Free template template · Word

Monthly Payslip Format

A monthly payslip is the statement an employer gives each employee every pay period showing days paid, earnings, statutory deductions and net salary credited. Small and mid-sized companies that run payroll in-house can use this format to issue a clear, compliant one-page slip.

Editable Word (.docx)
Made for India
20 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the template

[Highlighted] = fill in

[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]

Net Pay (₹)	In Words
[Amount]	Rupees [Amount in Words] only

Year to Date (April to [Month])

Gross Earnings YTD	PF YTD	Professional Tax YTD	TDS YTD
[Amount]	[Amount]	[Amount]	[Amount]

Employer Contributions (for information, not deducted)

Employer PF	Employer ESI	Gratuity Provision
[Amount]	[Amount]	[Amount]

Please report any discrepancy to [HR Name] at [HR Email] within 7 days of receiving this payslip. This is a confidential document meant only for the named employee.

Prepared by
Accounts / Payroll

For [Company Name]
[Authorised Signatory]

Download Word (.docx) — free

What this template includes

Pay period and payment date
Employee identifiers: Employee ID, UAN, ESI number, PAN, bank account (masked)
Attendance summary: working days, paid days, LOP days
Earnings including overtime and arrears
Deductions: PF, ESI, professional tax, TDS, advance recovery
Net pay in figures and words
Year-to-date figures for tax tracking

When to use it

Issuing salary slips every month when you do not use payroll software
Replacing handwritten or inconsistent slips across branches
Generating duplicate slips for past months on employee request
Giving employees proof of income for loans and rentals

How to customise this template

1Put your logo and registered address in the header
2Mask bank account and PAN to the last 4 characters
3Remove ESI lines for employees above the ESI wage limit
4Add state-specific Labour Welfare Fund if applicable
5Use mail-merge from your attendance and payroll sheet to generate slips

HR tips

Show LOP days clearly; most payslip queries are about attendance
Calculate PF on Basic + DA earned, not on the full monthly rate, when there is LOP
Issue slips by the same date every month
Mark computer-generated slips accordingly or sign them

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What details must a payslip contain in India?+

A payslip should show the pay period, employee identifiers, earnings, deductions and net pay. Including UAN, ESI number, days paid and year-to-date figures makes it more useful and easier to verify.

Is a signature required on a payslip?+

Computer-generated payslips are commonly issued without a signature and state so. Manually prepared slips are usually signed by HR or accounts.

How is LOP calculated on a payslip?+

Typically each component is reduced proportionately for loss-of-pay days, using either calendar days or working days as per company policy.

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

Download .docx

[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

Download .docx

[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

Download .docx

[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

Download .docx

[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

Download .docx

[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

Download .docx

[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
Download .docx

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

Download .docx

Monthly Payslip Format

Preview of the template

Attendance

Earnings and Deductions

Year to Date (April to [Month])

Employer Contributions (for information, not deducted)

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates