Appointment Letter Format (with Salary Structure)
Build a salary structure for the agreed CTC and download an appointment letter with the full breakup as an editable Word file.
What it is
An appointment letter is the employer's written confirmation of employment on joining. It sets out the job title, place of work, date of joining, the salary structure, probation, leave, working hours, social security cover and notice period. Section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires an employer to issue an appointment letter to every employee, with the information and in the form prescribed by the appropriate Government. On this site the letter is produced by the Salary Structure Builder, so the CTC breakup in the letter matches the structure you choose.
When it is used
- When an employee joins, after the offer letter has been accepted.
- For employees already in service who were never given an appointment letter.
- When the salary structure is redesigned for the labour codes and terms need to be restated.
What the template covers
- Job title, reporting manager and place of work
- Date of joining and validity of acceptance
- Annual CTC with a monthly breakup: basic and DA, HRA, allowances, reimbursements and bonus
- Employer PF, ESI and gratuity accrual, and an estimate of net take-home pay
- Probation and confirmation
- Leave and working hours
- Confidentiality, notice period and code of conduct
- Background verification and acceptance by the employee
Details you will need
The tool asks for the following; the rest is filled in later in Word.
In the Salary Structure Builder
Tax year; Annual CTC; City (metro or non-metro); State, for professional tax; Number of employees; Whether PF is paid on the full basic plus DA
Filled in later in Word
Company name and letter reference; Employee name and address; Job title and reporting manager; Date of joining and last date for acceptance; Probation and notice period
Stamp duty, registration and filing
An appointment letter is issued on the employer's letterhead and signed by an authorised person; the employee signs a copy to accept it. It is generally not executed on stamp paper, but if it contains a service or training bond, check the stamp law of the State. The OSH Code came into force on 21 November 2025; it gave employees already in service three months from then to receive a letter, and the Central and State OSH rules prescribe its particulars, so compare the template with the rules that apply to your establishment. The salary structure should also meet the definition of wages in the Code on Wages, 2019, under which allowances above half of total pay are added back to wages for PF, gratuity and other purposes.
Generate the Appointment Letter
Enter the CTC in the Salary Structure Builder, compare the three structures and download the appointment letter for the one you choose as a Word file. It is a general template, not legal or professional advice; have it reviewed for your facts before you issue it.
Need this checked against your facts, or the registration or filing that follows (e.g. PF, ESI, TDS on salary)? Contact SKAG and Associates
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Frequently asked questions
Is an appointment letter compulsory?
For establishments covered by the Occupational Safety, Health and Working Conditions Code, 2020, yes: Section 6(1)(f) requires the employer to issue an appointment letter to every employee on appointment, in the form prescribed by the appropriate Government. Employees in service when the Code commenced on 21 November 2025 were to be given one within three months.
How does this appointment letter differ from the offer letter?
An offer letter proposes employment on key terms before joining. The appointment letter is issued on joining and sets out the detailed terms of service, including the salary structure.
Why does the salary structure keep basic plus DA at half of pay?
Under the Code on Wages, 2019, if allowances and other excluded items exceed half of total remuneration, the excess is treated as wages. Keeping basic plus DA at or above 50% avoids an unexpected increase in PF, gratuity and other wage-linked costs.
Can the letter be changed after it is generated?
Yes. The download is an editable Word file. Fill in the bracketed fields, adjust the clauses to your policies and have it reviewed before issuing it.
This page gives general information for reference only. Laws, stamp duty rates and filing requirements change and differ between States, so confirm the current position for your case. Related: all document templates · free tax calculators · compliance calendar and guides.