Appointment Letter Generator
Create professional appointment letters with employment terms and optional salary annexure.
Generate a clean, printable appointment letter for employees and HR use.
Filling in this form and previewing the finished document are free — no account needed.
Fill in the details
Required to download
Company Details
Add the employer details that appear in the letter header and signatory block.
Company logo
Optional. Shown in the top-right corner of the printable appointment letter.
Employee Details
Add the employee information that appears in the appointment letter.
Employment Details
Define the appointment dates, reporting structure, and work arrangement.
Compensation Details
Add the compensation summary and optionally include a salary annexure.
Appointment Terms
Control the standard policy clauses included in the appointment letter.
Template / Letter Type
Choose the wording style that best matches the role.
Export
Download the appointment letter draft
Checking your download access…
14 required fields left before you can download:
Guide
Appointment letters, explained
Who this is for. For employers, HR teams and anyone authorized to issue documents for their organization. Don’t use it to make a document in the name of an organization you don’t represent, or one that states something untrue, such as a fake experience letter or salary certificate: that is forgery, and it isn’t allowed here.
What is an appointment letter?
An appointment letter is the formal record of the employment terms once a person actually joins — or is confirmed in — a role. Where the offer letter proposes, the appointment letter documents: the designation, the effective date, the compensation, and the principal conditions of service such as probation and notice. In many Indian companies it is the core employment document an employee keeps for years.
The timing matters. The usual sequence is offer letter at selection, joining confirmation on day one, and the appointment letter on appointment, which in practice is at or shortly after joining — sometimes reissued or supplemented when probation ends and the employee is confirmed. Because it records terms rather than proposing them, it typically reads as a statement of what now applies, with the employee signing an acceptance copy for the record.
Long after onboarding, the appointment letter keeps working. Employees produce it as proof of employment terms for home loans and visa applications, and background-verification teams at future employers ask for it alongside relieving and experience letters to confirm designation and joining date. A missing appointment letter is a gap employees feel years later. Since India's labour codes took effect on 21 November 2025, issuing one is also a legal duty for covered employers: section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires a letter of appointment for every employee, with the information and in the form the government prescribes.
Standard format of an appointment letter
An appointment letter should leave no principal term ambiguous. The structure this generator produces contains:
- Company letterhead with the date of issue.
- The employee's name, designation, and department.
- The effective date — appointment or joining date, and the confirmation date where probation has been completed.
- Employment type, work location, and work mode.
- Compensation — annual CTC and monthly gross, with an optional component-wise salary annexure.
- Principal terms of service: probation period and notice terms, working arrangements, and references to company policies that apply.
- An acceptance block for the employee's signature, recording that the terms were received and agreed.
- The authorized signatory's name, designation, and signature.
When you need an appointment letter
Every hire should end up with one, but these are the moments where the appointment letter is specifically the document being asked for:
- Formalizing employment terms at or shortly after joining, for every new employee.
- Confirming an employee in the role after probation ends.
- An employee applying for a home loan or visa, where the letter serves as proof of employment terms and tenure.
- Background verification at a future employer, which checks designation and joining date against it.
- Standardizing terms across hires, so every employee's principal conditions are on record in the same form.
Frequently asked questions
How is an appointment letter different from an offer letter?
The offer letter is issued before joining and proposes the employment, pending the candidate's acceptance. The appointment letter is issued at or after joining and records the terms of the employment that is now in effect. One invites; the other documents.
Is an appointment letter an employment contract?
It often functions as the principal written record of employment terms, and its wording can carry legal weight. Whether it is the complete contract depends on the company's documentation and applicable rules — so have your standard appointment wording reviewed by a legal advisor rather than treating any template as final.
When should the appointment letter be issued?
On appointment. Under section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020, in force since 21 November 2025, a covered employer is to issue a letter of appointment to every employee on appointment, with the information and in the form the government prescribes; employees already in service when the Code began were to receive one within three months of it taking effect. Many companies also issue an updated letter at confirmation, when probation ends. Which establishments the Code covers, and the prescribed form for your state, are worth confirming with a legal advisor.
Does the appointment letter rule apply to every company?
No, only to establishments the Code covers. Most businesses, including offices, shops, construction sites and plantations, are covered once they employ 10 or more workers. A factory is covered once it has 20 or more workers using power, or 40 or more without. Mines, ports, dock work and any activity the government declares hazardous are covered at any size. The Code counts workers in its own sense, which leaves out people employed mainly in managerial or administrative roles and supervisors paid above a set wage, but once an establishment is covered, the letter is due to every employee. The government can extend coverage by notification and the prescribed form is set by your state, so confirm the details for your establishment with a legal advisor.
I never received an appointment letter. What should I do?
Request one in writing through HR. Since 21 November 2025, section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires covered employers to issue a letter of appointment to every employee on appointment; employees already in service when the Code began were to receive one within three months of it taking effect. In the meantime, your offer letter, joining confirmation, payslips, and provident fund records serve as supporting evidence of employment and terms — verification teams commonly accept these together when an appointment letter is missing.
What does the probation clause mean?
It defines an initial period during which the employment is being assessed, often with different notice terms, and states what happens at the end — typically confirmation in the role. The letter should give the probation length and the notice terms during and after it in plain numbers.
Does an appointment letter state salary?
Yes — it is one of the documents that should. This generator states annual CTC and monthly gross, and can attach a component-wise salary annexure so the full structure is on record with the terms.
Is the appointment letter used in background verification?
Commonly, yes. Future employers' verification teams ask for it to confirm your designation and joining date, alongside the relieving and experience letters from the same employer. Keep your signed copy permanently.
Related HR tools
Offer Letter Generator
The document that precedes it — the proposal the appointment letter's terms should match once the person joins.
Joining Letter Generator
Fixes the actual joining date and onboarding checklist on record — the companion to the appointment letter's terms.
Experience Letter Generator
The bookend at the other side of employment — the appointment letter starts the record; the experience letter closes it.
The documents produced by this generator are templates for drafting and HR workflow support — they are not legal advice. Have final wording reviewed by your HR team, legal advisor, or authorized signatory before official use.
Related guides
- Offer Letter Format GuideA clear guide to offer letter structure, employment terms, salary annexures, acceptance instructions, and HR review checks.
- Offer vs Appointment vs Joining LetterOffer, joining, appointment and probation letters each mark a different step in hiring. Which one you need, when to issue it, and what it records.