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Project Assignment Letter

A project assignment letter tells an employee they have been allocated to a specific project, with their role, project manager, location, start and expected end date. IT services, consulting, engineering and construction companies use it to document deployment and client-specific obligations.

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[Company Logo][Company Name]

PROJECT ASSIGNMENT LETTER

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

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

Subject: Assignment to Project [Project Name]

Dear [Employee Name],

We are pleased to inform you that you have been assigned to the project detailed below. Please read the assignment details and the conditions that apply during the project.

Particulars	Details
Project Name / Code	[Project Name] / [Project Code]
Client / Sponsor	[Client Name]
Role on Project	[Project Role]
Project Manager	[Project Manager Name]
Allocation	[Percentage]% of working time
Work Location	[Work Location / Client Site]
Start Date	[Start Date]
Expected End Date	[End Date]

Conditions of assignment:

You will follow the working hours, holiday calendar and site rules agreed for the project, as communicated by the Project Manager.
You will complete the client onboarding requirements, including [background verification / client NDA / security induction], before the start date.
Information, code, drawings and data relating to the client are confidential and must not be copied, shared or used outside the project.
You will record time against the project code in [Timesheet System] every week.
A [site / travel] allowance of ₹[Amount] per [day / month] will be paid as per the company's travel policy for the period you work at the client site.
Your designation, CTC and other terms of employment remain unchanged.

The project duration may be extended or shortened depending on client requirements, and any change will be communicated to you in writing. On release from the project, you will hand over all project materials and access credentials to the Project Manager.

We wish you success on this assignment. Kindly sign and return the duplicate copy as acknowledgement.

Yours sincerely,

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

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Project name, code and client (or internal sponsor)
Role on the project and project manager
Allocation percentage and work location or client site
Start date and expected end date
Client-specific rules: background check, NDA, access cards
Travel or site allowance, if applicable

When to use it

An IT engineer is moved from the bench to a client project
A site engineer is deployed to a new construction or installation site
A consultant is allocated to a client engagement with specific confidentiality needs
An employee is assigned part-time to an internal transformation project

How to customise this template

1Pull project code and allocation percentage from your resource management tool
2Add the client's onboarding steps such as background verification
3Delete the site allowance clause for remote or office-based projects
4Attach the client NDA if the employee must sign it separately

HR tips

Never share more employee personal data with the client than the contract requires
Confirm working hours and holidays if they follow the client's calendar
Issue a release note when the project ends so the record is complete
Track the project in the employee's appraisal goals

For HR & hiring managers

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Frequently asked questions

What is a project assignment letter?+

It is a letter from the employer allocating an employee to a project and setting out the role, duration, location and any client-specific conditions.

Does a project assignment change my employment terms?+

No. You remain an employee of the company on the same terms; the letter only records where and on what you will work for the project period.

Can I be assigned to a client site in another city?+

It depends on your appointment letter's transfer and mobility clause. The project letter should state the location, duration and allowances clearly.

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[Company Logo][Company Name]
LEADERSHIP ASSIGNMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Assignment as [Leadership Role, e.g. Team Lead – Customer Onboarding]
Dear [Employee Name],
In recognition of your performance and the initiative you have shown, we are pleased to assign you the role of [Leadership Role] with effect from [Start Date]. In this role you will lead [Team or Initiative Name], comprising [Number] team members, and report to [Reporting Manager].
Your key goals for the assignment period of [Duration, e.g. nine months] are:
Letter · Word
Leadership Assignment Letter
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[Company Logo][Company Name]

CROSS-FUNCTIONAL ASSIGNMENT LETTER

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

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

Subject: Cross-Functional Assignment with [Host Function]

Dear [Employee Name],

As discussed with you, you are being placed on a cross-functional assignment with the [Host Function] team from [Start Date] to [End Date] to support [Assignment Objective, e.g. the rollout of the new dealer management system]. You will continue to be on the rolls of the [Department] department during this period.

Particulars	Details
Home Function / Manager	[Department] / [Reporting Manager]
Host Function / Manager	[Host Function] / [Host Manager]
Reporting	Solid line to [Reporting Manager]; dotted line to [Host Manager] for assignment work
Time Split	[Percentage]% assignment, [Percentage]% home role
Work Location	[Work Location]

Letter · Word

Cross-Functional Assignment Letter

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[Company Logo][Company Name]
TEMPORARY ASSIGNMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Temporary Assignment to [Temporary Location]
Dear [Employee Name],
To meet the requirement of [reason, e.g. the opening of our new branch / the annual maintenance shutdown] at [Temporary Location], you are temporarily assigned to that location from [Start Date] to [Return Date]. You will resume duty at your present posting, [Work Location], on [Resumption Date].
The terms of this temporary assignment are as follows:
Letter · Word
Temporary Assignment Letter
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[Company Logo][Company Name]

JOB ROTATION ASSIGNMENT LETTER

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

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

Subject: Job Rotation Assignment under [Programme Name]

Dear [Employee Name],

We are pleased to inform you that you have been included in the [Programme Name] job rotation programme. Over the next [Duration, e.g. 12 months], you will work in the departments listed below to gain hands-on understanding of our business before your final placement.

Phase	Department / Role	Period	Mentor	Key Learning Outcome
1	[Department]	[DD/MM/YYYY] to [DD/MM/YYYY]	[Mentor Name]	[Learning Outcome]
2	[Department]	[DD/MM/YYYY] to [DD/MM/YYYY]	[Mentor Name]	[Learning Outcome]
3	[Department]	[DD/MM/YYYY] to [DD/MM/YYYY]	[Mentor Name]	[Learning Outcome]
4	[Department]	[DD/MM/YYYY] to [DD/MM/YYYY]	[Mentor Name]	[Learning Outcome]

Letter · Word

Job Rotation Assignment Letter

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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]

DESIGNATION CHANGE LETTER

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

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

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

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Project Assignment Letter

Preview of the letter

Subject: Assignment to Project [Project Name]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

Related HR templates