What is the appointment letter format in India?

Indian central rules as of 31 October 2026.

In India, an appointment letter format is the formal document an employer issues when an employee joins. It confirms the designation, date of joining, wages, probation, notice period and the main terms of service. The Ministry of Labour's employer handbook lists issuing appointment letters to all employees as an employer duty under the OSH Code. Use the format below and replace each [placeholder].

Offer letter or appointment letter?

If your offer letter already contains every term below, the appointment letter should still be issued and should not contradict it.

How to use this template

1. Copy the block onto your company letterhead.
2. Fill every [placeholder]. Delete clauses you do not use.
3. Attach the salary structure as Annexure A. A layout is in the CTC breakup template.
4. Give a signed copy to the employee and file the acknowledged copy in the personnel record.

Appointment letter (copy and paste)

[Company legal name]
[Registered address]  |  CIN / LLPIN: [number]

Date: [DD Month YYYY]
Ref: [Employee ID / letter number]

To,
[Employee full name]
[Address]

Subject: Appointment as [Designation]

Dear [First name],

With reference to your offer letter dated [DD Month YYYY] and the
discussions that followed, we are pleased to appoint you as [Designation]
in the [Department] at our [Location] office, with effect from
[Date of joining].

1. Reporting: You will report to [Manager name and designation].
2. Place of work: [Location]. You may be required to work from other
   locations as the business needs, in line with law and company policy.
3. Wages: Your wages and other components are set out in Annexure A.
   Wages are paid [monthly] on or before the [day] of the following
   month, subject to statutory deductions.
4. Probation: [3 / 6] months from the date of joining. Your confirmation
   will be communicated in writing. [Probation may be extended once by
   up to [period] by written notice.]
5. Working hours and leave: As per the company policy [link or annexure]
   and the applicable law of [State].
6. Social security: You are covered under the provident fund and, where
   applicable, ESI, gratuity and other benefits, as per law. Your
   Universal Account Number (UAN) will be linked at joining.
7. Notice period: [30 / 60 / 90] days by either side after confirmation;
   [15 / 30] days during probation. [Describe buyout or garden leave if
   the company allows it.]
8. Background verification: Your appointment is subject to satisfactory
   verification of the documents you submitted, with your written
   consent.
9. Confidentiality and conduct: You will follow the company code of
   conduct, confidentiality and information security policies, which you
   have received.
10. Separation: On separation you will return all company property and
    complete the exit formalities, after which your final settlement and
    relieving documents will be processed.
11. Governing law: Your service is governed by the laws of India and the
    courts at [City] have jurisdiction.

Please sign and return the duplicate copy as acknowledgement.

Yours sincerely,
[Name], [Designation]
For [Company legal name]

Acknowledged and accepted:
Name: [Employee]   Signature: __________   Date: [DD Month YYYY]

What must an appointment letter state?

The Ministry's summary of the OSH Code says the appointment letter should state the designation, wages and social security entitlements. The template above covers those and adds the terms most Indian employers include. State rules and your sector may add more. See Must every employer give an appointment letter? for the rule and its dates.

Customisation notes

• Fixed-term employees: state the contract end date and that the employee is a fixed-term employee. See fixed-term employment.
• Wages: present the salary structure clearly. Under the Code on Wages, wages include basic pay, dearness allowance and retaining allowance, and the 50% rule can add back allowances above half of total remuneration. Read the 50% rule before you design the structure.
• Employer of record: the legal employer named must be the entity that actually employs the person.
• Restrictive clauses: keep non-compete, bond and training-cost recovery clauses reasonable and in writing. Ask counsel.
• Language: give the letter in a language the employee understands.

Frequently asked questions

Is an appointment letter mandatory in India? The Ministry of Labour's employer handbook lists issuing appointment letters to all employees as an employer duty under the OSH Code. Confirm how it applies to your establishment.

Can the appointment letter change the offer terms? Only with the employee's agreement. Tell the employee about any change in writing.

Who signs it? An authorised signatory of the company, usually HR or a director.

Should I issue it before the first day? Issue it on or before joining and keep a signed copy.

Next step: attach the salary structure using the CTC breakup template.

Related guides

• Experience Letter and Relieving Letter Format (India)

Sources

See front matter. Accessed 31 October 2026.

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.