Salary Structure Letter

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 (₹)

3. Estimated Deductions and In-hand (₹ per month)

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].

Net monthly salary credited to the employee's bank account: ₹[Amount] (Rupees [Amount in Words] only).
Annual Cost to Company: ₹[CTC].

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.

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.

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].

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.

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.

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.

SALARY CORRECTION LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

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

Subject: Correction of Salary for [Month YYYY]

Dear [Employee Name],
During our payroll review we found that your salary for [Month YYYY] was processed incorrectly because [Description – e.g. two days of approved leave were recorded as loss of pay]. We regret the inconvenience caused.

How the difference will be settled

SALARY ADJUSTMENT LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

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

Subject: Adjustment of Salary Components

Dear [Employee Name],
Further to [Reference – e.g. your transfer order no. Reference Number dated DD/MM/YYYY from Old Location to New Location], your salary components are being adjusted to reflect the change in your [location / role / shift / working hours].

This adjustment is effective from [Effective Date] and is [permanent / temporary until DD/MM/YYYY, after which it will be reviewed]. Your Basic Salary, PF contributions and all other terms of employment remain unchanged unless stated above.

TEMPORARY SALARY REDUCTION LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

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

Subject: Proposal for Temporary Reduction in Salary

Dear [Employee Name],
As shared in our meeting on [DD/MM/YYYY], [Company Name] is facing [Business Reason – e.g. a significant decline in orders since Month YYYY]. The leadership team has considered several options and, to avoid job losses, proposes a temporary reduction in salary across the organisation, with leadership taking the largest share.

1. Period: from [Start Date] to [End Date], with a review on [Review Date].
2. PF, ESI and other statutory contributions will continue on the applicable wages.
3. Your salary will not fall below the applicable minimum wages.
4. When business conditions improve, full salary will be restored first; the company will consider repaying the reduced amount as [Deferred Payment Plan], subject to performance.
5. No other term of your employment changes.