Salary certificate format
A salary certificate confirms that someone works for you and what they are paid. It lists each component monthly and annually, the deductions and the net amount, and is signed by an authorised person. The PAN, if you add it, prints masked.
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What the certificate states
- Name, employee ID and designation
- Date of joining and whether the person is confirmed or on probation
- The month or period the figures relate to
- Each pay component, monthly and annual
- Deductions and net salary
- Masked PAN, if you add it
- Addressee and an authorised signature
Figures must come from payroll
Every amount on the certificate should match your payroll records. Before downloading, the tool asks you to confirm that you are issuing it for the employer and that its contents are true.
Certificate or payslips?
Payslips show each month as it was paid. A salary certificate summarises the current structure, or a period, on one signed page when someone asks the employer to confirm pay.
Questions
Who can issue a salary certificate?
Only the employer, signed by someone authorised to confirm payroll records, such as the head of HR or finance.
Does it show gross or net salary?
Both. Each component is listed, then gross salary, each deduction you add, and net salary, all monthly and annual.
Why is the PAN masked?
A full PAN on a document that may be shared widely invites misuse. The masked form still lets the reader match it against the PAN they hold.
Can I address it to a particular organisation?
Yes. Replace "To whom it may concern" in the "Addressed to" box with the name of the organisation that asked for it.