Free form template · Word

Salary Review Form

A salary review form captures why an individual employee's pay is being reviewed, the facts considered and the outcome recommended. It is used when a review is triggered by an event such as an expanded role, an employee request or a confirmation, rather than only the annual cycle.

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[Company Logo][Company Name]

SALARY REVIEW FORM

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

Section 1 – Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Reporting Manager	[Reporting Manager]

Section 2 – Reason for Review

Employee request
Confirmation after probation
Increase in role scope
Internal pay parity concern
Market / retention concern
Other: [Specify]

Section 3 – Current Pay Position

Current Annual CTC: ₹ [CTC]
Current Monthly Basic: ₹ [Basic Salary]
Date of Last Revision	[DD/MM/YYYY]
Last Revision %	[x]%
Grade / Band	[Grade]
Band Minimum – Midpoint – Maximum: ₹ [Amount] – [Amount] – [Amount]

Section 4 – Assessment

Changes in responsibilities since last review	[Details]
Latest performance rating	[Rating]
Pay of peers in same role and grade (range): ₹ [Amount] – [Amount]
Market reference, if any	[Source and range]

Section 5 – Recommendation

Outcome: Revision approved / No change / Review at next cycle / Other
Proposed CTC: ₹ [Amount] ([x]% change)
Effective Date	[DD/MM/YYYY]
Reasons	[Details]
Outcome communicated to employee on	[DD/MM/YYYY] by [Name]

Declaration: The reviewers confirm that this assessment has been made on the basis of role, performance, internal parity and approved policy, without regard to any factor not related to work.

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

Approver
[Authorised Signatory]
Date: [Date]

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What this template includes

Reason for review, so the trigger is documented
Current pay and date of last revision
Changes in role scope since the last review
Internal peer and band position check
Recommended outcome, including "no change" with reasons
Employee communication record

When to use it

An employee formally requests a salary review
Responsibilities have grown significantly without a change in title
Pay is reviewed at the end of probation or on confirmation
A manager flags that pay has fallen behind internal peers

How to customise this template

1List the review triggers your policy recognises
2Add your grade and band names to the band check section
3Include a section for variable pay if relevant
4Set the approval chain per your delegation matrix
5Keep the completed form in the employee's personnel file

HR tips

Document the outcome even when no revision is approved
Base the review on facts about role and performance, not on how hard the employee negotiates
Respond to an employee's request within a stated time frame
Keep the form confidential and share only with approvers

This template is a starting point only. Review it against applicable labour laws, state rules, your standing orders and compensation policy, and with a legal adviser where needed.

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Frequently asked questions

What is the difference between a salary review and an increment?+

A salary review is the process of assessing whether pay should change; an increment is one possible outcome. A review can also end with no change or a non-salary action.

Can an employee ask for a salary review outside the appraisal cycle?+

Yes, if company policy allows. HR should record the request on this form and respond after reviewing role scope, performance and market data.

How often should salaries be reviewed?+

Most companies review salaries once a year, with off-cycle reviews for promotions, role changes or retention cases as per policy.

All 50 increment, promotion & career →

[Company Logo][Company Name]

COMPENSATION REVIEW FORM

Review No.:: [Reference Number]
Review Date:: [Date]
Review Type:: Annual / Role Change / Retention / Restructure

1. Employee Profile

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Criticality of Role: High / Medium / Low
Flight Risk: High / Medium / Low

2. Total Rewards Comparison

Element	Current (₹ p.a.)	Proposed (₹ p.a.)	Remarks
Basic Salary	[Amount]	[Amount]	[Remarks]
HRA and Allowances	[Amount]	[Amount]	[Remarks]
Variable Pay at Target	[Amount]	[Amount]	Target [x]% of fixed
Employer PF	[Amount]	[Amount]	12% of basic, subject to ceiling rules
Gratuity (provision)	[Amount]	[Amount]	As per company practice
Group Medical / Term Insurance	[Amount]	[Amount]	Cover ₹ [Amount]
Other Benefits (car lease, meal card etc.)	[Amount]	[Amount]	[Remarks]
Total CTC	[CTC]	[Amount]	[x]% change

3. Variable Pay History

Form · Word

Compensation Review Form

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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 RECOMMENDATION FORM

Company:: [Company Name]
Promotion Cycle:: [YYYY–YY] / Out of cycle
Form Ref.:: [Reference Number]

Section 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Current Grade	[Grade]
Time in Current Grade	[Years]

Section 2: Proposed Role

Proposed Designation	[New Designation]
Proposed Grade	[New Grade]
Proposed Effective Date	[DD/MM/YYYY]
Vacancy / new position	[Details]

Section 3: Eligibility Check

Form · Word

Promotion Recommendation Form

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[Company Logo][Company Name]

PROMOTION APPROVAL FORM

Company:: [Company Name]
Recommendation Ref.:: [Reference Number]
Date Submitted:: [Date]

A. Employee and Proposal

Item	Current	Proposed
Employee Name / ID	[Employee Name] / [Employee ID]	–
Designation	[Designation]	[New Designation]
Grade	[Grade]	[New Grade]
Department / Location	[Department] / [Work Location]	[Department] / [Work Location]
Annual CTC (₹)	[CTC]	[Revised CTC]
Effective Date	–	[DD/MM/YYYY]

B. Financial Impact

Increase in CTC: ₹[Amount] ([Percentage]%)
Impact on current year budget: ₹[Amount]
Within approved budget: Yes / No
Grade pay range for new grade: ₹[Min] – ₹[Max]

C. Approval Matrix

Form · Word

Promotion Approval Form

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[Company Logo][Company Name]

PROMOTION EVALUATION FORM

Company:: [Company Name]
Promotion Cycle:: [Cycle / Year]
Form No.:: [Reference Number]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Current Designation	[Designation]
Current Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Date of Joining	[Date of Joining]
Date of Last Promotion	[DD/MM/YYYY]
Reporting Manager	[Reporting Manager]
Proposed Designation / Grade	[Proposed Designation]

2. Eligibility Check

Minimum time in current grade completed ([Number] years)
Performance rating of [Rating] or above in the last two cycles
No disciplinary action pending or in force
Mandatory training and certifications completed
Approved position available in the proposed grade

3. Performance History

Form · Word

Promotion Evaluation Form

Download .docx

[Company Logo][Company Name]

INCREMENT RECOMMENDATION FORM

Company:: [Company Name]
Increment Cycle:: [YYYY–YY]
Effective Date:: [DD/MM/YYYY]
Department:: [Department]

Merit Increase Guideline

Final Rating	Compa-ratio below 0.90	Compa-ratio 0.90–1.10	Compa-ratio above 1.10
5 – Outstanding	[%–%]	[%–%]	[%–%]
4 – Exceeds	[%–%]	[%–%]	[%–%]
3 – Meets	[%–%]	[%–%]	[%–%]
2 – Needs Improvement	[%–%]	[%–%]	[%–%]
1 – Unsatisfactory	Nil	Nil	Nil

Recommendations

Emp. ID	Employee Name	Designation	Final Rating	Current CTC (₹)	Compa-ratio	Recommended %	Increment (₹)	Revised CTC (₹)	Remarks
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]

Deviations from Guideline

Form · Word

Increment Recommendation Form

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[Company Logo][Company Name]

INCREMENT APPROVAL FORM

Form No.:: [Reference Number]
Appraisal Cycle:: [FY 20XX–XX]
Date:: [Date]

A. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Grade / Band	[Grade]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]

B. Increment Proposal

Particulars	Current (₹ p.a.)	Proposed (₹ p.a.)	Change (%)
Basic Salary	[Amount]	[Amount]	[x]%
HRA	[Amount]	[Amount]	[x]%
Special Allowance	[Amount]	[Amount]	[x]%
Employer PF Contribution	[Amount]	[Amount]	[x]%
Total CTC	[CTC]	[Amount]	[x]%

Type of Increment: Annual Merit / Off-cycle / Market Correction / Special
Performance Rating	[Rating]
Effective Date	[DD/MM/YYYY]
Arrears Payable: Yes / No – Amount ₹ [Amount]
Position in Salary Band after Increment: Below Min / Within / Above Max

Form · Word

Increment Approval Form

Download .docx

Salary Review Form

Preview of the form

Section 1 – Employee Details

Section 2 – Reason for Review

Section 3 – Current Pay Position

Section 4 – Assessment

Section 5 – Recommendation

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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