Free letter template · Word

Employee Loan Approval

An employee loan approval letter is the formal sanction HR or finance issues to an employee after a loan application is approved. It confirms the sanctioned amount, interest terms, EMI start month and repayment schedule, and lists what the employee must sign before the money is disbursed.

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[Company Logo][Company Name]

LOAN SANCTION LETTER

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

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

Subject: Sanction of Employee Loan against Application No. [Reference Number]

Dear [Employee Name],

With reference to your application dated [DD/MM/YYYY], we are pleased to inform you that the Company has sanctioned a loan on the following terms:

Particulars	Details
Amount Requested	₹[Amount]
Amount Sanctioned	₹[Amount]
Purpose	[Purpose]
Interest	Interest-free / [Rate]% p.a. on reducing balance
Tenure	[Number] months
Monthly EMI	₹[Amount]
First EMI	Salary of [Month Year]
Disbursement	On or after [DD/MM/YYYY], to your salary account

Repayment Schedule

EMI No.	Salary Month	EMI (₹)	Outstanding After EMI (₹)
1	[Month Year]	[Amount]	[Amount]
2	[Month Year]	[Amount]	[Amount]
3	[Month Year]	[Amount]	[Amount]
[Last]	[Month Year]	[Amount]	0

Conditions before Disbursement

Sign and return the duplicate of this letter and the Employee Loan Agreement.
Submit [Supporting Document] if not already provided.
Any balance outstanding will be recovered from your full and final settlement if you leave the Company before repayment.

For any queries, please contact [HR Name].

Yours sincerely,

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

Accepted, and I authorise monthly deduction of the EMI from my salary
[Employee Name]
Date: [Date]

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What this template includes

Reference to the employee's application
Sanctioned amount, with reasons if lower than requested
Interest and EMI terms
Repayment schedule table
Pre-disbursement conditions such as signing the agreement
Acceptance and deduction consent

When to use it

After the loan committee or HR head approves an application
When a lower amount than requested is sanctioned
When approval is conditional on documents or a guarantor
To confirm the schedule for a salary advance

How to customise this template

1Insert the approved figures from your loan register
2Delete conditions that do not apply
3Add the disbursement date and bank details confirmation
4Attach the loan agreement for signature

HR tips

Explain any reduction in amount respectfully
Keep the schedule identical to the agreement
Set the first EMI from the month after disbursement
File the signed acceptance with the loan register

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Frequently asked questions

What does a loan sanction letter contain?+

The approved amount, interest terms, EMI amount, start month, repayment schedule and conditions to be met before disbursement.

Can the company approve a lower loan amount?+

Yes. The approval letter states the sanctioned amount, which may be lower than requested based on policy caps or affordability.

When will the loan be credited?+

After you sign the acceptance and loan agreement, on the disbursement date stated in the letter.

All 50 employee benefits & insurance →

[Company Logo][Company Name]

EMPLOYEE LOAN / SALARY ADVANCE APPLICATION

Company:: [Company Name]
Application No.:: [Reference Number]
Date:: [Date]

Applicant Details

Employee Name
Employee ID
Designation
Department
Date of Joining
Probation Completed: Yes / No
Monthly Gross Salary: ₹[Amount]
Monthly Net Take-home: ₹[Amount]

Loan Details

Purpose: Medical / Education / Marriage / House Repair / Vehicle / Emergency / Other
Brief Explanation
Amount Requested: ₹[Amount]
Proposed Tenure (months)
Proposed Monthly EMI: ₹[Amount]
Interest: Interest-free / [Rate]% per annum as per policy
Required By	[DD/MM/YYYY]

Existing Loans and Advances with the Company

Form · Word

Employee Loan Application

Download .docx

[Company Logo][Company Name]
EMPLOYEE LOAN AGREEMENT
Agreement No.:
[Reference Number]
Date:
[Date]
Place:
[City]
This Loan Agreement is made between [Company Name], having its office at [Company Address] (the Company), and [Employee Name], Employee ID [Employee ID], [Designation], residing at [Employee Address] (the Employee).
1. Loan
The Company agrees to lend the Employee ₹[Amount] (Rupees [Amount in Words]) for [Purpose], disbursed by bank transfer on [DD/MM/YYYY].
2. Interest
The loan is interest-free / carries simple interest at [Rate]% per annum on the reducing balance. Any perquisite tax arising will be handled through payroll as per law.
Agreement · Word
Employee Loan Agreement
Download .docx

[Company Logo][Company Name]

EMPLOYEE LOAN RECOVERY STATEMENT

Company:: [Company Name]
Statement Date:: [Date]
Loan No.:: [Reference Number]

Loan Summary

Employee Name	Employee ID	Sanctioned (₹)	Disbursed On	Interest	Planned EMI (₹)
[Employee Name]	[Employee ID]	[Amount]	[DD/MM/YYYY]	[Interest-free / Rate%]	[Amount]

Recovery Ledger

Salary Month	Opening Balance (₹)	Planned EMI (₹)	Actual Deducted (₹)	Prepayment (₹)	Closing Balance (₹)	Remarks
[Month Year]	[Amount]	[Amount]	[Amount]	0	[Amount]	-
[Month Year]	[Amount]	[Amount]	0	0	[Amount]	EMI holiday approved
[Month Year]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	Part prepayment
[Month Year]	[Amount]	[Amount]	[Amount]	0	[Amount]	-

Position as on Statement Date

Report · Word

Employee Loan Recovery Statement

Download .docx

[Company Logo][Company Name]
EMPLOYEE BENEFITS ENROLLMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date of Submission:
[Date]
Enrollment Deadline:
[DD/MM/YYYY]
Please complete all sections within the enrollment window and return this form to [HR Name], Human Resources. Benefits will be activated only after HR verification.
Section A: Employee Details
Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)
Section B: Statutory Benefits
UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No
Form · Word
Employee Benefits Enrollment Form
Download .docx

Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)

UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No

[Company Logo][Company Name]

EMPLOYEE INSURANCE DETAILS FORM

Company:: [Company Name]
Record Date:: [Date]
Last Updated:: [DD/MM/YYYY]

Employee Information

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Mobile Number

Coverage Summary

Cover	Insurer	Policy No.	Member / E-card ID	Sum Insured (₹)	Valid Till
Group Mediclaim	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Term Life	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Personal Accident	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Voluntary Top-up	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]

Statutory Coverage

Form · Word

Employee Insurance Details Form

Download .docx

[Company Logo][Company Name]

REQUEST FOR ADDITION OF MEMBERS

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

To,
[Insurer / Broker Name]
[Address]

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

Please add the following members to our group policy(ies) with effect from the dates mentioned below. Kindly adjust the applicable premium against our CD Account No. [Account Number] and share the endorsement copy and e-cards at the earliest.

Emp ID	Member Name	Relationship	Date of Birth	Gender	Effective Date	Policies (GMC/GTL/GPA)	Sum Insured (₹)
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL, GPA]	[Amount]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL]	[Amount]

Summary

Form · Word

Employee Insurance Addition Request

Download .docx

[Company Logo][Company Name]

REQUEST FOR DELETION OF MEMBERS

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

To,
[Insurer / Broker Name]
[Address]

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

We request you to delete the following members from our group policy(ies) with effect from the dates stated. Kindly deactivate their e-cards and credit any refundable premium to our CD Account No. [Account Number].

Emp ID	Member Name	Relationship	Deletion Date	Reason	Claim Pending (Y/N)
[Employee ID]	[Employee Name]	Self + Family	[Last Working Day]	Resignation	[Y/N]
[Employee ID]	[Employee Name]	Self	[Last Working Day]	Termination / Retirement	[Y/N]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	Age limit crossed	[Y/N]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	No longer eligible	[Y/N]

Where a claim is marked as pending, please continue processing it for treatment taken during the period of cover. Employee [Employee Name] has requested information on portability or conversion; kindly contact them at [Mobile / Email].

Letter · Word

Employee Insurance Deletion Request

Download .docx

Form · Word
Employee Insurance Correction Form
Download .docx

Employee Loan Approval

Preview of the letter

Subject: Sanction of Employee Loan against Application No. [Reference Number]

Repayment Schedule

Conditions before Disbursement

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Applicant Details

Loan Details

Existing Loans and Advances with the Company

Employee Loan Application

1. Loan

2. Interest

Employee Loan Agreement

Loan Summary

Recovery Ledger

Position as on Statement Date

Employee Loan Recovery Statement

Section A: Employee Details

Section B: Statutory Benefits

Employee Benefits Enrollment Form

Employee Information

Coverage Summary

Statutory Coverage

Employee Insurance Details Form

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Summary

Employee Insurance Addition Request

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Employee Insurance Deletion Request

Employee Details

Member Whose Data Needs Correction

Correction Details

Employee Insurance Correction Form

Member Name (as currently on e-card)
Relationship
E-card / Member ID

Employee Loan Approval

Preview of the letter

Subject: Sanction of Employee Loan against Application No. [Reference Number]

Repayment Schedule

Conditions before Disbursement

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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