Free letter template · Word

Temporary-to-Permanent Employment Letter

A temporary-to-permanent employment letter converts a temporary, contract or fixed-term employee into a permanent employee. It states the conversion date, whether earlier service counts for seniority and gratuity, the new pay and benefits, and whether any probation applies.

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[Company Logo][Company Name]

LETTER OF REGULARISATION – TEMPORARY TO PERMANENT

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

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

Subject: Conversion to Permanent Employment

Dear [Employee Name],

You have been working with [Company Name] as [Current Designation] on a [temporary / contract / fixed-term] basis since [Original Start Date]. We are pleased to inform you that the management has approved your appointment as a permanent employee with effect from [Conversion Date].

Designation and grade: [Designation], Grade [Grade], [Department].
Continuity of service: Your service from [Original Start Date] will [count / not count] towards seniority and service-linked benefits, subject to law.
Compensation: Your revised annual CTC will be ₹[CTC] as per the annexure.
Probation: [Probation is waived / Probation Period in months].
Benefits: You will be eligible for all benefits applicable to permanent employees, including [Benefits List].
Notice period: [Notice Period] from either side.
Earlier contract: Your [temporary / contract] engagement dated [Original Letter Date] stands closed on [Day Before Conversion]. Dues under it, if any, will be settled with [Month] payroll.
Other terms: All company policies apply as amended from time to time.

Congratulations on this milestone. Please sign the duplicate copy as acceptance.

Yours sincerely,

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

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

Copy to: Personnel File; [Reporting Manager]; Payroll

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What this template includes

Conversion effective date
Continuity of service statement
New designation, grade and CTC
Probation waiver or shortened probation
Benefits that now apply
Revised notice period

When to use it

A temporary or contract employee is moved to a sanctioned permanent post
Regularising staff after a business decision
Absorbing a fixed-term employee whose project became ongoing
Converting a part-time employee into a permanent full-time role

How to customise this template

1Decide whether temporary service counts for seniority
2Fill the new CTC breakup
3State whether probation is waived
4Close the earlier temporary contract in the same letter

HR tips

Be explicit on continuity of service to avoid gratuity disputes
Settle any dues under the earlier contract
Update PF and ESI records if pay changes
Explain new benefits in a short meeting

This template is a starting point only. 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.

For HR & hiring managers

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Frequently asked questions

Does temporary service count for gratuity after conversion?+

If service was continuous with the same employer, it may count. State continuity clearly and take advice for your case.

Is probation needed after conversion?+

Not always. Many employers waive probation because performance is already known.

Does the UAN change on conversion?+

No. The employee keeps the same UAN; only the employment records are updated.

All 50 appointment & employment letters →

[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]
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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Employment Confirmation Letter
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[Company Logo][Company Name]
PERMANENT EMPLOYMENT AGREEMENT
Ref. No.:
[Reference Number]
Date:
[Date]
This Agreement is entered into on [Date] between [Company Name], having its office at [Company Address] ("Company"), and [Employee Name], residing at [Employee Address] ("Employee").
1. Appointment
The Company employs the Employee as [Designation], [Department], on a permanent basis with effect from [Date of Joining]. Service with the Company from [Seniority Date] will count for seniority.
2. Tenure
Employment is for an indefinite period and continues until the Employee reaches the retirement age of [Retirement Age] years, or until ended under Clause 9.
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Permanent Employment Agreement
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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]
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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Contract Employment Letter
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[Company Logo][Company Name]
LETTER OF CONFIRMATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Confirmation of Employment on Completion of Probation
Dear [Employee Name],

You joined [Company Name] on [Date of Joining] as [Designation] on probation of [Probation Period] months. We are pleased to inform you that, based on your review, you are confirmed as a permanent employee with effect from [Confirmation Date].
Your key result areas for [Review Year]
KRA Measure Weightage (%)
[KRA 1] [Measure] [Weightage]
[KRA 2] [Measure] [Weightage]
[KRA 3] [Measure] [Weightage]
[KRA 4] [Measure] [Weightage]
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[Company Logo][Company Name]
EMPLOYMENT CONTRACT RENEWAL LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Renewal of Your Employment Contract
Dear [Employee Name],

Your [fixed-term / contract] employment as [Designation] under the agreement dated [Original Contract Date] is due to end on [Current End Date]. Based on business requirements and your performance, we are pleased to renew your employment as follows.
1. Renewed term: From [Renewal Start Date] to [Renewal End Date].
2. Remuneration: Your monthly gross will be ₹[Amount] (annual CTC ₹[CTC]) with effect from [Renewal Start Date].
3. Duties: [No change in duties / Revised duties as attached].
4. Leave: Your unused leave balance of [Leave Balance] days will be carried forward into the renewed term.
5. Continuity of service: Your service will be treated as continuous for PF, ESI and gratuity purposes as per law.
6. Expiry: Your employment will end on [Renewal End Date] unless renewed again in writing.
7. Other terms: All other terms of your original agreement continue to apply.
Please sign the duplicate copy to confirm your acceptance before [Acceptance Deadline].

Yours sincerely,
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