Appointment letter format
Under the Labour Codes in force since 21 November 2025, every worker must be given an appointment letter that states the designation, the wages and the social security that applies. This generator produces a complete letter with a wages annexure, ready to print in duplicate for the employee to sign.
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Clauses included
- Designation, grade and department
- Date of joining and place of posting, with a transfer clause
- Wages, with a component-wise annexure
- PF, EPS, EDLI and ESI coverage, with the UAN if allotted
- Probation, confirmation and notice
- Working hours, overtime and leave
- Retirement age
- Conduct, confidentiality and intellectual property
- Governing law and courts, and the employee’s acknowledgement
What changed with the Labour Codes
The four Codes took effect on 21 November 2025, and the government’s announcement lists appointment letters for all workers among the main changes, stating the designation, wages and social security. Keep a signed copy in the personnel file.
Wages, allowances and the 50% rule
The Codes leave items such as HRA, conveyance and overtime out of "wages" only up to half of total pay; any excess counts back in, which affects gratuity. Splitting the CTC with basic at half of gross, the default here, keeps the structure inside that limit.
Questions
Is an appointment letter now mandatory?
The government’s announcement of the Labour Codes lists an appointment letter for every worker as one of the changes. Check the rules notified for your state and sector for any set format or deadline.
Why print it in duplicate?
One copy stays with the employee. The other, signed to confirm acceptance, goes into the personnel file as a record that the terms were given and accepted.
Does the letter cover PF and ESI?
Yes. It states coverage under the Provident Fund, Pension and Deposit Linked Insurance schemes and ESI to the extent the law applies, and prints the UAN when you enter one.
Can I change the clauses?
Yes. Download the Word file to change the wording, or add your own terms in the "Anything else to add" box. Have restrictive clauses, such as bonds, reviewed by a lawyer first.