Appointment Letter Format

By the MuftTools teamUpdated October 2026How we checkSources: PIB: four labour codes in force, 21 Nov 2025

An appointment letter, term by term

The appointment letter is the document an employee keeps for the whole of their time with you. It is where the terms of employment are written down: the post, where they work, what they are paid, how probation and notice work, and which policies apply. Since the labour codes came into force on 21 November 2025, the government has described appointment letters as mandatory for all workers, with the designation, wages and social security entitlements stated (PIB). The format above opens with the appointment letter selected.

The ten terms in this format

Term	What the letter says
1. Date of joining	The date you enter.
2. Place of work	Office, branch or site, or "remote".
3. Type of employment	Full-time permanent, fixed-term or part-time, and who the employee reports to.
4. Pay	Annual CTC in figures and words, paid monthly after tax and statutory deductions as applicable, with the salary annexure if you add one.
5. Social security	An editable line, for example provident fund, ESI and other benefits as applicable under law.
6. Probation	Months of probation and written confirmation, or no probation.
7. Working hours and leave	Your hours; leave and holidays as per your leave policy.
8. Notice period	Notice after confirmation, and a shorter notice during probation if you have one.
9. Confidentiality	Company information kept private during and after employment.
10. Policies	Company policies and code of conduct apply.

Need something more, such as a transfer clause or a training bond? Open "Change the wording yourself" under step 3 and add it in your own words, after checking it with your legal adviser.

Filling it in well

• Link it to the offer. Enter the offer letter date and the letter opens with "With reference to our offer letter dated …".
• Use the same CTC as the offer, unless both sides agreed a change in writing.
• Keep the social security line accurate. Edit it to match the benefits that actually apply to this employee.
• Add the annexure. Type the salary components one per line and they appear as a table after the terms, with per month and per year amounts and the total.
• Documents. The letter lists the documents the employee should submit. Edit the list to suit your process.

After it is signed

Ask the employee to sign the duplicate copy in the acceptance block and keep it in their personnel file with the reference number. If the terms change later, for example after confirmation or a promotion, issue a fresh letter that refers to this one rather than editing the old copy.

This is a format, not legal advice. Rules on the contents of appointment letters can depend on your state and type of establishment, so check the current rules that apply to you. Everything is made in your browser; nothing is uploaded.

Other hiring letters

• Internship offer letter

Need more options? Open the full Offer Letter Generator.