Templates

The letters and policies every Indian company writes.

Fill in the names and numbers, then copy, print or download as a Word file. Written for Indian employment practice, free, and with no email gate.

Letters

Offer letter template

Sent once the candidate has accepted verbally and before the appointment letter is issued. It records the role, the pay, the joining date and the conditions attached, and asks for a signed acceptance by a fixed date so the position is not held open indefinitely. Keep it short; the detailed terms belong in the appointment letter.

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Appointment letter template

Issued on or shortly after joining, once the offer has been accepted and documents verified. It is the employment contract: designation, pay, probation, hours, leave, notice, confidentiality and how the relationship ends. The Labour Codes require every employer to give a written appointment letter, so this is now a compliance document as well as a record of terms.

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Relieving letter template

Issued on or after the employee’s last working day, once notice has been served or bought out and the exit process is complete. It confirms that the employee has been relieved of duties from a specific date and that the full and final settlement has been made, and it is what the next employer will ask for as proof of a clean exit.

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Experience certificate template

Given at exit, alongside the relieving letter, or later on request from a former employee who needs it for a job application, visa or background check. It certifies the period of service, the designations held and the employee’s conduct. Keep it factual and consistent with the HR record, because a verification call will check exactly these details.

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Show-cause notice template

The first formal step when an employee is alleged to have committed misconduct: absence without leave, insubordination, a policy breach, negligence or misuse of company property. It sets out what is alleged, with dates and facts, and asks the employee to explain within a fixed time before the company decides on any action. Issue it before, not after, deciding the penalty.

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Policies

Leave policy template

Adopt it when you have more than a handful of employees and leave is still being agreed by message. It fixes the types of leave, how many days each carries, how they accrue, what carries forward and what lapses, and how leave is applied for and approved. It should reflect the Shops and Establishments Act of your state and the Maternity Benefit Act.

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Attendance policy template

Adopt it once attendance is captured by a device or an app rather than a register, and the questions start: what counts as late, how many late marks make a half day, who can fix a missed punch and by when. It fixes the rules so that payroll runs from attendance data without argument, and gives managers a fair basis for acting on absence.

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Formats

Salary slip format

Issued every month with the salary credit, and asked for by banks, landlords, visa officers and the next employer. It must show the earnings and deductions that make up net pay, the statutory identifiers such as PAN, UAN and ESIC number, and days paid and lost. Employer contributions are shown separately so the employee can reconcile it to the CTC.

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