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Income Certificate for Employee

An employer income certificate confirms the total salary income an employee earned from the company during a financial year. Employees use it for children's scholarships and school admissions, government scheme applications and as supporting proof alongside Form 16.

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[Company Logo][Company Name]

INCOME CERTIFICATE

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

TO WHOM IT MAY CONCERN

This is to certify that [Employee Name], Employee ID [Employee ID], PAN [XXXXXX1234], has been employed with [Company Name], [Company Address], as [Designation] since [Date of Joining].

As per our payroll records, the salary income paid to the employee by this company for the financial year [FY YYYY-YY] (period [DD/MM/YYYY] to [DD/MM/YYYY]) is as follows:

Particulars	Annual Amount (₹)
Basic Salary	[Amount]
House Rent Allowance	[Amount]
Other Allowances	[Amount]
Bonus / Incentives	[Amount]
Gross Annual Salary	[Amount]
Less: Employee PF and Professional Tax	[Amount]
Less: Income Tax Deducted at Source	[Amount]
Net Annual Income Paid	[Amount]

Gross annual salary in words: Rupees [Amount in Words] only.

This certificate covers only the salary paid by [Company Name] and does not include income from any other source. It is issued at the request of the employee for submission to [Institution / Purpose].

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

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What this template includes

Financial year covered
Annual gross salary and its main components
Deductions and net annual income
Statement that this is income from this employer only
Purpose and issuance date
Signature and seal

When to use it

A child's school, college or scholarship application asks for parent's annual income
Applying for a government scheme or concession with an income criterion
Supporting a tehsil or revenue income-certificate application
Proving annual income for insurance or loan underwriting

How to customise this template

1Pick figures for the requested financial year from payroll and Form 16
2Pro-rate and mention the period if the employee joined mid-year
3Name the institution if the employee specifies it
4Add the amount in words for the annual figure

HR tips

Make clear that only income from your company is certified
Match the gross figure with Form 16 Part B to avoid queries
Do not certify family income or other sources
Issue on letterhead; scholarship bodies often reject plain paper

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Frequently asked questions

Can a company issue an income certificate?+

A company can certify the salary income it paid to an employee. Government income certificates for official purposes are issued by revenue authorities, which may ask for the employer's certificate as support.

Which financial year should the income certificate show?+

Usually the last completed financial year (April to March), unless the requesting body asks for a specific period.

Is Form 16 enough instead of an income certificate?+

Many institutions accept Form 16, but some prefer a short certificate stating annual income in a single figure, which is easier to verify.

All 50 salary, payroll & compensation →

[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 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]

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 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

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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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Income Certificate for Employee

Preview of the certificate

TO WHOM IT MAY CONCERN

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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