Free letter template · Word

Acting Responsibility Letter

An acting responsibility letter appoints an employee to perform the duties of a higher or vacant post for a limited period, for example while the incumbent is on long leave or until a permanent appointment is made. It sets out the period, the authority delegated and any acting allowance.

Editable Word (.docx)
Made for India
16 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

ACTING RESPONSIBILITY LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Acting Responsibility as [Acting Position]

Dear [Employee Name],

Owing to [reason, e.g. the extended leave of the present incumbent / the vacancy arising from the resignation of the previous post holder], the management has decided to entrust you with the responsibilities of [Acting Position] in an acting capacity, with effect from [Start Date] until [End Date] or until further orders, whichever is earlier.

During this period:

You will discharge the duties of [Acting Position] in addition to, or in place of, your present duties as decided by [Reporting Manager].
You will report to [Reporting Manager] for all matters relating to the acting role.
You are authorised to approve expenses and purchase requests up to ₹[Amount] per transaction and to sign [documents, e.g. leave approvals and attendance records]. Matters above this limit must be referred to [Reporting Manager].
You will be paid an acting allowance of ₹[Amount] per month for the period of acting responsibility, subject to applicable deductions.
Your substantive designation, grade and other terms of employment remain unchanged.

This arrangement is temporary and does not by itself confer any right to promotion or to the post of [Acting Position]. On completion of the period you will revert to your substantive role, and the acting allowance and delegated authority will cease automatically.

We are confident that you will handle this responsibility well. Please sign the duplicate copy of this letter in acknowledgement.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Accepted by
[Employee Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Name of the post being held in acting capacity
Start date and end date or the event that ends the arrangement
Financial and approval limits that are delegated
Acting or officiating allowance, if any
Clear statement that it is not a promotion
Reversion to the substantive role at the end

When to use it

A branch manager goes on maternity or medical leave and a deputy must act
A department head resigns and a replacement is still being hired
A plant or unit head is deputed elsewhere for some months
You want to test a high-potential employee in a bigger role before a promotion decision

How to customise this template

1Copy approval limits from your delegation of authority matrix rather than writing new ones
2Delete the allowance clause if no allowance is paid
3Name who the acting holder reports to during the period
4Inform bankers, vendors or regulators if signing authority changes

HR tips

Fix a review date so acting arrangements do not drag on indefinitely
Pay any acting allowance through payroll so PF and tax are applied correctly
Recognise the acting period in the next appraisal
Withdraw signing authority promptly when the arrangement ends

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is an acting responsibility?+

It is a temporary arrangement where an employee performs the duties of another, usually higher, post until the regular holder returns or a permanent appointment is made.

Is an acting role the same as a promotion?+

No. The employee keeps their substantive designation and grade and reverts to it when the arrangement ends, unless a separate promotion letter is issued.

Is acting allowance taxable?+

Yes. An acting or officiating allowance paid through payroll is part of salary income and taxed accordingly.

All 50 increment, promotion & career →

[Company Logo][Company Name]
ACTING PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Acting Charge of the Post of [Acting Post]
Dear [Employee Name],
Owing to [reason, e.g. the resignation of the incumbent / the extended leave of the incumbent], the post of [Acting Post] in the [Department] department is currently vacant. The management has decided to place you in acting charge of this post with effect from [Start Date] until [End Date] or until further orders, whichever is earlier.
Terms of the Acting Arrangement
Letter · Word
Acting Promotion Letter
Download .docx
[Company Logo][Company Name]
ADDITIONAL RESPONSIBILITY LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Assignment of Additional Responsibilities
Dear [Employee Name],

In view of [Reason, e.g. the expansion of our branch operations] and your demonstrated capability, we are assigning you the following additional responsibilities with effect from [Effective Date], in addition to your current role as [Designation].
Additional Responsibility Key Tasks Approx. Time Share
[Responsibility 1] [Tasks] [Percentage]
[Responsibility 2] [Tasks] [Percentage]
[Responsibility 3] [Tasks] [Percentage]
1. Support: [Training / Tools / Team support] will be provided to help you manage these responsibilities.
2. Priorities: To balance your workload, [Task to be reassigned] will be handled by [Colleague Name] from the same date.
3. Allowance: An additional responsibility allowance of ₹[Amount] per month will be paid, and your contribution will also be recognised in your annual appraisal.
4. Review: This arrangement will be reviewed on [Review Date].
5. Terms: Your designation, grade and other terms of employment remain unchanged.
Letter · Word
Additional Responsibility Letter
Download .docx

Additional Responsibility	Key Tasks	Approx. Time Share
[Responsibility 1]	[Tasks]	[Percentage]
[Responsibility 2]	[Tasks]	[Percentage]
[Responsibility 3]	[Tasks]	[Percentage]

[Company Logo][Company Name]

SALARY INCREMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

Download .docx

[Company Logo][Company Name]

SALARY REVISION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

Download .docx

[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
Download .docx

[Company Logo][Company Name]

DESIGNATION CHANGE LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Department]
[Work Location]

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

Download .docx

[Company Logo][Company Name]
CAREER ADVANCEMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Advancement to [New Career Level] in the [Career Track] Track
Dear [Employee Name],
We are happy to confirm that, based on the outcome of the [Talent Review / Career Assessment] held on [Date], you have advanced from [Current Career Level] to [New Career Level] in the [Career Track] career track with effect from [Effective Date].
The review panel noted the following strengths in your work during the assessment period:
Letter · Word
Career Advancement Letter
Download .docx

[Company Logo][Company Name]

INTERNAL PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
IJP Reference:: [IJP Number]

To,
[Employee Name]
Employee ID: [Employee ID]
[Current Designation], [Department]
[Work Location]

Subject: Selection for the Position of [New Designation] through Internal Job Posting

Dear [Employee Name],

With reference to your application against Internal Job Posting [IJP Number] and the interviews held on [Interview Date], we are pleased to inform you that you have been selected for the position of [New Designation] in the [New Department] department.

Particulars	Details
New Designation	[New Designation]
Grade / Band	[New Grade]
Department	[New Department]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]
Release from Current Role	[DD/MM/YYYY]
Joining in New Role	[DD/MM/YYYY]

Letter · Word

Internal Promotion Letter

Download .docx

Acting Responsibility Letter

Preview of the letter

Subject: Acting Responsibility as [Acting Position]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates