Free letter template · Word

Transfer Appointment Letter

A transfer appointment letter posts an employee to another city, branch, plant or group company and sets out the terms of the new posting. It covers relieving and joining dates, joining time, relocation allowance, travel for family and any change in allowances at the new location.

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[Company Logo][Company Name]

TRANSFER LETTER

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

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

Subject: Transfer to [New Work Location]

Dear [Employee Name],

In the interest of business and in terms of the transfer clause of your appointment letter, you are transferred from [Current Location / Unit] to [New Work Location / Unit] as [Designation].

Relieving date: You will be relieved from your current location on [Relieving Date] after handing over charge to [Handover Person].
Reporting date: You will report to [Reporting Manager] at [New Office Address] on [Reporting Date].
Joining time: You are allowed [Joining Days] days of joining time, which will be treated as on duty.
Travel: Travel for yourself and dependants by [Travel Class] will be reimbursed as per the transfer policy.
Relocation allowance: A one-time relocation allowance of ₹[Amount] and reimbursement of household goods transport up to ₹[Amount] against bills.
Temporary accommodation: Company accommodation for up to [Days] days at the new location.
Allowances: Your [HRA / city allowance] will be revised as per the new location from [Effective Date]. Your CTC will be ₹[CTC] per annum.
Payroll: Statutory deductions such as professional tax will apply as per the rules of [New State].

All other terms of your employment remain unchanged. We wish you success in your new assignment.

Yours sincerely,

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

Acknowledged and accepted by
[Employee Name]
Signature: ____________
Date: [Date]

Copy to: Personnel File; [Current Unit Head]; [New Unit Head]; Payroll; Admin

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What this template includes

From and to location, unit and reporting manager
Relieving date and reporting date
Joining time for travel and settling
Relocation allowance and travel entitlement
Change in HRA or city allowance
Professional tax and payroll state changes

When to use it

Posting an employee to a new branch or plant in another city
Opening a new office staffed by existing employees
Business-need transfers under the appointment letter's transfer clause
Employee-requested transfers that have been approved

How to customise this template

1Fill both locations and dates
2Insert relocation amounts from your transfer policy
3Update HRA if city category changes
4Inform payroll about state change for professional tax

HR tips

Give reasonable notice so the family can plan
Do not use transfers as a hidden punishment
Reimburse moving costs promptly
Arrange temporary accommodation for the first days

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

Can an employee refuse a transfer?+

If the appointment letter has a transfer clause and the transfer is reasonable and made in good faith, refusal can be treated as a disciplinary matter. Consider genuine hardship carefully.

Is relocation allowance taxable?+

Some reimbursements of actual transfer costs may have tax benefits, while lump-sum allowances may be taxable. Check with your payroll team.

Does professional tax change on transfer?+

Yes, if the new location is in another state, professional tax rules of that state apply.

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
Letter · Word
Appointment Letter Format
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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,
Letter · Word
Employment Appointment Letter
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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,
Letter · Word
Consultant Appointment Letter
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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,
Letter · Word
Retainer Appointment Letter
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[Company Logo][Company Name]
APPOINTMENT LETTER – PART-TIME EMPLOYEE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as Part-Time [Designation]
Dear [Candidate Name],

We are pleased to appoint you as a part-time [Designation] in our [Department] at [Work Location], with effect from [Date of Joining].
1. Working hours: [Weekly Hours] hours per week, normally on [Working Days] from [Start Time] to [End Time].
2. Scheduling: Your manager [Reporting Manager] will share any change in schedule at least [Notice Hours] hours in advance. Extra hours will be offered by mutual consent and paid accordingly.
3. Remuneration: ₹[Amount] per [hour/month], paid monthly by bank transfer, subject to statutory deductions.
4. Leave and holidays: Leave will be given on a pro-rata basis to your working hours as per the leave policy.
5. Statutory benefits: PF and ESI will apply as per eligibility under law.
6. Probation: [Probation Period] months, with [Probation Notice] notice from either side.
7. Other work: You may take up other work outside your scheduled hours, provided it does not conflict with the company's business.
8. Notice after confirmation: [Notice Period] from either side.
9. Policies: You will follow the company code of conduct, confidentiality rules and POSH policy.
Please sign the duplicate copy to confirm your acceptance.

Yours sincerely,
Letter · Word
Part-Time Employee Appointment Letter
Download .docx

[Company Logo][Company Name]

APPOINTMENT LETTER – FULL-TIME EMPLOYMENT

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

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment as Full-Time [Designation]

Dear [Candidate Name],

We are delighted to appoint you as a full-time [Designation] in the [Department] team of [Company Name] at [Work Location], with effect from [Date of Joining].

Working hours: [Working Hours] per day, [Working Days] days a week, with weekly off on [Weekly Off]. Attendance must be recorded through [Attendance System].
Compensation: Your annual CTC is ₹[CTC], including target variable pay of ₹[Amount] linked to performance, as detailed below.
Benefits: Group medical insurance of ₹[Amount] covering [Covered Family Members], group term life cover, and leave as per policy.
Statutory benefits: PF, ESI (where eligible) and gratuity as per law.
Exclusive service: As a full-time employee, you will not take up other employment, business or paid assignments without prior written approval.
Probation: [Probation Period] months, with [Probation Notice] notice during probation.
Notice period after confirmation: [Notice Period] or salary in lieu.
Policies: You will follow the code of conduct, IT and data security policy and POSH policy.

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special Allowance	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Fixed CTC	[Amount]	[Amount]
Target Variable Pay	–	[Amount]
Total CTC	–	[CTC]

Letter · Word

Full-Time Employee Appointment Letter

Download .docx

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

We are pleased to appoint you as [Designation] in [Department] at [Company Name] on a fully remote basis, with effect from [Date of Joining].
1. Home base: You will work from [Home Base Address], [City], [State]. Please inform HR in writing at least [Notice Days] days before changing your home base, as it affects payroll and compliance.
2. Compensation: Annual CTC of ₹[CTC] as per the annexure, including a monthly internet allowance of ₹[Amount].
3. Core hours: You will be online and reachable between [Core Hours Start] and [Core Hours End] IST on working days, and respond to messages within [Response Time] during these hours.
4. Equipment: The company will issue [Laptop / Equipment] which remains company property. You will keep it safe and return it on exit or on request.
5. Information security: You will use only approved devices, VPN and tools, keep screens private in shared spaces, and report any loss or security incident immediately.
6. Travel: You may be asked to visit [Office / Client Site] occasionally with [Notice Days] days' notice. Approved travel costs will be reimbursed.
7. Workspace: You are responsible for a safe, quiet workspace with a reliable internet connection.
8. Probation and notice: Probation of [Probation Period] months; notice of [Notice Period] after confirmation.
9. Policies: The code of conduct, POSH policy and all other company policies apply to online interactions. The Internal Committee can be reached at [IC Email].
Please sign and return a scanned copy of this letter.

Yours sincerely,
Letter · Word
Remote Employee Appointment Letter
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[Company Logo][Company Name]
APPOINTMENT LETTER – WORK FROM HOME
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as [Designation] with Work-from-Home Arrangement
Dear [Candidate Name],

We are pleased to appoint you as [Designation], [Department], with effect from [Date of Joining]. Your official place of work will be our office at [Work Location]. You are permitted to work from home on the conditions below.
1. Nature of arrangement: Work from home is permitted under the company WFH policy and is not a permanent right. It may be reviewed, modified or withdrawn as business needs change.
2. Recall to office: You may be asked to attend office for meetings, training or on a regular basis with [Recall Notice] notice.
3. Attendance: You will mark attendance on [Attendance Tool] at the start and end of your working day and be available during [Working Hours].
4. Equipment and internet: The company will provide [Equipment]. You will maintain a reliable internet connection, for which an allowance of ₹[Amount] per month is payable.
5. Data privacy: Company documents must not be printed, stored on personal devices or shared with family members or others.
6. Health and safety: Arrange a safe and ergonomic workspace and report any work-related injury to HR.
7. Compensation: Annual CTC of ₹[CTC] as per the annexure.
8. Probation and notice: [Probation Period] months probation; [Notice Period] notice after confirmation.
All other company policies, including the code of conduct and POSH policy, apply while working from home.

Please sign the duplicate copy as acceptance.

Yours sincerely,
Letter · Word
Work-from-Home Appointment Letter
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