The Industrial Relations Code 2020 requires every employer to issue a formal appointment letter. Offrd generates a compliant PDF on your company letterhead in minutes, and files it to the employee record automatically.
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| Date of Joining | 1 June 2026 |
| Employment Type | Full-Time, Permanent |
| Place of Posting | Bengaluru |
| Annual CTC | ₹X,XX,XXX |
| Probation Period | 3 months |
| Notice Period | XX days |
Generate this letter with your company details on Offrd
Start Free → 50 free credits on signup. No card needed.The Industrial Relations Code 2020 came into force on 21 November 2025. It requires employers to issue a formal appointment letter to every worker they engage. The letter must state the terms clearly: designation, remuneration, working hours, leave entitlement, probation conditions, and notice period.
Before this, many smaller employers sent an email and considered it sufficient. For establishments covered under the Code, that is no longer legally acceptable.
Non-issuance of appointment letters is an inspectable item under the Code. A labour inspector can flag it during a routine audit. The Ministry of Labour and Employment has published the consolidated Labour Codes for reference.
Generate a Compliant LetterMost companies still draft these manually or copy the last hire's letter and change the name. That is where mistakes happen.
Offrd generates the letter on your company letterhead automatically. No formatting, no Word file, no printing on blank paper.
The template covers all terms the IRC 2020 requires. Fixed-term clauses, probation conditions, and notice period language are already in the right place.
Every letter is stored against the employee. When you need it for an audit or a dispute, it is there. Not in someone's email drafts.
The appointment letter links directly to onboarding, payslip, probation, and eventually the separation letter. One record, start to exit.
Under the IRC 2020, fixed-term employees earn gratuity after one year, not five. Offrd reflects this in both the letter template and gratuity calculations.
Add your company, add the employee, generate. No implementation project, no consultant, no week-long onboarding.
Under 2 minutes. 50 credits on the house, no card required.
Name, designation, department, date of joining. Or import a CSV.
Offrd fills the template with the correct terms and puts it on your letterhead. The PDF is ready in seconds.
Share the PDF. The letter is stored in the employee record for future reference.
If you only need the wording, the full appointment letter format is below, selectable text, free to copy. Replace the square bracket fields and set it on your letterhead. The generator above fills all of it for you, but the format is yours either way.
To,
[Employee Name]
[Address]
Subject: Appointment Letter
Dear [Employee Name],
With reference to your application and the subsequent discussions, we are pleased to appoint you as [Designation] in the [Department] department at our [Work Location] office, effective [Date of Joining]. You will report to [Reporting Manager Name], [Reporting Manager Designation].
Your annual cost to company will be ₹ [CTC Amount], structured as detailed in Annexure A to this letter.
You will be on probation for a period of [Probation Period] months from your date of joining. Your confirmation will be communicated to you in writing on successful completion of probation.
Either party may end this employment by giving [Notice Period] days written notice, or as set out in company policy. Your employment is governed by the policies of the company as amended from time to time.
Please sign and return the duplicate copy of this letter as a token of your acceptance of the above terms.
For [Company Name]
[Authorised Signatory Name]
[Signatory Designation]
I accept the terms of this appointment.
[Employee Name] [Signature] [Date]
To,
Rohit M
Bengaluru
Subject: Appointment Letter
Dear Rohit,
With reference to your application and the subsequent discussions, we are pleased to appoint you as Stores Supervisor in the Operations department at our Bengaluru office, effective 1 September 2026. You will report to Kavitha N, Operations Manager.
Your annual cost to company will be ₹ 4,20,000, structured as detailed in Annexure A to this letter.
You will be on probation for a period of 6 months from your date of joining. Your confirmation will be communicated to you in writing on successful completion of probation.
Either party may end this employment by giving 30 days written notice, or as set out in company policy. Your employment is governed by the policies of the company as amended from time to time.
Please sign and return the duplicate copy of this letter as a token of your acceptance of the above terms.
For Verdant Foods Pvt Ltd
Suman R
Head of Human Resources
The company and people above are fictional and the figures are illustrative.
Word is the working copy. Paste the format into a blank document, add your letterhead, and build Annexure A as a small salary table. Under the Code on Wages 2019, the 50% basic wage rule applies, so keep the Basic line at no less than half of total pay when you structure the annexure. Save a master with the placeholders intact and duplicate it per hire.
PDF is the issued copy. Export the finished letter, send it for signature, and file the accepted copy the employee signs and returns. The fixed layout keeps the terms exactly as issued on any device, which matters for a document both sides rely on later. The editable Word master stays with HR.
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