Appointment Letter Generator
Generate a full appointment letter — the substantive contract of employment — covering place of work, remuneration, hours, leave, termination, retirement, confidentiality and intellectual property.
Free · No sign-up · Nothing leaves your browser · Figures reviewed 22 September 2026
Fill in
Nothing you type here leaves your browser — the document is built on this page, and there is no server to send it to. Printing gives you the document alone, without the page around it.
Still to fill, shown as [square brackets] below: Company name, Employee name, Designation, Location, Signatory
[COMPANY NAME] [Registered address] Ref: [Reference number] Date: 23 September 2026 To, [Employee name] Subject: Letter of appointment Dear [First name], Further to your acceptance of our offer, we confirm your appointment as [Designation] at [Company name] with effect from [Date of joining]. Your employee number is [Employee ID]. 1. PLACE OF WORK You will be based at [Location]. The company may transfer you to any of its offices, departments or associated establishments, in India or elsewhere, on terms no less favourable than these. 2. REMUNERATION Your annual cost to company is [Annual CTC], structured as set out in Annexure A. Salary is payable monthly, subject to statutory deductions including provident fund, employees' state insurance where applicable, professional tax and tax deducted at source. 3. HOURS OF WORK Normal working hours are 9:30 am to 6:30 pm, Monday to Friday. You may be required to work beyond these hours where the requirements of your role demand it. Overtime, where payable under the Code on Wages, will be paid at not less than twice the ordinary rate of wages. 4. LEAVE You are entitled to leave in accordance with the company's leave policy and the applicable Shops and Establishments Act, as amended from time to time. 5. TERMINATION Either party may terminate this appointment by giving 60 days' written notice or salary in lieu of the notice period not served. The company may terminate your employment without notice for misconduct, breach of the code of conduct, or any act which in the company's reasonable opinion is prejudicial to its interests, following such enquiry as the law requires. 6. RETIREMENT You will retire from the services of the company on attaining the age of 58 years. 7. CONFIDENTIALITY AND INTELLECTUAL PROPERTY All information relating to the company, its clients, its employees and its business is confidential. You will not disclose it during your employment or after it ends. All work product, inventions and materials created by you in the course of your employment belong to the company. 8. POLICIES Your employment is governed by the company's policies as amended from time to time, including the policy on prevention of sexual harassment at the workplace, the code of conduct, the leave policy and the information security policy. 9. PREVIOUS UNDERSTANDINGS This letter, with its annexures, supersedes all previous communications, whether oral or written, on the subject of your employment. Please sign and return the duplicate copy of this letter in acknowledgement. Yours sincerely, [Signatory name] [Designation] [Company name] ACKNOWLEDGEMENT I have read, understood and accept the terms of this appointment. Signature: [Signature] Date: [Date] Name: [Employee name]
A starting point, not legal advice. Employment documents have consequences — have anything that ends an employment, imposes a restriction or creates a liability reviewed before you issue it.
The appointment letter is the contract. Where an offer letter invites someone to join, this sets out the terms they are employed on, and it is the document that gets read when something goes wrong.
It should say explicitly that it supersedes earlier communications, or you end up litigating what was said in an interview.
Frequently asked questions
- What is the difference between an offer letter and an appointment letter?
- An offer letter is issued before joining and is an offer capable of acceptance. An appointment letter is issued on or after joining and is the substantive contract of employment. Where both are used, the appointment letter should state that it supersedes the offer.
- Is an appointment letter mandatory in India?
- Several state Shops and Establishments Acts require a written appointment letter, and the labour Codes push further in that direction. Beyond the legal position, an employment relationship with no written terms is a dispute waiting to be had.
- Can an appointment letter include a transfer clause?
- Yes, and most do. A transfer clause is generally enforceable where the transfer is on terms no less favourable and is exercised for genuine business reasons rather than as a disguised penalty.
About this tool
Built by the ViniOffice team. Figures and rules last reviewed 22 September 2026 against the statutory reference this team maintains. Indian statutory rates are date-effective and change by notification — confirm against the current one before running payroll or filing. A starting point, not legal advice. Employment documents have consequences — have anything that ends an employment, imposes a restriction or creates a liability reviewed before you issue it.
Next, you might need
- Generator
Offer Letter Generator
Generate an Indian offer letter with the clauses that matter — probation, notice, statutory deductions, confidentiality, background verification — and an acceptance block to sign and return.
Open - Generator
Probation Confirmation Letter Generator
Generate a confirmation letter on successful probation, or an extension letter where more time is needed — with the notice period change that confirmation usually triggers.
Open - Checklist
Employee Onboarding Checklist
A new-hire checklist from offer to confirmation, including the Indian statutory steps with real deadlines — ESIC portal entry before day one, UAN linkage, and Form 122 from a mid-year joiner.
Open - Generator
Code of Conduct Generator
Generate a code of conduct covering respect, honesty, conflicts of interest, gifts, bribery, confidentiality, outside work and how to raise a concern — with a signed acknowledgement block.
Open
Set up your digital office
Join the early-access list for ViniOffice and be among the first teams in at launch.