Salary certificate format: fill it in, download the PDF.

1. Put the company’s name and address at the top, with the date of the letter.
2. Address it to whoever asked for it — a bank, an embassy — or “To whomsoever it may concern”.
3. Certify that the employee has been employed with the company, in their designation and department, since the date of joining.
4. State the annual cost to company as at the date of the letter.
5. List the monthly breakup — each earning and the monthly gross — as the payslip shows it.
6. Say that it is not the certificate of tax deducted at source (Form 16), which is issued separately.
7. Sign it for the company and download it as a PDF.

Designation

The employee’s job title today. The certificate states it in its opening sentence; leave it blank and the sentence leaves it out.

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 spends on the employee in a year: the salary, plus the employer’s PF contribution, the gratuity set aside, and any bonus or insurance you count. The certificate states it as at the letter’s date.

A bank usually reads the monthly gross and the payslips too, so add the monthly breakup if you can.

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.

Copy it from the latest payslip, so the two agree. Leave out the employer’s PF and gratuity: they are in the CTC but are not paid monthly.

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

Addressed to

Who asked for the certificate — a bank, an embassy, a landlord. Leave it blank and it is addressed “To whomsoever it may concern”, which is accepted almost everywhere.

For example: The Branch Manager, Koramangala branch, Bengaluru

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.

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.

Form 16

The certificate of tax deducted at source that an employer issues once a year under section 203 of the Income-tax Act. It is a different document; a salary certificate states employment and pay, and says so on its face.

• Salary slip generator

  A salary slip lists the month’s earnings — Basic, HRA and allowances — then the deductions — PF at 12% of Basic, ESI if gross pay is ₹21,000 or less, professional tax and income tax — and the net pay in figures and in words. Fill in yours and download it as a PDF.

• In-hand salary calculator

  Take-home is your gross salary minus employee PF (12% of Basic, at most ₹1,800 a month on the ₹15,000 ceiling), ESI if your gross is ₹21,000 or less, professional tax and income tax — and under the new regime a salary of up to ₹12,75,000 pays no income tax at all.

• Appointment letter format

  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.

Facto Lite issues the salary certificate from the employee’s own record — the salary structure their payslips are worked out from — and files a copy. See Payroll.