Appointment letter generator for clear terms of employment
This free appointment letter generator drafts the letter you give an employee on joining: the position, place of work, duties, pay, working hours, leave, probation and confirmation, notice, confidentiality, intellectual property and policies, each as a numbered clause, with an optional CTC breakup as Annexure A and an acceptance block.
An appointment letter is not the same as the offer. The offer letter is a proposal the candidate accepts; the appointment letter records the terms they actually work under. In India, the Occupational Safety, Health and Working Conditions Code, 2020, in force with the other Labour Codes since 21 November 2025, requires employers to issue one to every employee. In the UK, a written statement of particulars is due on or before the first day of work.
Switch clauses on or off and the numbering follows; edit any sentence in the letter text. Download a PDF or Word file, or one letter per new joiner from a CSV — all in your browser. The clauses are plain-language placeholders, not legal advice.
How to use the Appointment Letter Generator
- Add your letterhead, signatory, signature and, if you use one, the company seal.
- Fill in the reference number, letter date, format and tone, plus the date of the offer letter if you want it quoted.
- Enter the employee, designation, department, place of work, reporting manager, date of joining and employment type.
- Choose the pay format and figures — with an Indian CTC, tick “Attach the breakup as Annexure A”.
- Set working hours and days, leave, probation and its extension, the two notice periods and the jurisdiction, then pick the clauses.
- Review the preview, adjust the wording under Letter text and download the PDF or Word file.
Appointment Letter Generator features
Numbered clauses that renumber
Turn confidentiality, IP, conduct, the Labour Codes note or a “further terms” placeholder on or off and every heading renumbers.
Headings never stranded
Each clause heading stays on the same page as its first paragraph, in the PDF and in Word.
Pay annexure from the CTC rules
The same exact rupee breakup as the offer letter: basic, HRA, special allowance, employer PF, gratuity and insurance.
Format-aware clauses
India: earned, casual and sick leave and the Labour Codes; UK: 5.6 weeks’ holiday and the written statement; US: paid time off and an at-will clause.
Placeholders are flagged
Text in [square brackets] is highlighted in the summary so it is not printed by mistake.
Bulk joining letters
A CSV of new joiners becomes a ZIP of appointment letters with numbered references.
What an appointment letter should cover
- Who is appointed, to which designation and department, from which date, and the place of work (with any transfer clause).
- Duties and reporting line, in enough detail to set expectations without listing every task.
- Pay — CTC and its breakup in India, salary and pay frequency elsewhere — and when it is reviewed.
- Working hours, weekly offs, leave entitlements and holidays.
- Probation length, possible extension and how confirmation is given.
- Notice periods, pay in lieu, and dismissal for misconduct after a fair procedure.
- Confidentiality, intellectual property, policies and governing law, then a signature to accept.
Worked example: the annexure for ₹9.6 lakh
The sample letter appoints an interior designer at a CTC of ₹9,60,000 with no variable pay, basic at 50% of CTC (₹40,000 a month), HRA at 40% of basic and ₹12,000 of group insurance. Employer PF is 12% of ₹25,000 (₹36,000 a year); gratuity is 15/26 of ₹40,000 for each year, ₹23,077. Special allowance balances the fixed CTC: ₹9,60,000 − ₹4,80,000 − ₹1,92,000 − ₹36,000 − ₹23,077 − ₹12,000 = ₹2,16,923. Gross salary is ₹8,88,923 a year, and the fixed CTC is ₹80,000 a month. Check other structures with the CTC calculator.
India, US and UK differences
Leave rules vary by state in India and by country elsewhere — compare entitlements with the leave calculator, and when someone resigns, work out the last day with the notice period calculator.
| India | United States | United Kingdom | |
|---|---|---|---|
| Required? | Yes — OSH Code 2020 requires an appointment letter for every employee | No federal rule; offer letter and policies are usual | Written statement of particulars by day one (Employment Rights Act 1996, s.1) |
| Leave | Earned, casual and sick leave under state law and policy | Paid time off by policy (some states mandate sick leave) | At least 5.6 weeks’ paid holiday for full-time workers |
| Ending employment | Notice or pay in lieu; standing orders where they apply | Usually at will | Contract notice, never below the statutory minimum |
Mistakes that cause disputes
- A notice clause that differs from the offer letter or the standing orders.
- Probation with no maximum length or written confirmation, leaving the employee’s status unclear.
- Transfer clauses so broad that any relocation looks like a breach — say the company will discuss it first.
- Placeholders left in square brackets in the signed copy.
Appointment Letter Generator FAQ
What is an appointment letter?
The letter given on joining that sets out the terms of employment — position, pay, hours, leave, probation, notice and policies. This appointment letter generator drafts it with numbered clauses for you to adapt.
Is an appointment letter mandatory in India?
Yes. 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, in the form the government prescribes. Check the rules that apply to your establishment.
What is the difference between an offer letter and an appointment letter?
The offer letter proposes the job before joining; the appointment letter confirms the terms once the person joins. Many Indian employers issue both.
Can I change the clauses?
Yes. Switch clauses on or off and the numbering updates, or edit the text directly; merge fields such as {{notice_period}} keep filling in from the form.
Is this legal advice?
No. The clauses are plain-language templates. Employment law differs by country and state, so have a lawyer review your standard terms.
Where is the data stored?
Only in your browser. Drafts, logo, signature and seal never leave this device.