Enter employee, designation, reporting manager, CTC, and probation terms to generate a formatted Indian appointment letter — then print or save it as a PDF.
Built for founders and HR teams confirming a new hire once the offer has been accepted — now a document India's Labour Codes require you to issue.
CTC is annual, in ₹. The letter preview updates as you type.
40% is the common default; HRA is fixed at 50% of Basic
Your Company Pvt. Ltd.
Dear Priya Sharma,
Subject: Letter of Appointment – Software Engineer
Further to your acceptance of our offer, we are pleased to confirm your appointment as Software Engineer at Your Company Pvt. Ltd., reporting to Rohan Mehta, effective from the date you select. Your work location will be Jaipur, Rajasthan, subject to change based on business requirements.
You will be on probation for 3 months from your date of joining. During probation, either party may terminate this employment by giving 15 days' written notice. Upon confirmation, this notice period will extend to 60 days.
Your Cost to Company (CTC) will be ₹0 per annum, structured as follows:
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic Pay | 0 | 0 |
| House Rent Allowance (HRA) | 0 | 0 |
| Special Allowance | 0 | 0 |
| Total CTC | 0 | 0 |
This appointment is also subject to your continued compliance with the Company's HR policies and code of conduct, which form part of your terms of employment along with this letter.
Please sign and return a copy of this letter to acknowledge your acceptance of these terms.
Sincerely,
Your Company Pvt. Ltd.
HR Department
This is a starter draft, not a legal document — have HR or legal review it and attach your company's HR policy, code of conduct, and any confidentiality terms before it's signed.
Since the Labour Codes took effect on 21 November 2025, issuing a formal appointment letter is a legal requirement, not just good HR practice — even for employees who joined before that date and never received one. Once a candidate has accepted your offer letter, this is the document that actually makes them your employee on record. Once they're confirmed and on payroll, Clan's HR plans carry the same designation, reporting line, and CTC structure through every payslip automatically, so it never has to be re-typed.
An offer letter is a conditional proposal sent before joining, which the candidate can still negotiate or decline. An appointment letter is issued on or around the joining date, once the candidate has accepted, and is the formal employment contract — it confirms designation, reporting manager, probation and notice terms, and the final CTC structure. Courts and background-verification checks treat it as the binding record, not the earlier offer.
Yes, as of the Labour Codes that took effect 21 November 2025. Every employer must issue a formal appointment letter to every employee, stating job details, wages, and social security coverage — including employees who joined before that date and were never issued one. This is a real, fairly recent change; a lot of appointment-letter guidance written before late 2025 still treats it as optional best practice rather than a requirement.
Employee name and designation, reporting manager, work location, date of joining, probation duration, notice period during probation and after confirmation, and the CTC broken into Basic Pay, HRA, and Special Allowance. Larger companies also attach the employee handbook, code of conduct, and any confidentiality or non-compete terms as annexures.
There is no single statutory default for private-sector notice periods. Most Indian tech companies use a shorter notice period during probation — commonly 15 to 30 days — since the employment relationship is still being evaluated, then step it up to 60 or 90 days once the employee is confirmed. Enter your own company policy; the letter updates to match.
Yes. Use the "Print / Save as PDF" button, which opens your browser's print dialog — choose "Save as PDF" as the destination to get a PDF copy of just the formatted letter, with the form and page navigation left out.
The offer letter generator drafts the pre-joining proposal a candidate can still negotiate. This appointment letter generator drafts the binding contract issued once they've accepted and are about to join, with probation and notice terms an offer letter doesn't cover. The salary slip generator produces the recurring monthly payslip once that same employee is live on payroll, onboarding policies live in the HR policy template generator, and when they eventually exit, the relieving letter generator and experience letter generator close the document lifecycle this appointment letter opens.
