Free report template · Word

Cost to Company Statement

A cost to company statement is an annual report issued to an existing employee showing what the employer actually spent on them during a financial year, including salary paid, statutory contributions, insurance premiums and bonuses. It helps employees see their total rewards beyond the monthly payslip.

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[Company Logo][Company Name]

ANNUAL COST TO COMPANY STATEMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Financial Year:: [FY YYYY-YY]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation / Department:: [Designation] / [Department]
Date of Joining:: [Date of Joining]
UAN:: [UAN]

Dear [Employee Name],
This statement summarises the total amount [Company Name] invested in your employment during the financial year [FY YYYY-YY]. It includes cash salary as well as contributions and benefits that do not appear in your monthly in-hand pay.

Part A – Salary Paid

Component	Approved Annual (₹)	Actual Paid (₹)
Basic Salary	[Amount]	[Amount]
House Rent Allowance	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]
Other Allowances	[Amount]	[Amount]
Bonus / Incentives Paid	[Amount]	[Amount]
Arrears Paid	[Amount]	[Amount]
Total Salary Paid (A)	[Amount]	[Amount]

Part B – Employer Statutory Contributions

Component	Approved Annual (₹)	Actual (₹)
Employer PF (EPF + EPS)	[Amount]	[Amount]
Employer ESI (if covered)	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Labour Welfare Fund (employer share, if applicable)	[Amount]	[Amount]
Total Contributions (B)	[Amount]	[Amount]

Part C – Benefits Funded by the Company

Benefit	Coverage	Cost to Company (₹)
Group Medical Insurance	[Self / Family]	[Amount]
Group Term Life / Personal Accident	[Sum Assured]	[Amount]
Training and Certification	[Programme Name]	[Amount]
Total Benefits (C)		[Amount]

Summary

Particulars	Amount (₹)
Total Actual Cost to Company (A + B + C)	[Amount]
Approved Annual CTC	[CTC]
Remarks on variance	[e.g. joined mid-year / leave without pay / revision effective DD/MM/YYYY]

Gratuity is shown as a provision and becomes payable only on meeting eligibility under applicable law. Tax deducted at source during the year is reported separately in Form 16. For any query on this statement, please write to [HR Email].

For [Company Name]
[Authorised Signatory]
[Designation]
(Company Seal)

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What this template includes

Financial year and period of service covered
Actual salary paid (not offered) for each component
Employer PF, ESI and gratuity contributions for the year
Insurance premiums paid on the employee's behalf
Bonus, incentives and arrears actually paid
Total actual cost compared with the approved CTC
Authorised signature with company seal

When to use it

At the end of a financial year as a total-rewards communication
Before the appraisal cycle so employees see their full current cost
When an employee needs a CTC proof for a visa, loan or new employer
When finance needs per-employee cost for budgeting or cross-charging

How to customise this template

1Pull actual paid figures from payroll for April to March or the service period
2Add rows for any benefit you fund, such as meal cards, NPS employer contribution or training
3Pro-rate figures for employees who joined mid-year
4Add a remarks line where actual differs from approved CTC (e.g. leave without pay)
5Print on letterhead and sign before issuing

HR tips

Use actual paid numbers, not offer-letter numbers, so the statement reconciles with Form 16
Explain gratuity as a provision, not a cash payment
Issue it in a simple, readable layout; employees often share it with banks
Keep a signed copy in the personnel file

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Frequently asked questions

Is a CTC statement the same as Form 16?+

No. Form 16 is the TDS certificate under income tax law. A CTC statement is a voluntary employer document showing total employment cost, including items that are not taxable salary.

Why can the actual cost differ from my offered CTC?+

Leave without pay, mid-year joining, unpaid variable pay or a revision during the year can make actual cost differ from the approved CTC. The statement should note these reasons.

Can I use a CTC statement for a home loan?+

Banks usually ask for payslips, Form 16 and a salary certificate, but some accept a signed CTC statement as supporting proof. Check with the lender.

All 50 salary, payroll & compensation →

[Company Logo][Company Name]

SALARY ARREARS STATEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Revision Reference:: [Reference Number] dated [DD/MM/YYYY]
Effective Date:: [Effective Date]
Arrears Paid With:: [Month YYYY] Payroll

A. Month-wise Due versus Drawn (₹)

Month	Paid Days	Basic Due	Basic Drawn	HRA Due	HRA Drawn	Other Due	Other Drawn	Gross Difference
[Month YYYY]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Month YYYY]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Month YYYY]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
[Month YYYY]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]
Total		[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]

B. Statutory Impact and Net Arrears (₹)

Item	Amount
Total Gross Arrears	[Amount]
Employee PF on Basic Arrears (12%)	[Amount]
Employee ESI on Arrears (0.75%, if covered)	[Amount]
Professional Tax Adjustment	[Amount]
TDS on Arrears	[Amount]
Net Arrears Payable	[Amount]
Employer PF on Arrears (for deposit)	[Amount]
Employer ESI on Arrears (for deposit)	[Amount]

Remarks: [e.g. LOP of 2 days in Month YYYY adjusted; HRA arrears computed at revised rate for metro location].

Template · Word

Salary Arrears Statement

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[Company Logo][Company Name]

INCENTIVE PAYOUT STATEMENT

Company:: [Company Name]
Plan Name:: [Plan Name]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Team / Region:: [Team / Region]
Scheme Reference:: [Reference Number]
Payroll Month:: [Month YYYY]

Employee-wise Payout (₹)

Emp. ID	Employee Name	Target	Achievement	Achv. %	Slab	Gross Incentive	Adjustments	Net Payable
[Employee ID]	[Employee Name]	[Amount]	[Amount]	[Percentage]%	[Slab]	[Amount]	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Amount]	[Amount]	[Percentage]%	[Slab]	[Amount]	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Amount]	[Amount]	[Percentage]%	[Slab]	[Amount]	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Amount]	[Amount]	[Percentage]%	[Slab]	[Amount]	[Amount]	[Amount]
Total		[Amount]	[Amount]			[Amount]	[Amount]	[Amount]

Excluded Employees

Emp. ID	Employee Name	Reason for Exclusion
[Employee ID]	[Employee Name]	[Below gate / Serving notice / Insufficient days]
[Employee ID]	[Employee Name]	[Reason]

Summary

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Incentive Payout Statement

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[Company Logo][Company Name]

VARIABLE COMPENSATION STATEMENT

Financial Year:: [FY YYYY-YY]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Date of Issue:: [Date]

Dear [Employee Name],
This statement summarises all variable compensation you earned from [Company Name] during [FY YYYY-YY], compared with the targets applicable to you.

Plan	Annual Target (₹)	Actual Paid (₹)	Payout %	Paid On
Annual Variable Pay	[Amount]	[Amount]	[Percentage]%	[DD/MM/YYYY]
Quarterly Sales Incentive	[Amount]	[Amount]	[Percentage]%	[Q1–Q4 dates]
Sales Commission	N/A	[Amount]	N/A	Monthly
Performance / Spot Bonus	N/A	[Amount]	N/A	[DD/MM/YYYY]
Total	[Amount]	[Amount]	[Percentage]%

Deferred or Pending Amounts

Item	Amount (₹)	Condition	Expected Date
[Retention / Deferred Bonus Tranche]	[Amount]	[Condition]	[DD/MM/YYYY]
[Pending Incentive for Q4]	[Amount]	Subject to collection	[DD/MM/YYYY]

Total Compensation View

Report · Word

Variable Compensation Statement

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[Company Logo][Company Name]

SALARY STRUCTURE – GRADE-WISE

Company:: [Company Name]
Effective From:: [Date]
Version:: [Version Number]
Prepared By:: [HR Name]

1. Component Rules

Basic Salary: [Percentage]% of CTC
HRA: [Percentage]% of Basic (metro / non-metro as per policy)
Special Allowance: balancing figure after all fixed components
Employer PF: 12% of Basic + DA, subject to wage ceiling rules as per policy
Employer ESI: 3.25% of gross for employees earning up to ₹21,000/month
Gratuity provision: as per company policy, payable after 5 years' continuous service

2. Monthly Structure by Grade (₹)

Component	Grade [G1]	Grade [G2]	Grade [G3]	Grade [G4]
Basic Salary	[Amount]	[Amount]	[Amount]	[Amount]
House Rent Allowance (HRA)	[Amount]	[Amount]	[Amount]	[Amount]
Conveyance / Transport Allowance	[Amount]	[Amount]	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]	[Amount]	[Amount]
Gross Salary (A)	[Amount]	[Amount]	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]	N/A	N/A
Gratuity Provision	[Amount]	[Amount]	[Amount]	[Amount]
Employer Contributions (B)	[Amount]	[Amount]	[Amount]	[Amount]
Monthly CTC (A + B)	[Amount]	[Amount]	[Amount]	[Amount]
Annual CTC	[Amount]	[Amount]	[Amount]	[Amount]

3. Estimated Deductions and In-hand (₹ per month)

Template · Word

Salary Structure Format

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[Company Logo][Company Name]

ANNEXURE – CTC BREAKUP

Employee / Candidate Name:: [Employee Name]
Designation:: [Designation]
Department:: [Department]
Work Location:: [Work Location]
Annual CTC:: [CTC]
Effective Date:: [Date of Joining]

A. Fixed Earnings

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
House Rent Allowance	[HRA]	[Amount]
Leave Travel Allowance	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]
Total Gross Salary (A)	[Amount]	[Amount]

B. Employer Contributions

Component	Monthly (₹)	Annual (₹)
Employer Provident Fund (12% of Basic)	[Amount]	[Amount]
Employer ESI (3.25%, if applicable)	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Total Employer Contributions (B)	[Amount]	[Amount]

C. Variable Pay (Target)

Template · Word

CTC Breakup Format

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[Company Logo][Company Name]

SALARY BREAKUP LETTER

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

To,
[Bank / Embassy / Whom It May Concern]
[Address, if applicable]

Subject: Salary Breakup of [Employee Name], Employee ID [Employee ID]

This is to state that [Employee Name] has been employed with [Company Name] since [Date of Joining] and is presently working as [Designation] in the [Department] department at our [Work Location] office. At the request of the employee, we are providing the details of their current monthly salary, effective from [Date].

Earnings	Monthly (₹)	Deductions	Monthly (₹)
Basic Salary	[Basic Salary]	Employee PF	[Amount]
House Rent Allowance	[HRA]	Employee ESI (if applicable)	[Amount]
Conveyance Allowance	[Amount]	Professional Tax	[Amount]
Special Allowance	[Amount]	Income Tax (TDS)	[Amount]
Other Allowances	[Amount]	Other Deductions	[Amount]
Gross Earnings	[Amount]	Total Deductions	[Amount]

Net monthly salary credited to the employee's bank account: ₹[Amount] (Rupees [Amount in Words] only).
Annual Cost to Company: ₹[CTC].

Letter · Word

Salary Breakup Letter

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[Company Logo][Company Name]

SALARY STRUCTURE LETTER

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

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

Subject: Revised Salary Structure Effective [Effective Date]

Dear [Employee Name],
As part of a company-wide review of our compensation framework, [Company Name] is updating the way salary components are structured. The purpose of this change is [Reason – e.g. to align our wage components with applicable labour law and simplify payroll]. Your total annual Cost to Company remains ₹[CTC]; only the distribution between components is changing.

Component	Current Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Amount]
House Rent Allowance	[Amount]	[Amount]
Leave Travel Allowance	[Amount]	[Amount]
Special Allowance	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Estimated Net Pay	[Amount]	[Amount]

What this means for you

Letter · Word

Salary Structure Letter

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[Company Logo][Company Name]

PAYSLIP FOR THE MONTH OF [MONTH YYYY]

[Company Name]
[Company Address]

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Date of Joining:: [Date of Joining]
UAN:: [UAN]
ESI No.:: [ESI Number / Not Applicable]
PAN:: [XXXXXX1234]
Bank A/c:: [XXXXXXXX1234], [Bank Name]
Pay Date:: [DD/MM/YYYY]

Attendance

Days in Month	Working Days	Paid Days	LOP Days	Leaves Taken
[Number]	[Number]	[Number]	[Number]	[Number]

Earnings and Deductions

Earnings	Rate (₹)	Earned (₹)	Deductions	Amount (₹)
Basic Salary	[Amount]	[Amount]	Provident Fund (12%)	[Amount]
House Rent Allowance	[Amount]	[Amount]	ESI (0.75%)	[Amount]
Conveyance Allowance	[Amount]	[Amount]	Professional Tax	[Amount]
Special Allowance	[Amount]	[Amount]	Income Tax (TDS)	[Amount]
Overtime		[Amount]	Salary Advance Recovery	[Amount]
Arrears / Other		[Amount]	Labour Welfare Fund	[Amount]
Gross Earnings	[Amount]	[Amount]	Total Deductions	[Amount]

Template · Word

Monthly Payslip Format

Download .docx

Cost to Company Statement

Preview of the report

Part A – Salary Paid

Part B – Employer Statutory Contributions

Part C – Benefits Funded by the Company

Summary

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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