Building BusinessServices

Section 44

Offer and appointment letter

Use it when you hire a new employee and need to put the job, pay and main terms in writing.

Your details

Your document

Template for general guidance; not legal advice. Check stamp duty and registration rules in your state. Your business name Your business address Date: Date of letter To, Employee's full name Employee's address Subject: Offer and appointment as Designation Dear Employee's full name, We are pleased to offer you employment with Your business name on the following terms. 1. Designation: Designation 2. Category: Category (skilled, semi-skilled, unskilled, etc.) 3. Type of employment: Type of employment 4. Reporting to: Reports to 5. Place of work: Place of work 6. Date of joining: Date of joining 7. Wages: Your gross monthly wages will be ₹Gross monthly wages (₹), made up as follows: Wage break-up. Wages will be paid into your bank account by the Wages paid by (day of next month)th day of the following month, after deductions required by law. 8. Social security: Social security benefits. 9. Working hours: Working hours. Weekly off: Weekly off. Overtime, if any, will be paid as per law. 10. Leave: Leave. 11. Probation: You will be on probation for Probation (months) months. During probation, either side may end the employment with 7 days' written notice. On satisfactory completion, you will be confirmed in writing. 12. Notice period: After confirmation, either side may end the employment by giving Notice period after confirmation written notice, or wages in place of notice. 13. Confidentiality: You will keep the business information, customer lists, prices and records of the company confidential during and after your employment, and return all company property when you leave. 14. Conduct: You will follow the company's rules and policies as notified from time to time. 15. Documents: Please bring a copy of your identity proof, address proof, educational certificates, bank account details and two photographs on the day of joining. Please sign and return a copy of this letter by Accept this offer by to confirm that you accept these terms. We welcome you to Your business name. For Your business name ______________________ Signing person: name and designation ACCEPTANCE I have read and understood the terms above and accept them. Signature: ______________________ Name: Employee's full name Date: ______________________

Know before you sign

  • Under the Occupational Safety, Health and Working Conditions (OSH) Code, 2020, every employee is to be given an appointment letter in the prescribed format, with the employee's details, designation, category, wages and social security details (Press Information Bureau, November 2025). Check the format your state has prescribed.
  • The wages you offer must not be below the minimum wage notified for that category of work in your state. Check the current notification with your state labour department.
  • Provident Fund and ESI apply once your business crosses the employee limits under the law. Ask your accountant whether they apply to you, and register before you deduct anything.
  • Do not add a clause that stops the employee from working anywhere in the same trade after leaving. Section 27 of the Indian Contract Act, 1872 makes an agreement in restraint of a lawful trade or business void to that extent. A confidentiality clause, as in clause 13, is the usual way to protect your business.
  • Give the letter in a language the employee understands, keep a signed copy in the employee's file, and see a lawyer before ending anyone's employment on grounds of misconduct.
Sources (2)
  1. Occupational Safety, Health and Working Conditions (OSH) Code, 2020: appointment letters · 2025
  2. The Indian Contract Act, 1872 (Act No. 9 of 1872): sections 10 and 27 · 1872

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