Free HR resource · Onboarding
Appointment Letter Format: Free Template for India
An appointment letter is issued at or after joining and sets out the full, formal terms of employment — unlike the shorter offer letter that precedes it. It is the document that forms the employment contract, so it should cover probation, notice period, duties, confidentiality, company policies and benefits. Copy the template below, fill the brackets, and attach a salary break-up as Annexure A.
Appointment letter template
A professional, general-purpose format you can adapt for most roles. Replace everything in square brackets, and attach a salary break-up as Annexure A.
What every appointment letter should include
Because the appointment letter is the contract, each clause carries weight. Miss one — usually the notice period, the confidentiality clause or the benefits line — and you invite disputes later.
- 1
Job title and designation
State the exact designation being confirmed, and the department or function it sits in.
- 2
Date of joining and place of posting
Give the joining date in DD-MMM-YYYY format and the work location, with any transfer clause.
- 3
Compensation and CTC break-up
State the annual cost-to-company and refer to a salary annexure covering basic, allowances, employer contributions and deductions.
- 4
Probation and confirmation
Set the probation period and make clear that confirmation follows in writing on satisfactory performance.
- 5
Working hours and week
Specify the normal weekly hours and working days, in line with the applicable Shops & Establishments Act.
- 6
Leave entitlement
Reference the company leave policy for casual, sick and earned leave rather than restating every figure.
- 7
Notice period
State the notice period on either side, both during probation and after confirmation, and the salary-in-lieu option.
- 8
Duties and reporting line
Name the reporting manager and set out the duties and full-time commitment expected.
- 9
Confidentiality and IP assignment
Bind the employee to secrecy and assign work product and intellectual property to the company.
- 10
Code of conduct and policies
Make the appointment subject to company policies — code of conduct, POSH, IT security — as amended.
- 11
Statutory and health benefits
List Provident Fund, ESIC where applicable, gratuity, and the group health insurance the employee is enrolled in.
- 12
Termination and retirement age
Set out how the employment can end and the age of superannuation.
Confirm the benefits, not just the salary
Spell out the health cover on day one
The appointment letter is where a new joiner sees, in black and white, what their employer provides beyond pay. Naming real cover — for example, “cashless group health insurance covering hospitalisation and doctor consultations for you and your family, from day one” — sets accurate expectations and signals that you invest in your team. Employers on Onsurity can confirm group health cover alongside statutory Provident Fund, ESIC and gratuity right in the letter.
Frequently asked questions
What is the difference between an offer letter and an appointment letter?
An offer letter is the initial document extending the role and its key terms, which a candidate accepts to confirm they are joining. An appointment letter is issued at or after joining and sets out the full, formal terms of employment — probation, notice period, confidentiality, company policies and benefits. In practice the appointment letter is the document that forms the employment contract.
Is an appointment letter legally binding in India?
Yes. Once both parties sign it, an appointment letter forms a binding contract of employment, so its terms — CTC, probation, notice period, duties and grounds for termination — should be stated precisely. Because enforceability turns on the wording, have a legal or HR adviser review your standard template before you issue it.
What clauses must an appointment letter include?
A complete appointment letter covers the designation, date of joining and place of posting, the CTC with a salary break-up reference, probation and confirmation, working hours, leave, notice period, duties and reporting line, confidentiality and IP, adherence to company policies, statutory and health benefits, and the retirement age. Twelve elements keep the contract clear and enforceable.
What is the typical probation period in India?
Probation periods in India are commonly three to six months, though the exact length is set by the employer and stated in the appointment letter. Confirmation is usually given in writing on satisfactory completion, and many employers reserve the right to extend probation once.
What notice period should an appointment letter specify?
Notice periods are typically 30 to 90 days after confirmation, with a shorter period (often 15 to 30 days) during probation. The exact figure is a commercial decision, but it should be stated clearly and apply to both the employer and the employee, along with a salary-in-lieu option.
General guidance, not legal advice. Have a legal or HR adviser review your standard appointment letter before you issue it.
Put a benefit worth confirming in your appointment letter
The strongest contracts name real cover, not vague “medical benefits”. Beyond the statutory minimum, give your team cashless group health, OPD and wellness with Onsurity — on a monthly subscription you can start before your next joiner’s first day.
Get a group health quote