How to use this format
- •Replace every [BRACKETED] placeholder with your own details.
- •Print on company letterhead and have both copies signed — one for the employee file, one for the employee.
- •Attach the detailed employment agreement where the role involves confidential information or intellectual property.
Letter head and reference
[COMPANY NAME] · [REGISTERED ADDRESS]
Ref: [REFERENCE NUMBER] Date: [DATE]
To: [EMPLOYEE NAME], [EMPLOYEE ADDRESS]
Subject: Joining letter — [DESIGNATION]
1. Appointment
With reference to your acceptance of our offer dated [OFFER DATE], we confirm your appointment as [DESIGNATION] in the [DEPARTMENT] department of [COMPANY NAME] with effect from [DATE OF JOINING].
2. Place of work
Your place of work shall be [LOCATION]. The Company may, in the interest of business, transfer you to any of its offices, branches or client locations in India.
3. Remuneration
Your total cost to company shall be ₹[CTC] per annum, structured as set out in Annexure A. Salary is payable by the [DATE] of each month, subject to statutory deductions including income tax, provident fund and professional tax as applicable.
4. Probation and confirmation
You shall be on probation for a period of [NUMBER] months from the date of joining. On satisfactory completion, your services will be confirmed in writing. The Company may extend the probation period at its discretion.
5. Working hours and leave
Working hours and leave entitlement shall be as per the Company's policies in force from time to time, read with the applicable Shops and Establishments legislation.
6. Confidentiality and intellectual property
You shall keep confidential all information relating to the Company, its clients and its business, during and after your employment. All work product, inventions and materials created in the course of your employment shall vest exclusively with the Company.
7. Termination
Either party may terminate this employment by giving [NOTICE PERIOD] written notice, or salary in lieu thereof. The Company may terminate employment forthwith for misconduct, breach of policy or unsatisfactory performance.
8. Documents to be submitted on joining
Copies of PAN and Aadhaar; passport-size photographs; relieving and experience letters from the previous employer; last three salary slips; educational certificates; cancelled cheque or bank details for salary credit.
Acceptance
For [COMPANY NAME] ____________________ [AUTHORISED SIGNATORY NAME], [DESIGNATION]
I have read and accept the above terms. Signature: ____________________ Name: [EMPLOYEE NAME] Date: [DATE]
Statutory registrations such as PF and ESIC may require the joining date to be reported within a fixed window — check your establishment's obligations.
This is a general format. Terms differ by state legislation and by role; have it reviewed before wide use.
This is a general format provided as public information, not professional advice for your specific facts. Jurisync LLP is not a law firm; drafting engagements are handled by independent qualified professionals.