Salary Slip Format and Generator

By the MuftTools teamUpdated October 2026How we checkSources: EPFO: UAN FAQs for members, Ministry of Labour & Employment (PIB): Employees' Provident Fund Scheme

A clean salary slip format from your payroll figures

A salary slip (payslip) is the monthly statement an employer gives an employee: what they earned, what was deducted, and what reached their bank account. Employees need it for loans, credit cards, rental agreements, visa files and when they switch jobs. Small employers, from a clinic with three staff to a growing startup, often don't have payroll software that prints good-looking slips.

This generator takes the figures you already have and turns them into a tidy A4 slip with your logo. You choose the rows, it adds them up, shows the net pay in figures and in words (in lakh and crore), and gives you a PDF, a PNG, an Excel sheet, a Word file or a printout. It doesn't invent or calculate any statutory amount. You type every number.

How to make a salary slip

1. Company. Enter the company name and address, and upload a logo if you have one.
2. Employee. Add the name, employee ID, designation, department and date of joining. Add PAN, UAN and the bank name with the last four digits of the account if you want them on the slip.
3. Pay period. Pick the month and year. Enter loss-of-pay days, and paid days if your company doesn't use calendar days. Add the pay date if you like.
4. Earnings. Basic, HRA, conveyance and special allowance are there to start with. Rename, remove or add rows such as overtime, bonus or arrears, and type each amount.
5. Deductions. PF, ESI, professional tax and TDS are listed. Type the amounts from your payroll records, remove the ones that don't apply, and add others such as a salary advance recovery.
6. Design. Pick Classic grid, Modern or Minimal, a colour, and whether to show signature lines and a footer note.
7. Download. Download the PDF, a PNG image of the slip, an Excel or Word file, or print it. For several months, tick the option and pick the last month; each month gets its own page (or its own sheet in Excel).

What goes on a salary slip

The arithmetic is simple and the tool does it for you: net pay = gross earnings − total deductions. For example, earnings of ₹52,000 and deductions of ₹4,500 give a net pay of ₹47,500, printed as "Rupees Forty Seven Thousand Five Hundred Only".

About the deduction rows

The amounts for PF, ESI, professional tax and TDS depend on rules from different authorities and on each employee's situation:

• Provident fund is run by the Employees' Provident Fund Organisation (EPFO). Under the EPF Scheme the employee's share is 12% of wages (basic wages, dearness allowance and retaining allowance), as the Ministry of Labour explains. Whether an employee is covered, and the wage the 12% is worked out on, depend on the establishment and the salary structure.
• ESI applies only to employees covered by the ESI scheme.
• Professional tax is a state levy. Some states charge it and some don't, and the slabs differ.
• TDS on salary depends on the employee's estimated income for the year, the tax regime they chose and the declarations they gave.

That is why this tool never fills these in or suggests a rate. Use your payroll register, your PF and ESI challans, or your CA's working. If a deduction doesn't apply, remove the row rather than showing ₹0.

About UAN: the EPFO FAQ for members describes it as a unique 12-digit number allotted to a member, which stays the same through the member's working life even when they change employers. Showing it on the slip saves the employee from hunting for it later.

Salary slip format in Excel and Word

"Salary slip format in Excel" is one of the most common searches, because many employers keep payroll in a spreadsheet. The Excel download gives one sheet per month: employee details at the top, earnings and deductions side by side, and working formulas for gross earnings, total deductions and net pay. Change the HRA next month and the net pay updates by itself. The Word download has one slip per page as an editable table, handy if you print slips on your letterhead. Both open in Excel, Word, LibreOffice and Google Sheets or Docs.

Paid days and loss of pay

By default, paid days are the calendar days of the month minus the LOP days you enter, so 2 LOP days in April (30 days) gives 28 paid days. Many companies use calendar days; some use a fixed 26 or the number of working days. If yours does, type the paid days yourself. The tool shows the days on the slip but doesn't cut the salary for LOP. Enter the earnings after any LOP reduction, as your payroll worked them out.

Tips and common mistakes

• Only real figures. A payslip is a record of salary actually paid. Lenders and landlords often check it against bank statements or tax records, and a slip that doesn't match will be questioned.
• Keep labels plain. "House rent allowance (HRA)" is clearer than an internal code like "ALW-2".
• Mask the account number. Show only the last four digits; the full number isn't needed on a payslip.
• Check the month before you print. When making several months, flip through the pages with the arrows below the preview.
• Use the same template every month. Consistent slips look more professional and are easier to compare.

Private by design

Everything happens in your browser. Names, PAN, UAN and salary figures are never uploaded. The form, including the logo, is remembered on this device so next month's slip takes seconds; clear your browser's site data to remove it.