A salary slip is the monthly statement an employer gives each employee, listing earnings on one side, deductions on the other, and the net pay that reached the bank. The full format is on this page, free to copy, with worked samples and notes for Word, Excel and PDF.
Everything below is selectable text, not an image. Replace the square bracket fields with your own details. The structure holds for any Indian private employer: a header, an employee block, earnings and deductions side by side, then net pay in figures and words.
| Earnings | Amount (₹) |
|---|---|
| Basic | [Amount] |
| House Rent Allowance | [Amount] |
| Conveyance Allowance | [Amount] |
| Special Allowance | [Amount] |
| Gross Earnings | [Total] |
| Deductions | Amount (₹) |
|---|---|
| EPF (Employee) | [Amount] |
| ESI (Employee) | [Amount] |
| Professional Tax | [As per state slab] |
| TDS | [Amount] |
| Total Deductions | [Total] |
| Net Pay | ₹ [Net Amount] |
| Net Pay in words: [Rupees ... Only] | |
This is a computer generated salary slip and does not require a signature.
If your company pays other heads, medical allowance, shift allowance, overtime, add rows to the earnings table. Keep the deductions column spartan: statutory lines first, recoveries after. A slip that mirrors your salary structure month after month is far easier to audit than one that shuffles heads around.
Four statutory threads run through every Indian payslip. The Labour Codes took effect on 21 November 2025, and under the Code on Wages 2019 the 50% basic wage rule applies, so the Basic line should carry at least half of total pay. EPF is 12% from the employee and 12% from the employer, calculated against a wage ceiling of ₹15,000 under Para 26A. ESI covers employees earning gross wages up to ₹21,000 a month, ₹25,000 where the employee has a disability, with the employee paying 0.75% of gross and the employer 3.25%. Professional tax is a state wise slab, so the figure on the slip depends on where the employee works.
One caveat. The draft Central Rules under the Labour Codes were issued in December 2025 and are not yet final, so treat the format as stable but not frozen. If you run payroll on payroll software with these rules built in, the slip updates itself when the rules do.
The employee's share is 12% of basic wages, and the employer matches it with another 12%. Both are computed against the ₹15,000 wage ceiling under Para 26A. On the slip, only the employee's share appears as a deduction, since the employer's share never passes through the employee's pay.
ESI applies to employees earning gross wages up to ₹21,000 a month, or ₹25,000 where the employee has a disability. The employee contributes 0.75% of gross and the employer 3.25%. Once an employee's gross crosses the ceiling, the ESI line drops off the slip.
PT is a state wise slab, not a central rate, so two employees on identical pay in different states can carry different PT lines. The deduction is usually modest but it must match the slab of the state where the employee works. Check your state's current slab rather than copying a figure from a template.
To show an employee how these deductions turn CTC into take home pay, point them to the CTC vs in hand salary calculator.
Excel earns its keep when one sheet has to produce slips for the whole team. Set up one row per employee with these columns: employee name, code, designation, paid days, LOP days, basic, HRA, conveyance, special allowance, gross, EPF, ESI, PT, TDS, total deductions, net pay.
Four formulas carry the sheet. Gross is a SUM across the earnings columns. Employee EPF respects the wage ceiling: =ROUND(MIN(basic,15000)*12%,0). Employee ESI applies only within the gross ceiling: =IF(gross<=21000,ROUND(gross*0.75%,0),0). Net pay is gross minus total deductions. Enter PT by hand from your state's slab, and TDS from your tax workings. Lock the formula cells so a brisk month end edit cannot break them, and format the amount columns as whole rupees.
Word fits companies that fill slips one at a time. Paste the format above into a blank document, keep earnings and deductions as one two column table, and save a master copy with the placeholders intact. Duplicate the master each month. Nothing calculates itself in Word, so double check EPF and ESI against the rates before sending.
PDF is the sharing format, not the working one. Fill the slip in Word or Excel, export to PDF, and send that. The layout stays put on any device, and the file cannot be edited casually. Banks and visa desks ask for payslips as PDFs, so employees will thank you for it.
All three companies and employees below are fictional, and every figure is illustrative. Professional tax entries are placeholders, your state's slab applies.
| Earnings | Amount (₹) |
|---|---|
| Basic | 18,000 |
| House Rent Allowance | 7,200 |
| Conveyance Allowance | 1,600 |
| Special Allowance | 9,200 |
| Gross Earnings | 36,000 |
| Deductions | Amount (₹) |
|---|---|
| EPF (Employee) | 1,800 |
| ESI (Employee) | 0 |
| Professional Tax | 200 |
| TDS | 0 |
| Total Deductions | 2,000 |
| Net Pay | ₹ 34,000 |
| Net Pay in words: Rupees Thirty Four Thousand Only | |
Gross is above the ₹21,000 ESI ceiling, so no ESI is deducted. EPF is ₹1,800, which is 12% of the ₹15,000 wage ceiling.
| Earnings | Amount (₹) |
|---|---|
| Basic | 9,000 |
| House Rent Allowance | 3,600 |
| Special Allowance | 5,400 |
| Gross Earnings | 18,000 |
| Deductions | Amount (₹) |
|---|---|
| EPF (Employee) | 1,080 |
| ESI (Employee) | 135 |
| Professional Tax | 150 |
| Total Deductions | 1,365 |
| Net Pay | ₹ 16,635 |
| Net Pay in words: Rupees Sixteen Thousand Six Hundred Thirty Five Only | |
Gross of ₹18,000 sits within the ESI ceiling, so ESI appears at 0.75% of gross. EPF is 12% of basic, ₹1,080.
| Earnings | Amount (₹) |
|---|---|
| Basic | 7,000 |
| Allowance | 7,000 |
| Gross Earnings | 14,000 |
| Deductions | Amount (₹) |
|---|---|
| Advance Recovery | 500 |
| Total Deductions | 500 |
| Net Pay | ₹ 13,500 |
| Net Pay in words: Rupees Thirteen Thousand Five Hundred Only | |
For cash wages, both signatures matter, since the signed slip is the only trail of the payment. Where EPF or ESI applies to the establishment, add those lines exactly as in the samples above.
The format on this page is free, take it and use it. If you would rather not compute EPF, ESI and PT by hand every month, Offrd generates the finished salary slip with your company and employee details filled in, in about 2 minutes. It costs ₹99 per document, you get 50 free credits on signup, and no card is needed. 4,000+ companies already generate their HR documents this way, and the same payslip generator handles the statutory maths for you. The payslip guide walks through each field if you want the longer read.
Prefer to see it first? Book a free demo or write to service@offrd.co.
This page is part of Offrd's HR software for India guide.
A salary slip has three parts. A header with the company name, the month, and employee details such as name, code, designation, date of joining, UAN and PAN. An earnings table with Basic, HRA and allowances. A deductions table with EPF, ESI, professional tax and TDS, ending in net pay. The full format is on this page and free to copy.
Paste the format from this page into a blank Word document, set the earnings and deductions up as a two column table, and replace the placeholder fields with real details. Word suits companies that type the numbers in by hand. Save one master copy and duplicate it each month rather than editing last month's file.
Four formulas do most of the work. Gross pay is a SUM of the earnings cells. Employee EPF is 12% of basic with the wage ceiling applied: =ROUND(MIN(basic,15000)*12%,0). Employee ESI is 0.75% of gross when gross is within the ₹21,000 ceiling: =IF(gross<=21000,ROUND(gross*0.75%,0),0). Net pay is gross minus total deductions.
Four are standard. Employee EPF at 12% of basic wages, with a ₹15,000 wage ceiling under Para 26A. Employee ESI at 0.75% of gross for employees within the ₹21,000 ceiling. Professional tax as a state wise slab. TDS as per the employee's tax computation. Loan or advance recoveries appear as other deductions when they apply.
Yes. Fill the format in Word or Excel, then export to PDF before sharing it. PDF keeps the layout fixed on any phone or laptop, and it is the version an employee should submit for a loan or visa file. Keep the editable file with HR and send only the PDF out.
The same structure, trimmed. Company name, month, employee name, paid days, earnings, any recovery, and net pay, with the payment mode marked as cash. Add two signature lines, one for the employer and one for the employee. When wages move as cash there is no bank record, so the signed slip becomes the only reckoning of what was paid.