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Free HR template

Appointment letter format in Word and PDF

Give each new joiner an appointment letter with their full terms. It covers salary with a CTC breakup, probation, working hours, leave, notice period, confidentiality and company policies. The sample letter below shows every section. Download it as a Word or PDF file. Free, with no sign-up.

Filled in with an example. Change any field and the appointment letter updates.

Your company

Shown under the company name at the top of the page.

Employee
Job
Pay

₹6,00,000 (Six Lakh)

Usually 50%. Under the labour codes, basic pay should be at least half of total pay.

Often 50% in metro cities and 40% elsewhere.

Terms

0 for no probation.

Signed by

Brightway Retail Pvt. Ltd.

4th Floor, Prestige Towers, MG Road

Bengaluru, Karnataka 560001

Date: 16 November 2026

To,

Priya Sharma

12, 2nd Cross, Jayanagar

Bengaluru 560041

Subject: Letter of appointment as Store Manager

Dear Priya,

Further to your acceptance of our offer, we are pleased to appoint you as Store Manager in the Retail Operations team at Brightway Retail Pvt. Ltd., from 16 November 2026. Your employee ID is BW-1042. The terms of your appointment are below.

  1. 1. Place of work

    Your place of work will be Bengaluru (Indiranagar store). The company may transfer you to another office, branch or store when the business needs it, after discussing it with you.

  2. 2. Salary

    Your annual cost to company (CTC) is Rs. 6,00,000 (Rupees Six Lakh only). The breakup is given in Annexure A. Your salary is paid monthly. Deductions required by law, such as PF, ESI, professional tax and income tax, are made from it.

  3. 3. Probation and confirmation

    You will be on probation for 6 months from your date of joining. The company may extend it once, in writing. When you complete it successfully, we will confirm your employment in writing.

  4. 4. Working hours and leave

    Working hours: Six days a week, 9 hours a day, with one weekly off on a rotating day. Leave: 12 days of earned leave and 8 days of casual or sick leave a year, plus public holidays on the company list. The company leave policy applies.

  5. 5. Notice period

    After confirmation, either you or the company may end your employment by giving 30 days' written notice, or salary in place of the notice period. The company may end your employment without notice for serious misconduct, such as fraud, theft, violence or sharing confidential information.

  6. 6. Confidentiality

    You will keep the company's business information, customer data and employee data private, during your employment and after it ends.

  7. 7. Company policies

    You will follow the company's code of conduct and policies, including those on attendance, leave and the prevention of sexual harassment. The company may update its policies and will tell you when it does.

  8. 8. Company property

    When you leave, you will return all company property, such as your laptop, ID card, keys, documents and uniform.

Please sign a copy of this letter to confirm that you accept these terms, and give it to the HR team.

Welcome to Brightway Retail Pvt. Ltd.

Yours sincerely,

For Brightway Retail Pvt. Ltd.

Anita Rao

HR Manager

Acceptance

I have read and understood the terms of this appointment and I accept them.

Signature: ______________________

Name: Priya Sharma

Date: ______________________

Annexure A: Salary breakup

ComponentMonthly (Rs.)Annual (Rs.)
Basic salary25,0003,00,000
House rent allowance (HRA)10,0001,20,000
Special allowance13,2001,58,400
Gross salary48,2005,78,400
Employer's PF contribution1,80021,600
Total cost to company (CTC)50,0006,00,000

Income tax, professional tax and the employee PF share are deducted from the gross salary each month, as the law requires.

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What an appointment letter covers

The appointment letter is the employee’s written record of their job. It should answer the questions people ask HR in their first months:

  • Designation, team, place of work and joining date
  • Salary, with the CTC breakup
  • Probation and how confirmation works
  • Working hours and leave
  • Notice period, and when the company can end the job without notice
  • Confidentiality of company and customer data
  • Company policies, including the prevention of sexual harassment (POSH) policy
  • Returning company property on exit

When to give an appointment letter

Give it on the joining day or in the first week. The employee signs a copy and HR keeps it in their file. Under the labour codes in force since November 2025, employers must give every employee a letter of appointment.

Probation and confirmation

Most companies set probation at 3 to 6 months. Write the length in the letter. When it ends, send a confirmation letter. If you need more time, extend the probation in writing before the end date.

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FAQ

Questions about the appointment letter generator

Is this free to use?
Yes. There is no sign-up and no limit. The document is made in your browser, so Goodfit never sees or stores what you type.
What is the difference between an offer letter and an appointment letter?
An offer letter comes before joining and lists the main terms for the candidate to accept. An appointment letter comes on or after the joining day and lists the full terms of employment.
Is an appointment letter required by law?
Yes. The Occupational Safety, Health and Working Conditions Code, one of the labour codes in force since November 2025, asks employers to give every employee a letter of appointment.
Can I add a salary breakup?
Yes. Leave "Add a salary breakup" on and the letter gets an Annexure A with basic salary, HRA, special allowance, employer PF and total CTC, by month and by year.
Do I need a lawyer to check it?
For a standard job, most companies use a letter like this one. If the job has a service bond, a non-compete, ESOPs or other special terms, ask a lawyer to review those parts.

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