Free form template · Word

Candidate Salary Approval Form

A candidate salary approval form asks management to approve the exact compensation for a selected candidate. It shows the proposed CTC breakup including statutory contributions, where it sits in the salary band, how it compares to internal peers and any exceptions, so approvers can sign off with full information.

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[Company Logo][Company Name]

CANDIDATE SALARY APPROVAL FORM

Approval Ref.:: [Reference Number]
Candidate Name:: [Candidate Name]
Position / Grade:: [Designation] / [Grade]
Date:: [Date]

1. Proposed CTC Breakup

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special / Other Allowances	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF contribution	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]
Gratuity provision	[Amount]	[Amount]
Annual variable / bonus	-	[Amount]
Total CTC	[Amount]	[CTC]

2. Band Position

Band Minimum (₹)	Mid-point (₹)	Band Maximum (₹)	Proposed (₹)	Compa-ratio
[Amount]	[Amount]	[Amount]	[CTC]	[Ratio]

3. Internal Parity

Peer (Employee ID)	Designation	Experience	Current CTC (₹)
[Employee ID]	[Designation]	[Years]	[Amount]
[Employee ID]	[Designation]	[Years]	[Amount]
[Employee ID]	[Designation]	[Years]	[Amount]

4. Exceptions

Above band maximum
Joining bonus: ₹[Amount]
Notice buy-out: ₹[Amount]
Relocation: ₹[Amount]
No exceptions

Justification for exceptions:
[Justification]

5. Approvals

Approver	Name	Decision	Signature & Date
HR Head	[HR Name]
Department Head	[Name]
Finance / CEO (if above band)	[Name]

Prepared by
[HR Name]
Date: [Date]

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What this template includes

Proposed monthly and annual CTC breakup
Employer PF, ESI (if applicable) and gratuity components
Band minimum, mid-point and maximum with compa-ratio
Internal peer comparison
Exceptions and justification
Approval matrix by CTC level

When to use it

Before the offer letter is drafted for any new hire
When the proposed CTC is above the band mid-point or maximum
Approving joining bonus, retention bonus or special allowances
Audit evidence for compensation decisions

How to customise this template

1Replace the breakup with your standard salary structure
2Insert your grade bands and compa-ratio formula
3Add a row for variable pay plan reference
4Set approval levels by CTC threshold

HR tips

Check that Basic Salary meets minimum wage and your structure rules
Remember EPF is 12% of basic (plus DA) each for employer and employee, subject to wage ceiling rules; reflect the employer share correctly
ESI applies only for employees earning up to ₹21,000 a month
Flag any offer above band maximum for the HR Head and CEO

This template is a starting point. Review salary structure, statutory contributions and wage definitions against applicable labour laws, including the Labour Codes and state rules, and with a legal or payroll adviser where needed.

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.

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Verified applicantsEvery applicant has a verified mobile number.
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Frequently asked questions

What is a compa-ratio?+

It is the proposed salary divided by the mid-point of the salary band. 1.0 means the offer is at mid-point; above 1.0 means it is above the mid-point.

Who approves a candidate's salary?+

Usually the HR Head and the department head, with Finance or the CEO for offers above band or above a set CTC.

Should gratuity be shown in the CTC?+

Many Indian companies include the gratuity provision in CTC. Be consistent and explain it clearly in the offer letter.

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[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
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[Company Logo][Company Name]
CANDIDATE SCREENING FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Screened By:
[HR Name]
Date & Mode:
[Date] / [Phone / Video / In-person]
1. Basic Information
Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate
2. Screening Questions
1. Why are you looking for a change? [Answer]
2. Describe your current role and main responsibilities. [Answer]
3. What interests you about this role at [Company Name]? [Answer]
4. Role-fit question set by manager: [Question] – [Answer]
5. Are you interviewing elsewhere or holding any offers? [Answer]
6. Any constraints on shifts, travel or joining date? [Answer]
3. Rating
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Designation
Department
Grade
Number of Positions
Work Location
Type: New / Replacement

Approved Headcount	Current Headcount	Open Positions	Headcount After This Hire
[Number]	[Number]	[Number]	[Number]

Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)

Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate

[Company Logo][Company Name]

CANDIDATE ASSESSMENT FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Compiled By:: [HR Name]
Date:: [Date]

1. Test and Assignment Results

Assessment	Score	Cut-off	Result
Aptitude test	[Score]	[Cut-off]	[Pass / Fail]
Technical / skill test	[Score]	[Cut-off]	[Pass / Fail]
Assignment / case study	[Score]	[Cut-off]	[Pass / Fail]
Group discussion	[Score]	[Cut-off]	[Pass / Fail]

2. Consolidated Competency Ratings

Competency	Rating (1–5)	Source(s)	Comments
Functional / technical skill		[Round]
Problem solving		[Round]
Communication		[Round]
Collaboration		[Round]
Ownership and drive		[Round]
Values fit		[Round]

3. Reference Summary

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[Company Logo][Company Name]
SALARY NEGOTIATION FORM
Candidate Name:
[Candidate Name]
Position / Grade:
[Designation] / [Grade]
Recruiter:
[HR Name]
Date:
[Date]
1. Current Compensation
Component Annual (₹) Proof Received
Fixed pay [Amount] [Salary slips / offer letter]
Variable / incentives [Amount] [Proof]
Benefits (insurance, allowances) [Amount] [Proof]
Total current CTC [Amount]
2. Reference Points
Candidate's expected CTC (₹)
Reason given for expectation
Approved budget range (₹)
Internal peer range for grade (₹)
Competing offer(s) and CTC
3. Negotiation Log
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Candidate Name
Mobile / Email
Current Employer
Total Experience
Source of Hire

Round	Interviewer	Result
[Round 1]	[Name]	[Cleared]
[Round 2]	[Name]	[Cleared]
[Final]	[Name]	[Selected]

Component	Annual (₹)	Proof Received
Fixed pay	[Amount]	[Salary slips / offer letter]
Variable / incentives	[Amount]	[Proof]
Benefits (insurance, allowances)	[Amount]	[Proof]
Total current CTC	[Amount]

Candidate's expected CTC (₹)
Reason given for expectation
Approved budget range (₹)
Internal peer range for grade (₹)
Competing offer(s) and CTC

[Company Logo][Company Name]

OFFER APPROVAL FORM

Offer Approval No.:: [Reference Number]
Requisition / Selection Ref.:: [Requisition Number] / [Selection Ref]
Salary Approval Ref.:: [Salary Approval Ref]
Date:: [Date]

1. Offer Terms

Term	Proposed	Standard Policy?
Candidate Name	[Candidate Name]	-
Designation	[Designation]	[Yes / No]
Grade	[Grade]	[Yes / No]
Department	[Department]	-
Work Location	[Work Location]	-
Reporting Manager	[Reporting Manager]	-
Annual CTC	₹[CTC]	[Yes / No]
Probation	[Months] months	[Yes / No]
Notice Period (probation / confirmed)	[Days] / [Notice Period]	[Yes / No]
Date of Joining	[Date of Joining]	-
Special clauses	[Joining bonus clawback / bond / IP / non-solicit]	[Yes / No]

2. Pre-offer Checks

All interview rounds completed and documented
Salary approval obtained
Current CTC proof received
Reference check completed / scheduled
Background verification consent obtained
Offer letter drafted on approved template

3. Offer Validity

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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Candidate Salary Approval Form

Preview of the form

1. Proposed CTC Breakup

2. Band Position

3. Internal Parity

4. Exceptions

5. Approvals

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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