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Appointment letter format: fill it in, download the PDF.

An appointment letter is issued when the employee joins. It states the designation, the date of joining, the annual CTC, the probation and the notice period, says the rest of the terms are the company’s policies, and ends with a line for the employee to sign. Fill yours in and download it as a PDF.

New to this? Tap ⓘ beside anything for a plain-English explanation, or read the words used here.

The company

The employee

The appointment

₹
Fine-tune (optional)Address and signatory, the letter’s date, employee code, department and location, probation, notice, and a monthly breakup.
days

0 leaves it out.

Probation

The letter could also say

  • · Add a monthly breakup and the letter will list it, with the monthly gross.
  • · Add the company’s address and it will print under the name.
  • · Add who signs for the company and the letter will name them.

For the PDF, choose Save as PDF in the print window. The Word file is yours to edit.

Your Company Pvt Ltd

Appointment letter

2 November 2026

Employee name

Subject: Letter of appointment

Dear Employee name,

We are pleased to appoint you as Sales executive at Your Company Pvt Ltd with effect from 2 November 2026, on the terms set out below.

Your appointment
Your appointment
DesignationSales executive
Employment typePermanent
Date of joining2 November 2026
Probation until1 May 2027
Notice period30 days
Annual cost to company₹6,00,000.00

You will be on probation until 1 May 2027. Your confirmation, or any extension of the probationary period, will be communicated to you in writing.

Either you or the company may end this employment by giving 30 days’ notice in writing, or by paying or recovering pay in lieu of the notice not served.

Your working hours, attendance, leave and conduct are governed by the company’s policies in force from time to time.

Please sign and return a copy of this letter as your acceptance of these terms.

For Your Company Pvt Ltd

Authorised signatory

Acceptance

Accepted on the terms above.

Employee name

Signature

 

Date

Made with Facto Lite · lite.myfactoapp.com
Read it through before it is signed. The signed copy is the written record of the terms of employment.

Worded exactly as the appointment letters Facto Lite issues. Nothing you type leaves this page — the PDF is made by your own browser.

Read the guide: Offer Letter vs Appointment Letter: The Difference →

How it is worked out

The working, step by step.

  1. Put the company’s name and address at the top, with the date of the letter — usually the day they join.
  2. Address it to the employee by name, and say they are appointed to the designation with effect from the date of joining.
  3. Set out the terms in a table — employee code, designation, department, location, employment type, date of joining, probation, notice period and the annual cost to company.
  4. If you give a monthly breakup, list each earning and the monthly gross, and say that the employer’s PF and gratuity are part of the CTC but not paid monthly.
  5. State the probation, and that confirmation or any extension will be given in writing.
  6. State the notice period either side must give, or that it is as set out in the company’s policies.
  7. Say that hours, attendance, leave and conduct follow the company’s policies, sign it for the company, and add a line for the employee to sign.
Worked examples

The same sum, on real figures.

What an appointment letter must say

  • Particular
    Designation and date of joining
    Why it matters
    The job, and the day service begins. Gratuity, leave and probation all run from it.
  • Particular
    Annual CTC and monthly breakup
    Why it matters
    The pay agreed. The first payslip should add up to the monthly gross stated here.
  • Particular
    Employment type
    Why it matters
    Permanent, fixed-term or on probation — it decides how the job can end.
  • Particular
    Probation
    Why it matters
    The date it ends, and that confirmation or an extension will be given in writing.
  • Particular
    Notice period
    Why it matters
    The days either side must give to end the job. A resignation and a settlement are worked out from it.
  • Particular
    Company policies
    Why it matters
    Hours, leave and conduct are set by policy, so the letter need not repeat them.
  • Particular
    The employee’s signature
    Why it matters
    The signed copy is the record that the terms were agreed.
Words used here

Every term, in plain words.

What each field and each line of the result means, where to find it, and what to do if you do not know it.

Designation

The job title the employee is appointed to, such as “Sales executive” or “Accounts manager”. The payslip and every later letter repeat it, so use the title you will keep using.

Date of joining

The first day the employee worked for the company. Service, probation, gratuity and leave all run from it.

Take it from the appointment letter or the first payslip, not from the offer letter — the day someone actually joined can differ from the day proposed.

Annual CTC (cost to company)

Everything the company will spend on the person in a year: the salary, plus the employer’s PF contribution, the gratuity set aside, and any bonus or insurance you count. It is the figure offers are compared on — not what reaches their bank.

Enter it for the whole year. To see the monthly take-home it works out to, use the in-hand salary calculator.

In-hand salary calculator

Monthly breakup

Each earning paid every month — Basic, HRA, special allowance and so on — and their total, the monthly gross. It is what is earned before PF, ESI and tax are deducted.

Leave out the employer’s PF and gratuity: they are part of the CTC but are not paid monthly, and the letter says so under the table.

For example: Basic ₹20,000 + HRA ₹8,000 + special allowance ₹19,000 = a monthly gross of ₹47,000.

Employee code

The number or code the company knows the employee by, such as “EMP014”. A next employer or a bank matches it against the company’s records, so print it if you use one.

Employment type

Whether the job is permanent, on probation, a fixed-term contract, an internship, an articleship or a consultancy. It tells the candidate what kind of job this is before they resign from their current one.

Probation

A first stretch of the job, often three to six months, after which the employee is confirmed in writing — or the probation is extended. The letter states the date it ends.

With a date, the letter says confirmation or any extension will be given in writing — so issue a confirmation letter when it ends.

Notice period

How many days’ written notice either side must give to end the job, or pay in its place. Thirty days is common for junior roles and sixty to ninety for senior ones.

Leave it at 0 and the letter says the notice period is as set out in the company’s policies, instead of stating one.

Authorised signatory

The person who signs for the company — usually a director, a partner, the proprietor or the HR head. Their name and title print above the signature line.

Questions

Asked often, answered here.

What is the difference between an offer letter and an appointment letter?

The offer letter comes before joining; the appointment letter is issued on joining. The offer proposes the job and asks the candidate to accept. The appointment letter confirms the job and sets out the terms of employment the employee signs to.

Is an appointment letter compulsory?

Yes, for most employers. The Occupational Safety, Health and Working Conditions Code, 2020, in force since 21 November 2025, requires an employer to give every employee a letter of appointment when they are appointed. It is also the document an employee is asked for when they apply for a loan.

What should an appointment letter contain?

The designation, the date of joining, the annual CTC, the probation and the notice period, with a line for the employee to sign. Add the employee code, department, location, employment type and a monthly breakup if you have them.

When should an appointment letter be issued?

On the day the employee joins, or before it. The offer letter comes first, before joining; this one confirms the appointment once they have joined.

Can the terms in an appointment letter be changed later?

Yes, in writing. A pay rise is given in a salary revision letter, a new title in a promotion letter, and the end of probation in a confirmation letter. Each one refers back to the appointment letter.
More free tools

More free tools, no sign-up.

Facto Lite issues the appointment letter from the employee’s own record — the same salary structure their payslips are worked out from. See Payroll.

From the appointment to every payslip.

Sixty days of Facto Lite free, no card. Add the employee once, and the appointment letter, the payslip and every later letter read the same figures.

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