Appointment Letter Generator

Some companies send one detailed letter that does both jobs. If you do, get it countersigned after joining as well, because details such as the reporting manager or work location are often settled only on the first day.

• Designation, department and reporting manager.
• Place of work. If you may move the employee to another office or city, say so here. A letter that names one city and is silent on transfers is a common source of disputes.
• Compensation by reference. State the annual CTC once and put the breakup in an annexure. One figure in one place means no mismatch when someone later edits the annexure.
• Probation. Length, whether and how it can be extended (in writing, before it ends), and that confirmation will be given in writing.
• Notice period for probation and after confirmation, and whether salary in lieu of notice is allowed. Take the numbers from your HR policy or employment contract templates rather than inventing new ones in the letter.
• Confidentiality and work product. Confidentiality continues after exit; work created during employment belongs to the company.
• Outside work. Whether a second job, freelancing or a directorship needs written approval.
• Verification of documents and background as a condition of the appointment.

For fixed-term employees, state the start and end date of the term. Under the Code on Social Security, 2020, in force since 21 November 2025, fixed-term employees qualify for pro-rata gratuity after one year of service, so don't reuse wording from a permanent-staff template that implies a five-year wait.

The generator above writes a compact one-page letter: designation, CTC, probation, notice during probation and a general reference to company rules. The sample below is the longer, numbered format many companies use. It adds the reporting line, place of work and transfer, an annexure for pay, probation extension, notice after confirmation, confidentiality, outside work and an acceptance block for the employee.

• Figures that don't agree. The CTC in the letter differs from Annexure A or the offer letter. Check all three before printing.
• No extension clause. At the end of probation the manager wants more time and there is nothing in writing to rely on.
• Notice periods that differ from policy. If the letter says 30 days and the HR policy says 60, expect an argument at exit.
• No signed duplicate on file. An unsigned copy is weak evidence that the employee saw the terms.
• "Permanent" for a fixed-term role, or a fixed-term letter with no end date.