Free Appointment Letter Generator
Once someone accepts your offer, the next document needs more detail than the first one — a real salary breakup, a defined probation period, a notice period that doesn’t depend on memory. Fill in the details below and get a formatted appointment letter, ready to sign.
Company
Employee & Role
Terms
[Company Name]
[Company Address]
Date: 6 October 2026
To,
[Employee Name]
Subject: Letter of Appointment
Dear [Employee Name],
Further to your acceptance of our offer, we are pleased to confirm your appointment as [Position] in the [Department] department, reporting to [Reporting Manager], effective from [date of joining]. Your place of work will be [Work Location].
Your compensation structure is as follows:
| Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic Salary | 0 | 0 |
| House Rent Allowance | 0 | 0 |
| Special Allowance | 0 | 0 |
| Gross CTC | 0 | 0 |
This is an indicative 40/20/40 split for illustration. Provident fund, professional tax, and any other statutory deductions will be applied on top of this structure as per law and company policy.
You will be on probation for 3 months from your date of joining. Confirmation is subject to a satisfactory performance review at the end of this period. During probation, your employment may be terminated by either party with 15 days’ written notice. After confirmation, the notice period on either side will be 1 month.
Your employment is also subject to the company’s standard policies on working hours, leave, conduct, and confidentiality, as communicated to you separately or available in the employee handbook. Please sign and return a copy of this letter as confirmation of your acceptance of these terms.
We welcome you to [Company Name] and look forward to working with you.
For [Company Name],
[HR Signatory]
HR Manager
Acknowledged and accepted,
[Employee Name]
Date: ____________
This is a general-purpose appointment letter template, not legal advice — have HR or legal counsel review it for your jurisdiction and company policy. Once someone’s appointed, EzNxT HRMS turns this letter into an employee record automatically.
Why Appointment Letters Need a Salary Breakup
A single CTC figure tells an employee what they’ll cost the company, not what lands in their bank account. Basic Salary, HRA, and the rest of the structure determine take-home pay, tax treatment, and PF contribution — details an offer letter can skip but an appointment letter shouldn’t. Getting this on paper at appointment, rather than leaving it for the first payslip to reveal, heads off a conversation nobody wants to have in month one.
The probation and notice period clauses matter just as much, for a different reason: they’re the terms most likely to get argued about if someone leaves early, on either side. Writing an exact number of months, not “a reasonable period,” is what makes the clause enforceable instead of debatable.
Frequently Asked Questions
How is an appointment letter different from an offer letter?
An offer letter goes out before a candidate accepts, proposing the role and CTC. An appointment letter is issued once they've accepted — it formally confirms the terms, usually with a full salary breakup, probation period, and notice period spelled out.
How does the salary breakup get calculated?
The tool splits the annual CTC you enter into Basic Salary (40%), HRA (20%), and Special Allowance (the remaining 40%) as an indicative structure. Actual splits vary by company policy — treat this as a starting point to edit, not a fixed formula.
Is this appointment letter legally valid?
It's a general-purpose template covering the clauses most Indian appointment letters include. It isn't legal advice — have HR or legal counsel review the probation, notice period, and policy-reference clauses for your state and industry before using it.
Can I set a different notice period for after confirmation?
Yes. Choose 1, 2, or 3 months, and the letter text updates to match. The probation-period notice (15 days) is kept separate, since it's commonly shorter than the post-confirmation notice period.
Does it save the letters I create?
No. Everything you type stays in your browser for this session only. Print or save as PDF before closing the tab.
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