Professional, legally appropriate HR templates for Indian companies — offer letters, payslips, policies, warning letters, and more. Free to use, customise, and download.
Templates for hiring, onboarding, and employee joining formalities.
Salary slips, increment letters, and settlement documents.
India-compliant HR policy documents for common workplace policies.
Professional exit documents for smooth employee separations.
CoreHRx generates offer letters, payslips, relieving letters, and more — automatically for every employee.
We are pleased to offer you the position of [Job Designation] with [Company Name] ("the Company"), subject to the terms and conditions set out in this letter.
1. COMPENSATION
Your annual Cost to Company (CTC) shall be ₹[Annual CTC in Numbers] ([Amount in Words]) per annum, subject to applicable deductions.
| Salary Component | Monthly (₹) | Annual (₹) |
|---|---|---|
| Basic Salary | [Amount] | [Amount] |
| HRA (House Rent Allowance) | [Amount] | [Amount] |
| Special Allowance | [Amount] | [Amount] |
| Gross Salary | [Total Gross] | [Annual Gross] |
| Employer PF Contribution | [12% of Basic] | [Annual] |
| Gratuity Provision | [4.81% of Basic] | [Annual] |
| Total CTC | [CTC/Month] | [Annual CTC] |
2. PROBATION PERIOD
You will be on a probation period of [3 / 6] months from your date of joining. During this period, the Company or you may terminate the employment with [7/15] days' written notice.
3. NOTICE PERIOD
After confirmation, the notice period for resignation or termination shall be [30 / 60 / 90] days or payment in lieu thereof.
4. WORKING HOURS & LOCATION
Standard working hours are [9 AM – 6 PM], Monday to [Friday/Saturday]. The primary place of work shall be [Office Address / WFH / Hybrid].
5. STATUTORY BENEFITS
You will be entitled to Provident Fund (PF), ESI (if applicable), and Gratuity as per applicable Indian statutory requirements.
6. CONFIDENTIALITY
You agree to maintain strict confidentiality of all Company information, client data, trade secrets, and intellectual property during and after employment.
7. OFFER VALIDITY
This offer is valid for acceptance until [Offer Expiry Date]. Please sign and return the duplicate copy as your acceptance.
We look forward to welcoming you to the [Company Name] family. Please feel free to contact [HR Contact Name] at [HR Email] for any queries.
With reference to your interview and subsequent discussions, we are pleased to appoint you as [Designation] in the [Department Name] department of [Company Name] on the following terms and conditions:
1. DESIGNATION & DUTIES
Your designation shall be [Designation]. You shall perform such duties as assigned by the management from time to time. You will report directly to [Reporting Manager & Designation].
2. REMUNERATION
Your gross monthly salary shall be ₹[Monthly Gross Amount] (Rupees [Amount in Words] only). The detailed salary structure is as per the attached salary annexure.
3. PROBATION & CONFIRMATION
You will be on probation for a period of [3/6] months. Upon satisfactory performance, your employment will be confirmed in writing.
4. WORKING HOURS
Your standard working hours will be from [Time] to [Time], [Monday to Friday / Saturday]. You may be required to work beyond these hours based on business requirements.
5. LEAVE ENTITLEMENT
You will be entitled to leaves as per the Company's Leave Policy: Earned Leave (EL): [15] days/year, Casual Leave (CL): [8] days/year, Sick Leave (SL): [7] days/year.
6. NOTICE PERIOD
After confirmation, either party may terminate this employment by providing [30/60/90] days' written notice or salary in lieu thereof.
7. NON-DISCLOSURE
You shall not, during or after the term of your employment, disclose any confidential information of the Company to any third party without prior written consent.
8. NON-COMPETE
During employment, you shall not engage in any activity that directly or indirectly competes with the business of the Company.
Please sign and return the duplicate copy as confirmation of your acceptance of the above terms and conditions.
We welcome you to the team and look forward to a mutually beneficial association.
| 📋 PRE-JOINING (Before Day 1) | ||
|---|---|---|
| Task | Responsible | Done ✓ |
| Send offer letter & get signed copy | HR | ☐ |
| Collect educational qualification certificates | HR | ☐ |
| Collect previous employment documents | HR | ☐ |
| Initiate background verification | HR | ☐ |
| Create employee email ID | IT/Admin | ☐ |
| Arrange workstation / laptop | Admin/IT | ☐ |
| Send welcome email with joining instructions | HR | ☐ |
| 🌟 DAY 1 — JOINING DAY | ||
| Welcome & office tour | HR/Manager | ☐ |
| Collect signed appointment letter | HR | ☐ |
| Collect Aadhaar card copy | HR | ☐ |
| Collect PAN card copy | HR | ☐ |
| Collect bank account details / passbook copy | HR | ☐ |
| Collect 2 passport-size photographs | HR | ☐ |
| UAN (Universal Account Number) — PF linking | HR | ☐ |
| Collect previous CTC / salary slips (last 3 months) | HR | ☐ |
| Issue ID card / access card | Admin | ☐ |
| System access — email, HRMS, tools | IT | ☐ |
| Share company policy handbook | HR | ☐ |
| Introduction to team members | Manager | ☐ |
| 📅 WEEK 1 — SETTLING IN | ||
| Complete CoreHRx attendance registration (face enrolment) | Employee/HR | ☐ |
| Set up direct salary bank account in payroll system | HR | ☐ |
| Meet key stakeholders / department heads | Manager | ☐ |
| Complete mandatory compliance training | HR | ☐ |
| Review KRA / KPI targets with manager | Manager | ☐ |
| 30-day check-in meeting scheduled | HR/Manager | ☐ |
| 📝 DOCUMENTS COLLECTED | ||
| Aadhaar Card (front & back) | Employee | ☐ |
| PAN Card | Employee | ☐ |
| Educational Certificates (10th, 12th, Degree) | Employee | ☐ |
| Previous Employer Relieving Letter | Employee | ☐ |
| Experience Certificate | Employee | ☐ |
| Last 3 Salary Slips | Employee | ☐ |
| Bank Passbook / Cancelled Cheque | Employee | ☐ |
| Passport / Voter ID (address proof) | Employee | ☐ |
HR Sign-off: ___________________________ Date: ____________
| Component | Amount (₹) |
|---|---|
| Basic Salary | [Amount] |
| HRA | [Amount] |
| Special Allowance | [Amount] |
| LTA | [Amount] |
| Medical Allowance | [Amount] |
| Gross Earnings | [Total Gross] |
| Component | Amount (₹) |
|---|---|
| Employee PF (12%) | [Amount] |
| ESI (0.75%) | [Amount / N/A] |
| Income Tax (TDS) | [Amount] |
| Professional Tax | [Amount] |
| Other Deductions | [Amount / NIL] |
| Total Deductions | [Total Ded] |
We are pleased to inform you that based on your performance review for the period [Review Period] and your valuable contributions to the organisation, the Management has decided to revise your compensation as follows:
| Salary Component | Current (₹/Month) | Revised (₹/Month) | Change |
|---|---|---|---|
| Basic Salary | [Current] | [Revised] | +X% |
| HRA | [Current] | [Revised] | +X% |
| Special Allowance | [Current] | [Revised] | +X% |
| Gross Monthly Salary | [Current Gross] | [Revised Gross] | +X% |
| Annual CTC | [Current CTC] | [Revised CTC] | +X% |
This revision is in recognition of your dedication, hard work, and significant contributions to [Company Name]. We trust that you will continue to bring the same level of commitment and performance.
Please note that all other terms and conditions of your employment remain unchanged. Kindly sign and return the duplicate of this letter as your acknowledgement.
Congratulations and we look forward to your continued success with us.
This is to confirm that your employment with [Company Name] has been separated with effect from [Last Working Date]. Your Full and Final Settlement has been calculated as below:
| AMOUNTS PAYABLE TO EMPLOYEE | |
|---|---|
| Component | Amount (₹) |
| Salary for [Month / Part Month] ([X] days) | [Amount] |
| Leave Encashment (EL Balance: [X] days) | [Amount] |
| Gratuity (if applicable — [X] years of service) | [Amount / N/A] |
| Bonus / Variable Pay (if applicable) | [Amount / NIL] |
| Expense Reimbursements Pending | [Amount / NIL] |
| Total Payable to Employee | [Total A] |
| AMOUNTS RECOVERABLE FROM EMPLOYEE | |
| Notice Period Recovery ([X] days short) | [Amount / NIL] |
| Loan / Advance Outstanding | [Amount / NIL] |
| Asset / IT Equipment Not Returned | [Amount / NIL] |
| Any Other Recoveries | [Amount / NIL] |
| Total Recoverable from Employee | [Total B] |
The above amount of ₹[Net Amount] shall be credited to your bank account [Bank Account XXXX] within [7-15] working days from the date of clearance of all handover formalities.
Kindly confirm that all company assets (laptop, ID card, access card, SIM, etc.) have been returned and all knowledge transfer has been completed to the satisfaction of the management.
Note: This settlement does not prejudice any rights or claims that the Company may have in respect of breach of confidentiality, IP, or non-compete obligations.
1. PURPOSE & SCOPE
This policy defines the leave entitlements, procedures, and guidelines for all permanent employees of [Company Name]. Contract employees and interns are governed by separate agreements.
2. LEAVE TYPES & ENTITLEMENT
| Leave Type | Days/Year | Carry Forward | Encashment |
|---|---|---|---|
| Earned Leave (EL) | 15 days | Max 30 days | Yes (max 15) |
| Casual Leave (CL) | 8 days | No | No |
| Sick Leave (SL) | 7 days | No | No |
| Maternity Leave | 26 weeks | N/A | N/A |
| Paternity Leave | 5 days | N/A | N/A |
| Bereavement Leave | 3 days | N/A | N/A |
| National & Festival Holidays | 10–12 days | N/A | N/A |
3. LEAVE APPLICATION PROCEDURE
• Earned Leave: Apply at least [3-7] working days in advance
• Casual Leave: Apply 24 hours in advance
• Sick Leave: Inform manager same day; medical certificate required for SL > 3 consecutive days
• Maternity Leave: Apply at least 8 weeks before expected delivery date
4. LEAVE WITHOUT PAY (LWP)
If an employee exhausts all leave balance and is absent, the excess days shall be treated as Leave Without Pay. LWP affects the monthly salary proportionally and may impact PF and statutory calculations.
5. HALF-DAY LEAVE
Employees may apply for half-day leave — morning ([start time] to [half-day time]) or afternoon ([half-day time] to [end time]). 0.5 days will be deducted from the respective leave balance.
6. LEAVE ENCASHMENT
Earned Leave up to a maximum of [15] days can be encashed once per year during the month of [January/April]. Calculation: Basic Salary ÷ 26 × Number of days encashed.
7. MATERNITY LEAVE
As per the Maternity Benefit Act 1961 (amended 2017), female employees are entitled to 26 weeks of paid maternity leave. This applies to employees who have worked for at least 80 days in the preceding 12 months.
8. PUBLIC HOLIDAYS
The Company observes [3] National Holidays (Republic Day, Independence Day, Gandhi Jayanti) and [7–9] Restricted/Festival Holidays as published annually in the Company Holiday Calendar.
9. POLICY VIOLATIONS
Absence without approved leave for more than [3] consecutive days will be treated as abandonment of employment unless a satisfactory explanation is provided.
1. PURPOSE
This policy establishes guidelines for employees working from home (WFH) at [Company Name], ensuring productivity, security, and compliance while offering flexibility.
2. ELIGIBILITY
WFH may be permitted for employees who: (a) have completed probation period; (b) have a designated workspace at home with reliable internet; (c) have manager and HR approval; (d) whose role does not require mandatory on-site presence.
3. WFH SCHEDULE
| WFH Type | Description | Approval Required |
|---|---|---|
| Hybrid WFH | [X] days WFH per week | Manager |
| Full-time WFH | Fully remote role | Manager + HR |
| Emergency WFH | Ad-hoc, case-by-case | Manager (same day) |
4. ATTENDANCE & AVAILABILITY
• Be available on [Slack / Teams / Email] during working hours
• Respond to messages within [30] minutes during working hours
• Be available for video calls with 15 minutes' notice
• Core working hours: [10 AM – 5 PM] (mandatory availability)
5. WORKSPACE REQUIREMENTS
Employees working from home must ensure: (a) dedicated, distraction-free workspace; (b) minimum internet speed of [20 Mbps]; (c) functional webcam and microphone; (d) secure, password-protected Wi-Fi network.
6. DATA SECURITY
• Use only company-approved devices and VPN
• Do not use public Wi-Fi for work without VPN
• Lock screen when away from workstation
• Do not share company credentials or data with household members
• Report any security incident to IT within 1 hour
7. PERFORMANCE MONITORING
WFH employees will be assessed on output and deliverables, not just hours. Managers will conduct weekly 1:1 check-ins. Consistent underperformance may result in withdrawal of WFH privilege.
8. EQUIPMENT & REIMBURSEMENT
The Company will provide: [laptop / monitor / headset]. Internet reimbursement: ₹[500–2,000]/month upon submission of bills. All company equipment must be returned upon separation.
9. POLICY VIOLATION
Non-compliance with attendance, availability, or security requirements may result in withdrawal of WFH privilege and/or disciplinary action.
This letter constitutes a formal written warning regarding your conduct/performance which is in violation of the Company's policies and expected standards of behaviour.
Nature of Issue: [Attendance / Misconduct / Performance / Insubordination / Other]
Specific Incidents:
[Detail the specific incident(s) — dates, times, nature of misconduct or performance failure, witnesses if any, and evidence referenced]
Policy Violated: This behaviour is in violation of Section [X] of the Employee Code of Conduct / Leave Policy / Performance Policy.
Improvement Expected:
[Clearly state what the employee is expected to do differently — specific, measurable improvements within a defined timeframe]
Review Period: Your performance/conduct will be reviewed on [Review Date — typically 30–60 days]. Failure to meet the stated expectations by this date may result in further disciplinary action.
You are requested to acknowledge receipt of this letter by signing below. Your signature does not imply agreement — it only confirms receipt.
If you wish to respond to the contents of this letter, please do so in writing to HR within [5] working days.
We trust that you will take this warning in the right spirit and work towards immediate improvement.
This letter constitutes a Final Written Warning — your [second/third] formal warning regarding the same or related issues previously communicated to you on [Date of Previous Warning(s)].
Despite the earlier warning(s) and the opportunities provided to you to improve, you have failed to meet the required standards. This Final Warning is to put you on notice that any further violation or failure to improve will result in immediate termination of your employment.
You are placed on a Performance Improvement Plan (PIP) for a period of [30/60] days commencing [Date]. The specific targets and expectations under the PIP are attached as Annexure A.
We acknowledge receipt of your resignation letter dated [Date of Resignation Letter], wherein you have expressed your intention to resign from the position of [Designation] in the [Department] department.
Your resignation is hereby accepted with effect from [Last Working Day — DD Month YYYY].
Handover & Exit Formalities:
You are requested to complete the following before your last working day:
1. Formal handover of all pending work, projects, and documentation to [Successor/Manager Name]
2. Return of all company assets: laptop, ID card, access card, mobile, SIM card, documents
3. Complete knowledge transfer sessions with your replacement or team
4. Settlement of any outstanding loans or advances
5. Complete the Exit Interview Form and submit to HR
Full & Final Settlement:
Your Full and Final Settlement, including the last month's salary, leave encashment, and other dues (if any), will be processed within [7–15] working days after completion of all exit formalities and clearance.
We appreciate your contributions to [Company Name] during your tenure of [X years/months]. We wish you all the very best in your future endeavours.
Please feel free to reach out to us at [HR Email] for any queries related to your exit process.
This is to certify that [Employee Full Name], having Employee ID [EMP-001], was employed with [Company Name] as [Designation] in the [Department] department from [Date of Joining] to [Last Working Date].
[Employee Name] has completed all exit formalities, handed over all company assets, and completed knowledge transfer as required. [He/She/They] is hereby formally relieved from the services of [Company Name] effective [Last Working Date].
During [his/her/their] tenure, [Employee Name] has conducted [himself/herself/themselves] with integrity and professionalism. [He/She/They] has been an asset to the organisation and we wish [him/her/them] the very best in future endeavours.
We confirm that [Employee Name] is relieved of all duties and responsibilities and is free to take up employment elsewhere. [Company Name] has no objection to [his/her/their] future employment in any capacity.
This letter is issued at the specific request of [Employee Name] for whatever purpose it may serve.
TO WHOMSOEVER IT MAY CONCERN
This is to certify that [Employee Full Name], Son/Daughter of [Father's/Guardian's Name], was employed with [Company Name] from [Date of Joining] to [Last Working Date].
During [his/her/their] tenure with us, [Employee Name] was responsible for [Brief description of key responsibilities — e.g., managing client accounts, leading a team of X people, developing software features, handling payroll for X employees, etc.].
[Employee Name] proved to be a sincere, hardworking, and dedicated professional. [He/She/They] consistently delivered high-quality work, maintained excellent professional relationships with colleagues and clients, and represented the Company with integrity.
During the period of employment, [his/her/their] conduct and character were found to be excellent / good / satisfactory. [He/She/They] is leaving the organisation on [his/her/their] own accord / due to [mutual agreement / company restructuring / contract end].
We wish [him/her/them] all the very best in [his/her/their] future endeavours and recommend [him/her/them] for suitable positions in [his/her/their] area of expertise.
This certificate is issued at the request of [Employee Name] for whatever legitimate purpose it may serve.
