What is an Appointment Letter?
An appointment letter is a formal written document issued by an employer to a newly hired employee confirming their job offer, start date, designation, salary and terms of employment. In India it is the single most important HR document — it is your proof of employment, the basis for any future notice-period or FnF dispute, and the first thing banks ask for when the employee applies for a loan.
Every Indian business that hires even one person — a shop assistant, a factory worker, a teacher, a driver, a software engineer — should issue a proper appointment letter on day one.
Essential Clauses in an Appointment Letter (India)
- Company letterhead — name, logo, registered address, GSTIN
- Letter date and reference number
- Employee name and address
- Designation and reporting manager
- Date of joining
- Work location
- Salary and CTC breakup (basic, HRA, allowances)
- Working hours and weekly off
- Probation period (usually 3–6 months)
- Notice period (30 / 60 / 90 days)
- Leave policy reference
- Confidentiality and non-compete
- Termination grounds
- Governing law and jurisdiction
- Signature blocks for both parties
Free Appointment Letter Format – Copy & Paste Template
[Company Letterhead]
[Company Name] Pvt. Ltd.
[Registered Address]
GSTIN: [your GSTIN]
Date: [DD MMM YYYY]
Ref: [HR/2026/001]
To,
Mr./Ms. [Employee Full Name]
[Employee Address]
Subject: Letter of Appointment — [Designation]
Dear [First Name],
We are pleased to appoint you as [Designation] at [Company Name] with effect from [Date of Joining], at our [Work Location] office. You will report to the [Reporting Manager Designation].
Your appointment is on the following terms:
1. Remuneration: Your total CTC will be ₹[Annual CTC] per annum, with the breakup attached as Annexure A.
2. Probation: You will be on probation for [3/6] months from the date of joining. During this period, either party may terminate the employment with [15/30] days' written notice.
3. Working Hours: 9 hours per day, 48 hours per week, with [Sunday / weekly off as applicable]. Overtime, if any, will be paid as per the Factories Act / Shops Act.
4. Notice Period: After confirmation, either party may terminate this employment by giving [30 / 60] days' written notice or salary in lieu thereof.
5. Leave: You will be entitled to casual, sick and earned leave as per the company leave policy and applicable labour law.
6. Confidentiality: You shall not disclose any confidential information, trade secret or customer data of the company during or after your employment.
7. Code of Conduct: You are required to follow the company's code of conduct, attendance and anti-harassment policies at all times.
8. Termination: The company may terminate your employment without notice for misconduct, fraud, habitual absenteeism or breach of confidentiality.
9. Jurisdiction: This appointment is governed by Indian law and subject to the jurisdiction of [City] courts.
Please sign and return a copy of this letter as a token of your acceptance.
Welcome to [Company Name]. We look forward to a long and productive association.
Sincerely,
_____________________
[Name]
[Designation]
For [Company Name]
Accepted by:
Name: ________________
Signature: ________________
Date: ________________
Annexure A – Salary Breakup Example (₹25,000/month)
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic Salary | 12,500 | 1,50,000 |
| HRA | 6,250 | 75,000 |
| Conveyance | 1,600 | 19,200 |
| Special Allowance | 4,650 | 55,800 |
| Gross / CTC | 25,000 | 3,00,000 |
Appointment Letter for Labour / Daily-Wage Staff
For shop helpers, factory workers, drivers and site labour, you can use a short one-page version of the above letter, specifying per-day wage, weekly off and any overtime rate. Even a simple one-pager is far better than a handshake — it is the only document that will stand in a labour court if there is a wage dispute.
Digital Record Keeping
Once you issue the appointment letter, store a signed PDF copy along with Aadhaar, bank details and photo in a single employee file. In Staff Hisab, every employee profile holds all these documents plus monthly attendance and salary — so when someone asks for a 3-year back-record, it is one click away.
Appointment Letter – FAQ
Is an appointment letter legally mandatory in India?
Under most state Shops & Establishments Acts and the Industrial Employment (Standing Orders) Act, employers must give written terms of employment. In practice, issuing an appointment letter is treated as compulsory and is essential in any dispute.
Can I use a simple one-page appointment letter?
Yes, especially for daily-wage or shop-floor staff. The minimum must cover: designation, joining date, salary, working hours, notice period and a signature from both sides.
What is the difference between offer letter and appointment letter?
An offer letter is issued before joining and is conditional (medical check, document verification). An appointment letter is issued on or after the joining date and formalises the employment.
Can I change the terms of the appointment letter later?
Changes (salary revision, transfer, promotion) need a fresh written letter or an amendment letter, acknowledged by the employee. Unilateral changes are legally risky.
Manage Every Employee's Records in One Place
Staff Hisab stores appointment letters, Aadhaar, bank details, photo, attendance and salary for every employee — in one searchable place.
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