Appointment letter generator

Create a clear, ready-to-sign appointment letter in minutes, then print it, save it as PDF or copy the text.

Runs on your device
Free, no sign-up
Reviewed 16 October 2026

Use the template How it works

A general template, not legal advice. Add any terms required by your state rules, standing orders or industry.

About this tool

Under the labour codes, every employee must get a written appointment letter. The government says it should state the employee’s details, designation, category, wages and social security. This generator builds a letter with:

date of joining, designation, place of work and type of employment;
monthly wages, paid by the 7th of the following month, with a monthly wage slip;
weekly working hours, probation and notice period;
PF, ESIC and gratuity coverage under the Code on Social Security, 2020;
a conduct and confidentiality clause, and space for both signatures.

For fixed-term staff it adds a line confirming the same wages, benefits and hours as permanent staff doing similar work.

How to fill it in

Company name and addressYour registered business name and address, as on your letterhead.
Employee name, designation and place of workAs they should appear in the employee’s records.
Date of joining and monthly wagesUse the gross monthly amount you agreed. Check it with the salary calculator first.
Probation and noticeProbation in months (0 for none) and notice in days.
Working hours and employment typeHours a week (the general limit is 48) and Permanent or Fixed-term.
Signed byName and designation of the signatory, separated by a comma.

Reading the results

Letter preview: The full letter updates as you type. Any field left blank shows as ____ so it is easy to spot.
Print or save as PDF: Opens a clean print view. Choose “Save as PDF” as the printer to keep a file.
Copy text: Copies the letter so you can paste it onto your letterhead in Word or Google Docs.

Example: For a fixed-term hire, choose Fixed-term and fill in the end date by hand where the letter shows ____. Print two copies, sign one for the employee and keep the countersigned copy in their personnel file.

Recent changes

21 Nov 2025Appointment letters mandatory
With the labour codes in force, every employee must get an appointment letter that includes their designation, category, wages and social security details.
21 Nov 2025Working hours and overtime
The general limit is 8 hours a day and 48 hours a week. Overtime is paid at twice the normal wage rate.
21 Nov 2025Fixed-term employment
Fixed-term employees get the same wages and benefits as permanent staff doing similar work, and gratuity after one year.