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Free appointment letter, ready in 60 seconds

Role, pay, probation, hours, leave and notice as clear numbered terms. Nothing leaves your device.

  1. 1 · Company
  2. 2 · Role
  3. 3 · Terms
  4. 4 · Download

Company and employee

Live previewLetter of appointment — Senior Developer
EXAMPLE
Brightline Software Pvt Ltd
4th Floor, Prestige Tower, MG Road, Bengaluru 560001
Ref: BL/HR/2026/11822 Oct 2026
Neha Kulkarni
Subject: Letter of appointment — Senior Developer

Dear Neha,

We are pleased to appoint you to Brightline Software Pvt Ltd on the following terms and conditions:

1. Position: You are appointed as Senior Developer in the Engineering department (employee ID BL-1042), based at Bengaluru, with effect from 05 Nov 2026. You will report to Priya Iyer, Engineering Manager.

2. Remuneration: Your annual cost to company is ₹18,00,000 (Rupees Eighteen Lakh only), with a monthly gross salary of ₹1,35,000, subject to statutory deductions such as provident fund, ESI, professional tax and income tax.

3. Probation: You will be on probation for 6 months. On satisfactory completion, your employment will be confirmed in writing.

4. Working hours: 9:30 am to 6:30 pm, Monday to Friday, as per company policy and applicable law.

5. Leave: You are entitled to 18 days' earned leave and 12 days' casual or sick leave a year, as per company policy.

6. Notice period: Either party may end this employment by giving 60 days' written notice, or salary in lieu of notice (during probation, as per company policy).

7. Confidentiality: You will keep the company's business information confidential during and after your employment.

8. Other terms: You will follow the company's policies as amended from time to time. This appointment is subject to verification of your documents and references.

Please sign and return the duplicate copy of this letter as your acceptance. We wish you a long and rewarding career with us.

Yours sincerely,

Arjun Mehta
Head of People, Brightline Software Pvt Ltd
I, Neha Kulkarni, have read and accept the terms of this appointment. Signature: ____________________ Date: ______________
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How to make a appointment letter

Create a free appointment letter with the role, salary, probation, working hours and notice period, and download it as a PDF.

  1. 1

    Company and employee

    Company name, letter date and reference, and the employee's name and ID.

  2. 2

    Role and pay

    Designation, place of work, joining date, reporting manager and CTC.

  3. 3

    Terms and download

    Probation, notice period, working hours and leave. Download, sign and get the employee's acceptance.

What is an appointment letter?

An appointment letter is the formal letter an employer gives a new employee on joining. It sets out the terms of employment: designation, place of work, salary, probation, working hours, leave, notice period and the main policies the employee must follow.

An offer letter comes first and is accepted by the candidate; the appointment letter follows on or after joining and is the main record of the employment terms. Under the labour codes, employers must issue one to every employee.

Appointment letter format

An appointment letter is printed on the company letterhead with a reference number and date, addressed to the employee, and lists the terms as numbered points: position and joining date, remuneration, probation, working hours, leave, notice period, confidentiality and other terms. It ends with the authorised signatory's signature and a line for the employee to accept.

Attach the salary break-up as an annexure if you want to show basic pay, allowances and deductions in detail.

Rules that apply

Every employee gets an appointment letter

Under the Occupational Safety, Health and Working Conditions Code, 2020, in force from 21 November 2025, employers must issue a letter of appointment to every employee.

Source: Ministry of Labour and Employment — labour codes

PF and ESI from day one

Where the establishment is covered, enrol the employee for provident fund and ESI from their date of joining; the appointment letter usually says these deductions apply.

Source: EPFO — Employees' Provident Fund Organisation

What each field means

FieldWhat to enterExample
Company nameThe employer's registered name, printed as the letterhead.Brightline Software Pvt Ltd
Company addressOptional: the company's address under the letterhead.—
Letter dateThe date the letter is issued.—
Reference number (optional)Optional: your HR reference number.—
Signed byThe person signing for the company.Arjun Mehta
Their titleTheir designation.Head of People
Employee's nameThe employee's full name.Neha Kulkarni
Employee's address (optional)Optional: their address.—
Employee ID (optional)Optional: the employee code.BL-1042
DesignationTheir job title.Senior Developer
Department (optional)Optional: their team or department.—
Place of workWhere they'll work.Bengaluru
Date of joiningThe date employment begins.—
Annual CTCAnnual cost to company, in rupees.—
Monthly gross salary (optional)Optional: monthly gross salary before deductions. Leave 0 to skip.—
Probation (months)Months of probation; 0 if none.—
Notice period (days)Days of notice either side must give.—
Working hoursDaily hours and working days.9:30 am to 6:30 pm, Monday to Friday
Leave (optional)Optional: leave entitlement per year.—
Reports to (optional)Optional: their manager's name and title.—

Good to know

What is the difference between an offer letter and an appointment letter?

An offer letter proposes the job before joining; an appointment letter confirms the employment and its full terms on or after joining.

Is an appointment letter mandatory?

Yes. Under the labour codes in force from 21 November 2025, employers must issue a letter of appointment to every employee.

What should an appointment letter include?

Designation, joining date, place of work, salary, probation, working hours, leave, notice period, confidentiality and other key terms.

Does the employee need to sign it?

Yes. The employee signs a copy to accept the terms, and the company keeps it in their file.

Should the salary break-up be in the letter?

Many companies attach it as an annexure, showing basic, HRA, allowances and deductions. The letter itself states the CTC.

Is my data stored anywhere?

No. The letter is made in your browser and its details never leave your device.

DocketBee provides document formats, not legal or tax advice. You are responsible for the accuracy of what you enter.