Free agreement template · Word

Fixed-Term Employment Agreement

A fixed-term employment agreement engages an employee directly for a set period that ends automatically on a stated date. Under the Labour Codes, fixed-term employees are entitled to the same hours, wages and benefits as permanent staff doing similar work, so the agreement should state parity clearly.

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[Company Logo][Company Name]

FIXED-TERM EMPLOYMENT AGREEMENT

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

This Agreement is made on [Date] at [City] between [Company Name], [Company Address] (the "Employer") and [Employee Name], [Employee Address] (the "Employee").

1. Engagement and Term

1.1 The Employer engages the Employee as [Designation] for the purpose of [Project / Reason for Fixed Term].
1.2 The term starts on [Start Date] and ends automatically on [End Date] (the "Term") unless ended earlier under Clause 7 or extended under Clause 8.

2. Duties

The Employee shall perform the duties listed in Schedule A under the supervision of [Reporting Manager] at [Work Location].

3. Wages and Parity

3.1 The Employee shall be paid a monthly gross of ₹[Amount] as per Schedule B.
3.2 The Employee's working hours, wages, allowances and other benefits shall not be less than those of a permanent employee doing the same or similar work.

4. Statutory Benefits

PF, ESI (if eligible) and gratuity shall apply in line with the Labour Codes. Gratuity, where payable, will be calculated in proportion to the service rendered during the Term.

5. Leave

Leave will accrue on a pro-rata basis for the Term as per the leave policy. Unused earned leave at the end of the Term will be dealt with as per policy and law.

6. Confidentiality and Conduct

The Employee shall keep all project and business information confidential and follow the Employer's code of conduct and POSH policy.

7. Early Termination

7.1 Either party may end this Agreement before the end date by giving [Notice Period] written notice or wages in lieu.
7.2 The Employer may end it without notice for proven misconduct after a fair inquiry.

8. Expiry and Extension

8.1 Employment ends on the end date without further notice and without any claim to permanent employment.
8.2 Any extension must be agreed in writing before the end date.

9. Final Settlement

All dues will be settled within [F&F Days] days of the last working day after return of company property.

10. Governing Law

This Agreement is governed by Indian law and courts at [City] have jurisdiction.

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

Employee
[Employee Name]
Signature: ____________
Date: [Date]

Witnesses:
1. [Witness 1 Name] ____________
2. [Witness 2 Name] ____________

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What this template includes

Exact start and end dates so the term is not open-ended
Parity clause on wages, hours and benefits with comparable permanent staff
Gratuity treatment for fixed-term employees as per the Labour Codes
Automatic expiry with no notice required at end of term
Early termination clause for either side
Renewal only by written extension

When to use it

Project roles with a known end date, such as a client implementation
Seasonal peaks in retail, logistics or manufacturing
Maternity or long-leave cover
Funded programmes where the grant has a fixed duration

How to customise this template

1Enter the project or reason for the fixed term
2Benchmark pay against a permanent employee in the same role
3Confirm gratuity treatment with your payroll or legal adviser
4Set a reminder 30 days before the end date to decide on renewal

HR tips

Do not use repeated fixed terms to fill permanent roles; it can be challenged
Pay the same allowances as permanent staff in the same role
Issue an end-of-term letter and settle dues promptly
Mention clearly that the term ends automatically

This template is a starting point only, especially the fixed-term employment provisions of the Labour Codes and the rules notified for your state. Review it against applicable labour laws (including the Labour Codes in force from 21 November 2025 and the state rules being notified), your Shops & Establishments registration, standing orders and company policies, and take advice from a legal adviser where needed.

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Frequently asked questions

Are fixed-term employees entitled to gratuity?+

The Code on Social Security provides gratuity for fixed-term employees on a pro-rata basis without the five-year condition. Confirm the applicable rules with your adviser.

Is notice needed when a fixed-term contract ends?+

No notice is generally needed when the term expires on the agreed date. Early termination before that date should follow the notice clause.

Can a fixed-term agreement be extended?+

Yes, by a written extension signed before expiry. Repeated extensions for an ongoing role may suggest the job is really permanent.

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[Company Logo][Company Name]
EMPLOYMENT AGREEMENT
Ref. No.:
[Reference Number]
Date:
[Date]
This Employment Agreement ("Agreement") is made at [City] on [Date] between:

[Company Name], a company incorporated under the Companies Act, 2013, having its registered office at [Company Address] (the "Company"); and

[Employee Name], son/daughter of [Parent Name], residing at [Employee Address] (the "Employee").
The Company wishes to employ the Employee, and the Employee agrees to be employed, on the terms set out below.
1. Appointment and Term
1.1 The Company appoints the Employee as [Designation] in the [Department] department with effect from [Date of Joining].
1.2 The employment will continue until ended under Clause 9.
2. Duties
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[Company Logo][Company Name]
PERMANENT EMPLOYMENT AGREEMENT
Ref. No.:
[Reference Number]
Date:
[Date]
This Agreement is entered into on [Date] between [Company Name], having its office at [Company Address] ("Company"), and [Employee Name], residing at [Employee Address] ("Employee").
1. Appointment
The Company employs the Employee as [Designation], [Department], on a permanent basis with effect from [Date of Joining]. Service with the Company from [Seniority Date] will count for seniority.
2. Tenure
Employment is for an indefinite period and continues until the Employee reaches the retirement age of [Retirement Age] years, or until ended under Clause 9.
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[Company Logo][Company Name]
LETTER OF APPOINTMENT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Letter of Appointment – [Designation], [Department]
Dear [Candidate Name],

Further to your acceptance of our offer dated [Offer Date], the management of [Company Name] is pleased to appoint you to its services on the terms set out below.
1. Position and duties: You are appointed as [Designation]. Your main duties are described in Annexure B. The management may assign other duties suited to your skills from time to time.
2. Commencement: Your employment begins on [Date of Joining]. Your seniority will be counted from this date.
3. Place of work and transfer: Your initial place of posting is [Work Location]. You may be transferred to any office, branch or associated company in India, with reasonable notice and applicable allowances.
4. Compensation: Your annual CTC is ₹[CTC], made up as per Annexure A. Salary is paid by bank transfer on or before [Pay Day] of the following month.
5. Probation and confirmation: You will be on probation for [Probation Period] months. Confirmation will be communicated in writing; without it, you remain on probation.
6. Leave: You are eligible for [Earned Leave] days earned leave, [Casual Leave] days casual leave and [Sick Leave] days sick leave per year, plus declared holidays, as per the leave policy.
7. Statutory coverage: PF, ESI (if eligible), gratuity and bonus will apply as per law.
8. Termination: After confirmation, either party may end this employment with [Notice Period] notice or pay in lieu. Employment may be ended without notice for proven misconduct after due inquiry as per standing orders.
9. Retirement: You will retire on reaching the age of [Retirement Age] years.
10. Company property: On leaving, you will return the laptop, ID card, documents and any other company property before full and final settlement.
11. Jurisdiction: Any dispute will be subject to the courts at [City].
Please confirm your acceptance by signing and returning the duplicate copy. We look forward to a long association.

Yours faithfully,
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[Company Logo][Company Name]
CONFIRMATION OF EMPLOYMENT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Confirmation of Your Employment
Dear [Employee Name],

We refer to your appointment letter Ref. [Appointment Letter Ref.] dated [Appointment Date], under which you joined [Company Name] as [Designation] on [Date of Joining].
Based on the review of your performance, attendance and conduct by [Reporting Manager], the management is pleased to confirm you in the services of the company with effect from [Confirmation Date].
Terms applicable from the date of confirmation
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[Company Logo][Company Name]
CONTRACT OF EMPLOYMENT
Ref. No.:
[Reference Number]
Date:
[Date]
Employer: [Company Name], [Company Address], Shops & Establishments Reg. No. [Registration Number]
Employee: [Employee Name], [Employee Address]

Both parties agree to the following terms of employment.
1. Job title: The Employee is employed as [Designation] and will report to [Reporting Manager].
2. Start date: Employment starts on [Date of Joining]. Previous service with any other employer does not count.
3. Place of work: [Work Location], or another location of the Employer within [City/State] when reasonably required.
4. Pay: Gross monthly salary of ₹[Amount] (annual CTC ₹[CTC]) paid by bank transfer by the [Pay Day] of each month, after deduction of PF, ESI, professional tax and TDS as applicable.
5. Hours: [Working Hours] per day, [Working Days] days per week, with a weekly off on [Weekly Off]. Overtime, when approved in advance, will be paid as per law.
6. Leave and holidays: As per the Employer's leave policy and applicable state rules.
7. Probation: [Probation Period] months. Notice during probation is [Probation Notice].
8. Conduct: The Employee will follow the code of conduct, attendance rules, POSH policy and safety instructions.
9. Data protection: The Employee will use customer and employee personal data only for work purposes and keep it secure.
10. Disciplinary matters: Any allegation of misconduct will be handled through a written show-cause notice and an opportunity to explain before any action.
11. Ending employment: After probation, either party gives [Notice Period] written notice or pay in lieu. The Employee will complete handover and return company property. Full and final settlement will be made within [F&F Days] days of the last working day.
12. Other terms: [Role-Specific Terms]
13. Entire contract: This contract, with the salary annexure and company policies, forms the full terms. Changes must be in writing.
Signed on the date written above.
For [Company Name]
[Authorised Signatory]
[Designation]
Employee
[Employee Name]
Signature: ____________
Date: [Date]
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[Company Logo][Company Name]
LETTER OF APPOINTMENT ON PROBATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment on Probation as [Designation]
Dear [Candidate Name],

We are pleased to appoint you as [Designation] in [Department] at [Company Name], [Work Location], with effect from [Date of Joining]. Your appointment is on probation on the terms below.
1. Probation period: [Probation Period] months from your date of joining.
2. Remuneration: Annual CTC of ₹[CTC] as per the enclosed salary annexure.
3. Reporting: You will report to [Reporting Manager], who will guide and assess you during probation.
4. Notice during probation: Either side may end the employment with [Probation Notice] written notice or pay in lieu.
5. Extension: If your performance needs more time to be assessed, probation may be extended once by up to [Extension Period] months, with written reasons.
6. Confirmation: You will be treated as confirmed only on receipt of a written confirmation letter.
Probation review plan
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[Company Logo][Company Name]
TEMPORARY EMPLOYMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Temporary Employment as [Designation]
Dear [Candidate Name],

We are pleased to offer you temporary employment with [Company Name] as [Designation] at [Work Location] to support [Reason for Temporary Engagement].
1. Period: From [Start Date] to [End Date]. Your employment will end automatically on the end date unless extended in writing.
2. Wages: ₹[Amount] per [day/month], paid [weekly/monthly] by bank transfer, subject to statutory deductions.
3. Working hours: [Working Hours], with weekly off on [Weekly Off]. Approved overtime will be paid as per law.
4. Statutory benefits: You will be enrolled under PF and ESI where applicable. Please share your UAN, if any, and your ESI details on joining.
5. Early release: The company may release you before the end date if the work is completed early, with [Notice Days] days' notice or wages in lieu. You may also resign with the same notice.
6. Status: This is a temporary engagement and does not give you any right to permanent employment. Any future vacancy will be filled through the normal selection process, where you are welcome to apply.
7. Conduct: You will follow the company rules, safety instructions and POSH policy, and keep customer information confidential.
Please bring your PAN, Aadhaar (masked copy), bank details and two photographs on your first day.

Kindly sign the duplicate copy in acceptance.

Yours sincerely,
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[Company Logo][Company Name]
CONTRACT EMPLOYMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment on Contract Basis – [Designation]
Dear [Candidate Name],

We are pleased to engage you on a contract basis as [Designation] for the [Project Name] at [Company Name], on the following terms.
1. Tenure: [Contract Period] months, from [Start Date] to [End Date].
2. Remuneration: Consolidated monthly remuneration of ₹[Amount], subject to PF, ESI, professional tax and TDS as applicable.
3. Scope: You will be responsible for [Key Deliverables] and will report to [Reporting Manager].
4. Place of work: [Work Location], including client sites when required.
5. Leave: [Leave Days] days of leave for the contract period, as per the contract staff policy.
6. Renewal: Renewal, if any, depends on project requirement and your performance and will be confirmed in writing before [Renewal Review Date].
7. Early termination: Either party may end this contract with [Notice Period] written notice or pay in lieu.
8. Confidentiality: Project and client information must not be disclosed during or after the contract.
9. Status: The contract ends on the end date and does not by itself create a right to permanent employment.
Please sign and return the duplicate copy along with your joining documents.

Yours sincerely,
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