] | [2,87,484] |
| Gross salary (A) | [68,957] | [8,27,484] |
| Employer's PF contribution | [3,600] | [43,200] |
| Gratuity (provision) | [1,443] | [17,316] |
| Group medical insurance | [1,000] | [12,000] |
| Employer contributions (B) | [6,043] | [72,516] |
| Cost to company (A + B) | [75,000] | [9,00,000] |
Variable pay: up to ₹[90,000] a year, linked to [company and individual performance], is paid in addition to the CTC above and is not guaranteed.
Monthly take-home pay is the gross salary less the employee's PF, professional tax and income tax. Your actual deductions depend on your tax regime and declarations.
Find it in: Offer letter format · Appointment letter format · Salary slip format