Appointment Letter Generator
Draft a detailed employee appointment letter live — enter the company, employee, designation, CTC and terms, watch the letter build itself, then print or save it as a PDF.
Get legally-sound HR letters & employment contracts
We draft appointment letters, offer letters, employment agreements and HR policies vetted for your company.
Disclaimer: This generator produces an indicative appointment-letter template from the figures you enter. It is not legal advice — statutory entitlements (PF, ESI, gratuity, bonus, leave, Shops & Establishment rules) vary by state and headcount. Have the final letter reviewed before issue.
How the appointment letter generator works
Fill in the employer and employee details, the role, the annual CTC and the key terms. The letter on the right rebuilds itself instantly — the CTC figure is converted into words automatically. When it reads correctly, print it or save a PDF and issue it on your letterhead.
Employer & employee
Add the company name and address, then the employee's name and address.
Role & posting
Enter the designation, department, date of joining and place of posting.
CTC & terms
Set the annual CTC, probation months, notice period and weekly working hours.
Print or save
Hit “Print / Save PDF” — only the letter prints, ready to sign and issue.
Appointment letter terms explained
Offer letter vs appointment letter
An offer letter is issued first to propose the role, CTC and joining date — a short pre-employment document the candidate accepts. The appointment letter is the formal, detailed employment document issued on or around the date of joining. It carries the full terms of employment — designation, remuneration, probation, working hours, leave, confidentiality and termination — and, once signed, forms the core employment contract.
Probation & confirmation
New employees usually serve a probation period (commonly 3–6 months) during which either side can end the engagement on shorter notice. On satisfactory completion the employee is confirmed in service, after which the full notice period applies. The letter should state the probation length and whether it can be extended.
CTC (Cost to Company)
Annual CTC is the total yearly cost the employer bears — basic, allowances, employer PF, gratuity and any bonus. It is larger than the in-hand salary. The appointment letter states CTC and usually attaches a salary breakup; use our salary slip generator to work out the monthly take-home.
Statutory & governing terms
Employment in India is governed by central and state law — PF, ESI, gratuity, bonus, professional tax, leave and the state Shops & Establishment Act. A sound appointment letter refers to company policy and applicable law rather than restating every entitlement, and includes confidentiality, notice and jurisdiction clauses.
What is the difference between an offer letter and an appointment letter?
An offer letter proposes the role and headline compensation and is issued before the candidate accepts. The appointment letter is the formal employment document issued on joining, carrying the full terms — designation, salary structure, working hours, probation, notice period, leave and confidentiality.
Is an appointment letter legally required in India?
Most state Shops & Establishment Acts and the labour codes require an employer to issue written terms of employment. Beyond the legal position, a written appointment letter is what settles disputes over notice, probation and salary components.
What must an appointment letter contain?
Employee name and address, designation and reporting line, date of joining, place of posting, salary breakup, probation and confirmation terms, working hours and leave, notice period, confidentiality and, where relevant, non-solicitation. Both parties should sign a copy.
Can I change the terms after issuing the letter?
Not unilaterally. Changes to material terms such as salary, designation or location need the employee's written consent, usually recorded through an addendum or a revised letter that both sides sign.
Is this generated letter ready to use?
It gives you a complete, professionally worded draft covering the standard clauses. Review it against your company policy and any industry-specific requirement before issuing it on your letterhead.
Disclaimer: This tool gives indicative results for general guidance only and is not professional advice. Please verify with a qualified CA before acting on the numbers.