Free template template · Word

CTC Breakup Format

A CTC breakup format shows a single employee's cost to company split into fixed pay, variable pay, employer contributions and deductions, both monthly and annually. It is usually attached as an annexure to an offer or appointment letter so the candidate can see the gap between CTC and in-hand salary.

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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)

Component	Payout Frequency	Annual Target (₹)
Performance Bonus / Variable Pay	[Quarterly / Annual]	[Amount]

Total Annual CTC (A + B + C) = ₹[CTC]

D. Estimated Monthly In-hand Salary

Item	Monthly (₹)
Gross Salary	[Amount]
Less: Employee PF (12% of Basic)	[Amount]
Less: Employee ESI (0.75%, if applicable)	[Amount]
Less: Professional Tax	[Amount]
Less: TDS (estimated)	[Amount]
Estimated Net Take-home	[Amount]

E. Benefits Outside CTC

Group medical insurance cover of ₹[Amount] for self and dependants as per policy
Group term life / accident cover as per policy
Reimbursements against bills as per expense policy

Notes: Variable pay is linked to individual and company performance and is not guaranteed. TDS is indicative and will be computed on the tax regime and investment declarations you submit. Components may be restructured to comply with applicable law without reducing total CTC.

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

Accepted by
[Employee Name]
Date: [Date]

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What this template includes

Employee and offer identifiers so the annexure is tied to one letter
Fixed earnings in monthly and annual columns
Variable or performance pay shown separately as target, not guaranteed
Employer PF and gratuity listed under employer contributions
Employee deductions to show estimated in-hand pay
Benefits outside CTC (insurance, meal cards) listed for transparency
A note that tax is indicative and depends on the employee's regime

When to use it

As Annexure A to an offer letter or appointment letter
When a candidate asks how much in-hand salary they will actually receive
During salary negotiation to compare two CTC proposals side by side
When moving an existing employee to a new structure

How to customise this template

1Enter the agreed annual CTC first and work backwards to each component
2Remove the ESI line if the gross salary is above ₹21,000 per month
3Mention the target variable percentage and the payout frequency
4Add the professional tax amount applicable in the employee's state
5Cross-check monthly figures multiply correctly to annual figures before sending

HR tips

Always show estimated in-hand pay; it avoids disputes after the first payslip
Label variable pay as target and refer to the incentive policy
Keep the breakup consistent with your grade-wise salary structure
Round figures to the nearest rupee to avoid confusion

For HR & hiring managers

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Frequently asked questions

What is the difference between CTC and in-hand salary?+

CTC is the total annual cost the employer incurs, including employer PF, gratuity and variable pay. In-hand salary is what reaches the bank account after employee PF, professional tax, TDS and other deductions.

Is variable pay part of CTC?+

Many companies include target variable pay in CTC, but the actual payout depends on performance. The breakup should show it separately so the fixed CTC is clear.

Is employer PF included in CTC?+

Usually yes. Employer PF at 12% of Basic plus DA is commonly counted as part of CTC, so it should appear as a separate line.

All 50 salary, payroll & compensation →

[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]

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]

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

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[Company Logo][Company Name]

SALARY SLIP

Business Name:: [Company Name]
Address:: [Company Address]
Salary Month:: [Month YYYY]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Days Present / Days in Month:: [Number] / [Number]

Earnings	Amount (₹)	Deductions	Amount (₹)
Basic Salary	[Amount]	PF (if applicable)	[Amount]
HRA	[Amount]	ESI (if applicable)	[Amount]
Other Allowance	[Amount]	Professional Tax	[Amount]
Overtime / Incentive	[Amount]	Advance / Loan Recovery	[Amount]
Total Earnings	[Amount]	Total Deductions	[Amount]

Net Salary Payable (₹)	Amount in Words
[Amount]	Rupees [Amount in Words] only

Payment Details

Payment Mode: Bank Transfer / Cheque / Cash
Bank / UTR / Cheque No.	[Reference Number]
Payment Date	[DD/MM/YYYY]

Received the net salary of ₹[Amount] for the month of [Month YYYY] in full. I confirm that the attendance and deductions shown above are correct to the best of my knowledge.

Template · Word

Salary Slip Word Format

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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]

Report · Word

Cost to Company Statement

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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]
SALARY CERTIFICATE
Ref. No.:
[Reference Number]
Date:
[Date]
TO WHOM IT MAY CONCERN
This is to certify that Mr./Ms. [Employee Name], son/daughter of [Father's / Mother's Name], bearing Employee ID [Employee ID], is a [Permanent / Probationary / Fixed-term] employee of [Company Name], having its registered office at [Company Address].
The employee joined the company on [Date of Joining] and is presently working as [Designation] in the [Department] department at [Work Location]. The employee's salary details as on the date of this certificate are given below.
Particulars Amount (₹)
Gross Monthly Salary [Amount]
Total Monthly Statutory Deductions (PF, PT, TDS) [Amount]
Net Monthly Salary [Amount]
Annual Cost to Company [CTC]
The salary is credited every month to the employee's account with [Bank Name] (A/c ending [1234]). This certificate is issued at the request of the employee for the purpose of [Purpose] only. The company assumes no financial liability on behalf of the employee by issuing this certificate.
Certificate · Word
Salary Certificate
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Particulars	Amount (₹)
Gross Monthly Salary	[Amount]
Total Monthly Statutory Deductions (PF, PT, TDS)	[Amount]
Net Monthly Salary	[Amount]
Annual Cost to Company	[CTC]

[Company Logo][Company Name]

SALARY VERIFICATION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Your Ref.:: [Requester Reference Number] dated [DD/MM/YYYY]

To,
[Requester Name]
[Organisation Name]
[Organisation Address]

Subject: Salary Verification for [Employee Name]

Dear Sir/Madam,
With reference to your request above, and on the basis of the written consent provided by [Employee Name] dated [DD/MM/YYYY], we confirm the following details from our records.

Particulars	As Declared	As per Company Records	Remark
Employee ID	[Value]	[Employee ID]	[Matches / Does not match]
Designation	[Value]	[Designation]	[Matches / Does not match]
Date of Joining	[Value]	[Date of Joining]	[Matches / Does not match]
Last Working Day (if separated)	[Value]	[Last Working Day]	[Matches / Does not match]
Gross Monthly Salary (₹)	[Amount]	[Amount]	[Matches / Does not match]
Annual CTC (₹)	[Amount]	[CTC]	[Matches / Does not match]

Current employment status: [Active / Separated / Notice Period].
The information is provided in good faith from records available with us, strictly for the purpose stated in your request, and should be kept confidential. [Company Name] accepts no liability for any decision taken on the basis of this letter.

Letter · Word

Salary Verification Letter

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CTC Breakup Format

Preview of the template

A. Fixed Earnings

B. Employer Contributions

C. Variable Pay (Target)

D. Estimated Monthly In-hand Salary

E. Benefits Outside CTC

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

Related HR templates