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Pay Equity Analysis Sheet

A pay equity analysis sheet compares pay of employees doing the same or similar work, typically by gender, within the same grade and role, to find gaps that are not explained by experience, performance or location. HR uses it to run an internal equal-pay review and plan corrections.

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[Company Logo][Company Name]

PAY EQUITY ANALYSIS SHEET

Company:: [Company Name]
Review Period:: [FY 20XX–XX]
Data as of:: [DD/MM/YYYY]
Confidentiality:: Restricted – HR only

A. Group-level Comparison (Annual Fixed Pay, ₹)

Role / Grade	Location	Women (No.)	Women Median	Men (No.)	Men Median	Gap (%)	Flag
[Designation] / [Grade]	[City]	[No.]	[Amount]	[No.]	[Amount]	[x]%	Review / OK
[Designation] / [Grade]	[City]	[No.]	[Amount]	[No.]	[Amount]	[x]%	Review / OK
[Designation] / [Grade]	[City]	[No.]	[Amount]	[No.]	[Amount]	[x]%	Review / OK
[Designation] / [Grade]	[City]	[No.]	[Amount]	[No.]	[Amount]	[x]%	Review / OK

B. Individual Case Review

Emp ID	Role / Grade	Fixed Pay (₹)	Group Median (₹)	Experience (Yrs)	Last Rating	Explained by	Unexplained Gap (₹)
[Employee ID]	[Designation] / [Grade]	[Amount]	[Amount]	[No.]	[Rating]	[Factor]	[Amount]
[Employee ID]	[Designation] / [Grade]	[Amount]	[Amount]	[No.]	[Rating]	[Factor]	[Amount]
[Employee ID]	[Designation] / [Grade]	[Amount]	[Amount]	[No.]	[Rating]	[Factor]	[Amount]

C. Correction Plan

Emp ID	Correction (₹ p.a.)	Effective Date	Approved by	Status
[Employee ID]	[Amount]	[DD/MM/YYYY]	[Authorised Signatory]	[Status]
[Employee ID]	[Amount]	[DD/MM/YYYY]	[Authorised Signatory]	[Status]
[Employee ID]	[Amount]	[DD/MM/YYYY]	[Authorised Signatory]	[Status]

D. Method

Gap (%) = (Men Median − Women Median) ÷ Men Median × 100.
Groups with a gap above [x]% or fewer than [x] employees are reviewed case by case.
Accepted explanatory factors: relevant experience, performance rating, location, time in grade.
Total correction cost: ₹ [Amount] p.a.

Analysed by
[HR Name]
Date: [Date]

Reviewed by
[Authorised Signatory]
Date: [Date]

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What this template includes

Comparison groups of the same role, grade and location
Average and median pay by gender within each group
Gap percentage to highlight where differences exist
Legitimate factors such as experience, rating and tenure
Unexplained gap flag for further review
Correction plan with cost and timeline

When to use it

Running an annual equal-pay or gender pay review
Checking new increment proposals for unintended gaps before release
Responding to a pay parity concern raised by employees
Preparing diversity and inclusion reporting for leadership

How to customise this template

1Define comparison groups that reflect equal or similar work in your company
2Choose which legitimate factors your policy recognises
3Anonymise employee names in any version shared beyond HR
4Add other dimensions such as location or hiring source if useful
5Repeat the analysis after the increment cycle closes

HR tips

Small groups can show large gaps by chance; review individual cases there
Look at starting salaries too, since many gaps begin at hiring
Document the reason for every gap you decide not to correct
Restrict access to this sheet because it contains sensitive pay data

Equal remuneration for the same or similar work is required under Indian labour law, including the Code on Wages. Use this sheet as a starting point and review findings with your legal adviser before acting.

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Frequently asked questions

What is a pay equity analysis?+

It is a review that compares pay of employees doing similar work to find differences linked to gender or other characteristics that are not explained by work-related factors.

Is equal pay for equal work mandatory in India?+

Yes. Indian labour law, now including the Code on Wages, prohibits discrimination in wages on the ground of gender for the same or similar work.

What counts as a legitimate reason for a pay gap?+

Work-related factors such as relevant experience, performance, skills, location and tenure, applied consistently and documented, are generally accepted reasons.

All 50 increment, promotion & career →

[Company Logo][Company Name]

INCREMENT CALCULATION SHEET

Company:: [Company Name]
Appraisal Cycle:: [FY 20XX–XX]
Effective Date:: [DD/MM/YYYY]
Prepared by:: [HR Name]

Part 1 – CTC Revision Summary

Emp ID	Employee Name	Grade	Rating	Current CTC (₹)	Increment %	Increase (₹)	New CTC (₹)
[Employee ID]	[Employee Name]	[Grade]	[Rating]	[Amount]	[x]%	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Grade]	[Rating]	[Amount]	[x]%	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Grade]	[Rating]	[Amount]	[x]%	[Amount]	[Amount]
[Employee ID]	[Employee Name]	[Grade]	[Rating]	[Amount]	[x]%	[Amount]	[Amount]

Part 2 – Revised Monthly Structure

Emp ID	New Basic (₹)	New HRA (₹)	Special Allowance (₹)	Monthly Gross (₹)	Employer PF (₹)	ESI Applicable (Y/N)	Est. In-hand (₹)
[Employee ID]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Y/N]	[Amount]
[Employee ID]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Y/N]	[Amount]
[Employee ID]	[Amount]	[Amount]	[Amount]	[Amount]	[Amount]	[Y/N]	[Amount]

Part 3 – Arrears Computation

Template · Word

Increment Calculation Sheet

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[Company Logo][Company Name]

INCREMENT BUDGET SHEET

Company:: [Company Name]
Cycle:: [FY 20XX–XX]
Version:: [v1.0] dated [DD/MM/YYYY]
Owner:: [HR Name]

A. Pool Summary

Pool	Basis	% of Eligible Payroll	Amount (₹ p.a.)
Merit Increment Pool	Rating-based increments	[x]%	[Amount]
Promotion Pool	Promotion increases	[x]%	[Amount]
Market Correction Pool	Below-band and retention cases	[x]%	[Amount]
Central Contingency	Held by HR Head	[x]%	[Amount]
Total Approved Budget		[x]%	[Amount]

B. Department Allocation and Utilisation

Department	Eligible HC	Eligible Payroll (₹)	Allocated (₹)	Utilised (₹)	Balance (₹)	Utilisation %
[Department]	[No.]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%
[Department]	[No.]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%
[Department]	[No.]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%
[Department]	[No.]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%
Total	[No.]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%

C. Total Cost Impact

Template · Word

Increment Budget Sheet

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[Company Logo][Company Name]

COMPENSATION BENCHMARKING SHEET

Company:: [Company Name]
Data Sources:: [Survey / Source Names]
Data Effective Date:: [DD/MM/YYYY]
Target Market Position:: [P50 / P60 / P75]

A. Role Matching

Internal Role	Grade	Survey Role / Code	Match Quality	City	Incumbents
[Designation]	[Grade]	[Survey Role]	Strong / Moderate / Weak	[City]	[No.]
[Designation]	[Grade]	[Survey Role]	Strong / Moderate / Weak	[City]	[No.]
[Designation]	[Grade]	[Survey Role]	Strong / Moderate / Weak	[City]	[No.]
[Designation]	[Grade]	[Survey Role]	Strong / Moderate / Weak	[City]	[No.]

B. Market Comparison (Annual Fixed Pay, ₹)

Internal Role	Internal Median	Market P25	Market P50	Market P75	Market Index (%)	Position
[Designation]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%	Below / At / Above
[Designation]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%	Below / At / Above
[Designation]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%	Below / At / Above
[Designation]	[Amount]	[Amount]	[Amount]	[Amount]	[x]%	Below / At / Above

C. Method Notes

Template · Word

Compensation Benchmarking Sheet

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[Company Logo][Company Name]
MARKET SALARY ANALYSIS REPORT
Company:
[Company Name]
Prepared for:
[Leadership Team / Board]
Prepared by:
[HR Name]
Date:
[Date]
1. Executive Summary
Our overall fixed pay sits at [x]% of the market median for the roles reviewed. The largest gaps are in [Role Family], where pay is at [x]% of median and voluntary attrition is [x]%. We recommend [Option] at an estimated annual cost of ₹ [Amount].
2. Scope and Data Sources
- Roles covered: [No.] roles across [Role Families]
- Locations: [Cities]
- Sources: [Survey / Source Names], data as of [DD/MM/YYYY]
- Comparison basis: annual fixed pay / total cash
3. Findings by Role Family
Report · Word
Market Salary Analysis
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[Company Logo][Company Name]

SALARY INCREMENT LETTER

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

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

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

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[Company Logo][Company Name]

SALARY REVISION LETTER

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

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

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[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
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[Company Logo][Company Name]
PROMOTION ANNOUNCEMENT
Subject: Congratulations to [Employee Name] on Promotion as [New Designation]
From:
[HR Name] / [Department Head]
To:
[Distribution List]
Date:
[Date]
Ref. No.:
[Reference Number]
Dear Team,
We are pleased to announce that [Employee Name], currently [Current Designation] in the [Department] team, has been promoted to [New Designation] with effect from [Effective Date].
[Employee Name] joined [Company Name] on [Date of Joining] and has consistently delivered strong results. Some notable contributions include [Achievement 1], [Achievement 2] and [Achievement 3]. This promotion recognises that commitment and the trust the leadership team places in [his/her/their] ability to take on larger responsibilities.
New Responsibilities
Email template · Word
Promotion Announcement
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Pay Equity Analysis Sheet

Preview of the template

A. Group-level Comparison (Annual Fixed Pay, ₹)

B. Individual Case Review

C. Correction Plan

D. Method

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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