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Secondment Letter

A secondment letter temporarily places an employee with another entity, such as a group company or a client, while they remain employed by the original employer. It sets out the host organisation, period, day-to-day supervision, who pays salary and statutory dues, and the recall and return terms.

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[Company Logo][Company Name]

SECONDMENT LETTER

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

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

Subject: Secondment to [Host Entity Name]

Dear [Employee Name],

We are pleased to inform you that you will be seconded to [Host Entity Name], [Host Entity Address] (the "Host"), to work on [Assignment Description]. During the secondment you will remain an employee of [Company Name].

Period: From [Start Date] to [End Date], unless extended or ended earlier in writing.
Role at Host: [Host Role], at [Host Work Location].
Supervision: Your day-to-day work will be directed by [Host Supervisor] at the Host. Your administrative manager at [Company Name] remains [Reporting Manager].
Salary and statutory dues: [Company Name] will continue to pay your salary of ₹[CTC] per annum and deduct PF, ESI and taxes as applicable. Your UAN and service continuity are unaffected.
Allowances: Secondment allowance of ₹[Amount] per month and [Travel / Accommodation] as per policy.
Policies: You will follow our code of conduct and the Host's site rules. POSH complaints may be raised with either Internal Committee, which will coordinate as needed.
Confidentiality: You will keep confidential the information of both [Company Name] and the Host.
Recall: [Company Name] may recall you with [Notice Days] days' notice.
Return: At the end of the secondment, you will return to the role of [Designation] or an equivalent role.

Please sign the duplicate to confirm your agreement.

Yours sincerely,

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

Accepted
[Employee Name]
Signature: ____________
Date: [Date]

Copy to: Personnel File; [Host Supervisor]; Payroll

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What this template includes

Home and host entity details
Secondment period and location
Day-to-day supervision by host
Payroll, PF and ESI responsibility
Confidentiality towards both entities
Recall and return to home role

When to use it

Placing an expert with a group company for a project
Supporting a joint venture or new subsidiary
Client-site secondments in consulting
Skill-building assignments in another business unit

How to customise this template

1Fill host entity name and address
2Decide which entity pays salary and how costs are recharged
3Add host-site rules and policies
4Attach the inter-company agreement reference

HR tips

Have an inter-company agreement covering cost recharge
Check GST implications of recharging costs with your accountant
Clarify whose POSH Internal Committee handles complaints
Guarantee a role on return

This template is a starting point only, and the inter-company or client agreement for the secondment. Review it against applicable labour laws (including the Labour Codes in force from 21 November 2025 and the state rules being notified), your Shops & Establishments registration, standing orders and company policies, and take advice from a legal adviser where needed.

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Frequently asked questions

Does the employee change employer on secondment?+

No. The employee stays on the home employer's rolls and returns at the end of the secondment.

Who deducts PF during secondment?+

Usually the home employer, which keeps the employee on payroll. State this clearly in the letter.

Whose policies apply during secondment?+

Home employer policies continue, and the employee follows the host's site rules. Mention both in the letter.

All 50 appointment & employment letters →

[Company Logo][Company Name]
APPOINTMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as [Designation]
Dear [Candidate Name],

With reference to your application and the subsequent interviews, we are pleased to appoint you as [Designation] in the [Department] department of [Company Name] on the following terms and conditions.
1. Date of joining: You will join duty on or before [Date of Joining] at our [Work Location] office. If you do not join by this date, this appointment will stand withdrawn unless extended in writing.
2. Reporting: You will report to [Reporting Manager] or any other person designated by the management.
3. Remuneration: Your Cost to Company (CTC) will be ₹[CTC] per annum, as detailed in the annexure below. Salary is subject to statutory deductions and applicable income tax.
4. Probation: You will be on probation for [Probation Period] months from the date of joining. On satisfactory completion, your confirmation will be communicated in writing.
5. Working hours: Normal working hours are [Working Hours], [Working Days] days a week, as per the company attendance policy.
6. Statutory benefits: You will be covered under the Employees' Provident Fund and, where eligible, ESI. Gratuity will be payable as per law after five years of continuous service.
7. Leave: You will be entitled to leave as per the company leave policy and applicable state rules.
8. Notice period: During probation either party may end employment with [Probation Notice] notice. After confirmation, the notice period will be [Notice Period] or salary in lieu thereof.
9. Conduct and confidentiality: You will follow the company code of conduct, POSH policy and other policies in force, and keep all business information confidential during and after employment.
10. Documents: Your appointment is subject to verification of your educational certificates, previous employment records, PAN and Aadhaar (masked copy).
Annexure A – Salary Structure
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[Company Logo][Company Name]
LETTER OF APPOINTMENT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Letter of Appointment – [Designation], [Department]
Dear [Candidate Name],

Further to your acceptance of our offer dated [Offer Date], the management of [Company Name] is pleased to appoint you to its services on the terms set out below.
1. Position and duties: You are appointed as [Designation]. Your main duties are described in Annexure B. The management may assign other duties suited to your skills from time to time.
2. Commencement: Your employment begins on [Date of Joining]. Your seniority will be counted from this date.
3. Place of work and transfer: Your initial place of posting is [Work Location]. You may be transferred to any office, branch or associated company in India, with reasonable notice and applicable allowances.
4. Compensation: Your annual CTC is ₹[CTC], made up as per Annexure A. Salary is paid by bank transfer on or before [Pay Day] of the following month.
5. Probation and confirmation: You will be on probation for [Probation Period] months. Confirmation will be communicated in writing; without it, you remain on probation.
6. Leave: You are eligible for [Earned Leave] days earned leave, [Casual Leave] days casual leave and [Sick Leave] days sick leave per year, plus declared holidays, as per the leave policy.
7. Statutory coverage: PF, ESI (if eligible), gratuity and bonus will apply as per law.
8. Termination: After confirmation, either party may end this employment with [Notice Period] notice or pay in lieu. Employment may be ended without notice for proven misconduct after due inquiry as per standing orders.
9. Retirement: You will retire on reaching the age of [Retirement Age] years.
10. Company property: On leaving, you will return the laptop, ID card, documents and any other company property before full and final settlement.
11. Jurisdiction: Any dispute will be subject to the courts at [City].
Please confirm your acceptance by signing and returning the duplicate copy. We look forward to a long association.

Yours faithfully,
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[Company Logo][Company Name]
CONFIRMATION OF EMPLOYMENT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Confirmation of Your Employment
Dear [Employee Name],

We refer to your appointment letter Ref. [Appointment Letter Ref.] dated [Appointment Date], under which you joined [Company Name] as [Designation] on [Date of Joining].
Based on the review of your performance, attendance and conduct by [Reporting Manager], the management is pleased to confirm you in the services of the company with effect from [Confirmation Date].
Terms applicable from the date of confirmation
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[Company Logo][Company Name]
LETTER OF APPOINTMENT ON PROBATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment on Probation as [Designation]
Dear [Candidate Name],

We are pleased to appoint you as [Designation] in [Department] at [Company Name], [Work Location], with effect from [Date of Joining]. Your appointment is on probation on the terms below.
1. Probation period: [Probation Period] months from your date of joining.
2. Remuneration: Annual CTC of ₹[CTC] as per the enclosed salary annexure.
3. Reporting: You will report to [Reporting Manager], who will guide and assess you during probation.
4. Notice during probation: Either side may end the employment with [Probation Notice] written notice or pay in lieu.
5. Extension: If your performance needs more time to be assessed, probation may be extended once by up to [Extension Period] months, with written reasons.
6. Confirmation: You will be treated as confirmed only on receipt of a written confirmation letter.
Probation review plan
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Probationary Employment Letter
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[Company Logo][Company Name]
TEMPORARY EMPLOYMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Temporary Employment as [Designation]
Dear [Candidate Name],

We are pleased to offer you temporary employment with [Company Name] as [Designation] at [Work Location] to support [Reason for Temporary Engagement].
1. Period: From [Start Date] to [End Date]. Your employment will end automatically on the end date unless extended in writing.
2. Wages: ₹[Amount] per [day/month], paid [weekly/monthly] by bank transfer, subject to statutory deductions.
3. Working hours: [Working Hours], with weekly off on [Weekly Off]. Approved overtime will be paid as per law.
4. Statutory benefits: You will be enrolled under PF and ESI where applicable. Please share your UAN, if any, and your ESI details on joining.
5. Early release: The company may release you before the end date if the work is completed early, with [Notice Days] days' notice or wages in lieu. You may also resign with the same notice.
6. Status: This is a temporary engagement and does not give you any right to permanent employment. Any future vacancy will be filled through the normal selection process, where you are welcome to apply.
7. Conduct: You will follow the company rules, safety instructions and POSH policy, and keep customer information confidential.
Please bring your PAN, Aadhaar (masked copy), bank details and two photographs on your first day.

Kindly sign the duplicate copy in acceptance.

Yours sincerely,
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[Company Logo][Company Name]
CONTRACT EMPLOYMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment on Contract Basis – [Designation]
Dear [Candidate Name],

We are pleased to engage you on a contract basis as [Designation] for the [Project Name] at [Company Name], on the following terms.
1. Tenure: [Contract Period] months, from [Start Date] to [End Date].
2. Remuneration: Consolidated monthly remuneration of ₹[Amount], subject to PF, ESI, professional tax and TDS as applicable.
3. Scope: You will be responsible for [Key Deliverables] and will report to [Reporting Manager].
4. Place of work: [Work Location], including client sites when required.
5. Leave: [Leave Days] days of leave for the contract period, as per the contract staff policy.
6. Renewal: Renewal, if any, depends on project requirement and your performance and will be confirmed in writing before [Renewal Review Date].
7. Early termination: Either party may end this contract with [Notice Period] written notice or pay in lieu.
8. Confidentiality: Project and client information must not be disclosed during or after the contract.
9. Status: The contract ends on the end date and does not by itself create a right to permanent employment.
Please sign and return the duplicate copy along with your joining documents.

Yours sincerely,
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[Company Logo][Company Name]
LETTER OF ENGAGEMENT – CONSULTANT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Consultant Name]
[Consultant Address]
PAN: [PAN] GSTIN: [GSTIN, if applicable]
Subject: Appointment as Consultant – [Area of Consultancy]
Dear [Consultant Name],

[Company Name] is pleased to engage you as an independent consultant for [Area of Consultancy] on the terms below.
1. Term: From [Start Date] to [End Date], renewable by mutual written agreement.
2. Scope of services: [Scope of Services]. Deliverables: [Deliverables], due as per the agreed timeline.
3. Professional fee: ₹[Amount] per [month/deliverable], plus GST if applicable, payable within [Payment Days] days of receiving a valid invoice. TDS will be deducted as per income-tax law.
4. Expenses: Pre-approved travel and out-of-pocket expenses will be reimbursed against bills.
5. Independent status: You are engaged as an independent professional. Nothing in this letter creates an employment relationship, and you will not be entitled to salary, PF, ESI, gratuity or leave.
6. Coordination: [Coordinator Name], [Designation], will be your point of contact.
7. Confidentiality: You shall keep all information received from the company confidential during and after this engagement.
8. Ownership: Reports, documents and other work product prepared for the company will belong to the company.
9. Conflict of interest: You will inform us before taking up any assignment for a direct competitor during this engagement.
10. Termination: Either party may end this engagement with [Notice Days] days' written notice. Fees for work done until then will be paid.
Please sign and return a copy of this letter to confirm your acceptance.

Yours sincerely,
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[Company Logo][Company Name]
RETAINER APPOINTMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Retainer Name]
[Professional Qualification / Registration No.]
[Retainer Address]
Subject: Engagement on Monthly Retainer – [Service Area]
Dear [Retainer Name],

We are pleased to engage you on a monthly retainer basis to provide [Service Area] services to [Company Name], effective [Start Date].
1. Retainer fee: ₹[Amount] per month, plus GST if applicable, payable by the [Pay Day] of the following month against your invoice. TDS will be deducted as applicable.
2. Availability: You will be available for [Committed Days/Hours] per month at [Work Location] or remotely, and reachable on working days for urgent matters.
3. Additional work: Work beyond the committed availability will be billed at ₹[Amount] per [hour/day], only when approved in advance by [Coordinator Name].
4. Unused time: Unused retainer time will lapse at the end of each month.
5. Independent professional: You remain an independent professional. This engagement does not create employment and no salary, PF, ESI, leave or gratuity applies.
6. Professional standards: You will maintain valid registrations and follow the professional and ethical standards of your field.
7. Confidentiality: All company information shared with you will be kept confidential.
8. Review and termination: The retainer will be reviewed every [Review Period]. Either side may end it with [Notice Days] days' written notice.
Kindly sign a copy of this letter to confirm your acceptance.

Yours sincerely,
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