Appointment Letter Template

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Reference	Details
Appointment ID	{{APPOINTMENT_ID}}
Date	{{APPOINTMENT_DATE}}
Offer Reference	{{OFFER_ID}} dated {{OFFER_DATE}}

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To, {{EMPLOYEE_NAME}}

Subject: Letter of Appointment - {{DESIGNATION}}

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Dear {{EMPLOYEE_NAME}},

With reference to our offer and your acceptance, we are pleased to appoint you as {{DESIGNATION}} at {{BRAND_NAME}} (a brand of {{LEGAL_ENTITY}}), hereinafter referred to as "the Company", on the following terms and conditions.

1. Employment Details

Particulars	Details
Employee ID	{{EMPLOYEE_ID}}
Designation	{{DESIGNATION}}
Department	{{DEPARTMENT}}
Grade/Level	{{GRADE}}
Work Location	{{WORK_LOCATION}}
Date of Joining	{{DOJ}}
Employment Type	{{EMPLOYEE_TYPE}}

2. Compensation

Your total Cost to Company (CTC) shall be {{ANNUAL_CTC}} per annum.

2.1 Salary Structure

Component	Monthly (₹)	Annual (₹)
Basic Salary	{{BASIC_MONTHLY}}	{{BASIC_ANNUAL}}
House Rent Allowance (HRA)	{{HRA_MONTHLY}}	{{HRA_ANNUAL}}
Special Allowance	{{SPECIAL_MONTHLY}}	{{SPECIAL_ANNUAL}}
Gross Salary	{{GROSS_MONTHLY}}	{{GROSS_ANNUAL}}

2.2 Employer Contributions

Component	Monthly (₹)	Annual (₹)
Provident Fund (Employer - 12%)	{{PF_EMPLOYER_MONTHLY}}	{{PF_EMPLOYER_ANNUAL}}
Total CTC	{{CTC_MONTHLY}}	{{ANNUAL_CTC}}

2.3 Deductions (Employee)

Component	Monthly (₹)	Annual (₹)
Provident Fund (Employee - 12%)	{{PF_EMPLOYEE_MONTHLY}}	{{PF_EMPLOYEE_ANNUAL}}
Professional Tax	{{PT_MONTHLY}}	{{PT_ANNUAL}}
Total Deductions	{{DEDUCTIONS_MONTHLY}}	{{DEDUCTIONS_ANNUAL}}

2.4 Net Take-Home

	Monthly (₹)	Annual (₹)
Net Salary (Approx.)	{{NET_MONTHLY}}	{{NET_ANNUAL}}

Note: Actual deductions may vary based on applicable tax regime, declarations, and statutory changes. Income tax (TDS) will be deducted as per prevailing tax laws.

2.5 Salary Payment

• Salary shall be credited to your designated bank account by the 7th of each month for the preceding month.
• Salary for any part of the month shall be calculated on a pro-rata basis.

3. Probation Period

1. You will be on probation for a period of three (3) months from the date of joining.
2. During probation, your performance and conduct will be evaluated.
3. Upon successful completion of probation, you will be confirmed as a permanent employee.
4. The company reserves the right to extend the probation period by an additional three (3) months if performance is not satisfactory.
5. During probation, either party may terminate the employment with fifteen (15) days written notice or salary in lieu thereof.

4. Working Hours

1. Standard working hours are 9:30 AM to 7:00 PM, Monday to Friday, with a 1 hour 15 minutes break.
2. The company follows a 5-day work week.
3. You may be required to work additional hours based on business requirements, for which no additional compensation will be provided as your salary is consolidated.
4. Remote work and flexible arrangements, if any, shall be as per company policy and manager approval.

5. Leave Entitlement

You will be entitled to leaves as per the company's leave policy applicable to your employment category:

Leave Type	Entitlement
Casual Leave	As per policy
Sick Leave	As per policy
Earned Leave	As per policy
Public Holidays	As per annual holiday list

Refer to the company's Leave Policy document for detailed terms, accumulation, and encashment rules.

6. Notice Period

1. Post-confirmation: Either party shall provide sixty (60) days written notice for separation.
2. During probation: Fifteen (15) days written notice from either party.
3. The company may, at its discretion, waive the notice period partially or fully.
4. In case of resignation without serving the full notice period, salary in lieu of the unserved notice period shall be recovered.
5. The company reserves the right to relieve you immediately upon acceptance of resignation with full and final settlement.

7. Duties and Responsibilities

1. You shall perform the duties assigned to you diligently and to the best of your ability.
2. You shall comply with all company policies, procedures, and code of conduct.
3. You shall report to your designated manager and follow reasonable instructions.
4. Your specific role responsibilities are as outlined in the job description provided separately.
5. The company may, from time to time, modify your duties based on business needs.

8. Confidentiality and Non-Disclosure

1. You shall maintain strict confidentiality of all proprietary information, trade secrets, business plans, client data, and other confidential information of the company.
2. You shall not disclose any confidential information to third parties without prior written authorization.
3. This obligation shall continue even after the termination of your employment.
4. You shall sign a separate Non-Disclosure Agreement (NDA) as a condition of employment.

9. Intellectual Property

1. All work product, inventions, developments, designs, code, documentation, and other intellectual property created by you during the course of employment shall be the sole property of the company.
2. You hereby assign all rights, title, and interest in such intellectual property to the company.
3. You shall execute any documents required to perfect the company's ownership of such intellectual property.
4. This clause shall survive the termination of employment.

10. Non-Solicitation and Moonlighting

1. You shall not, during employment and for a period of one (1) year thereafter, solicit any employee of the Company.
2. You shall not, during employment and for a period of one (1) year thereafter, solicit any client or customer with whom you had direct dealings.
3. Moonlighting: You shall not engage in any other employment, business, freelance, or consulting work during your tenure with the Company. This includes part-time jobs, gig work, and advisory roles, whether paid or unpaid.

11. Background Verification

Your appointment is subject to satisfactory verification of:

• Educational qualifications
• Employment history
• Criminal background check
• Reference checks

If any information provided is found to be false or misleading, the company reserves the right to terminate your employment immediately without notice.

12. Code of Conduct

1. You shall adhere to the company's Code of Conduct and Ethics Policy.
2. Any violation may result in disciplinary action, including termination.
3. You shall avoid any conflict of interest and disclose any potential conflicts to the management.
4. You shall not accept gifts or favors from clients, vendors, or competitors that may influence business decisions.

13. Termination

The company may terminate your employment:

1. For Cause: Without notice for misconduct, fraud, breach of confidentiality, insubordination, or violation of company policies.
2. Without Cause: With sixty (60) days notice or salary in lieu thereof (post-confirmation).
3. Redundancy: Due to business restructuring, with applicable severance as per law.

Upon termination:

• You shall return all company property (laptop, access cards, documents, etc.).
• You shall complete the exit formalities and handover.
• Full and final settlement will be processed within 45 days of last working day.

14. Grievance Redressal

1. Any grievance or complaint shall be first raised with your immediate supervisor.
2. If unresolved, it may be escalated to HR through the formal grievance process.
3. The company is committed to addressing grievances fairly and promptly.

15. General Terms

1. This appointment is personal and non-transferable.
2. Your continuation of employment is subject to satisfactory performance and conduct.
3. The company may modify terms and conditions with reasonable notice.
4. This letter supersedes all previous communications, offers, and agreements.
5. Any dispute shall be subject to the jurisdiction of courts in {{JURISDICTION}}.

16. Digital Acceptance

By accepting this appointment through OX Bema, you acknowledge and confirm that:

1. You have read and understood all terms and conditions of this appointment letter.
2. You accept the appointment as {{DESIGNATION}} at the Company.
3. The information provided by you is true and accurate.
4. You understand that any false or misleading information may result in termination of employment.

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Enclosures

The following documents are available via OX Bema:

• Appointment Letter (this document)
• Non-Disclosure Agreement (NDA)
• Code of Conduct Policy
• Leave Policy
• IT and Security Policy
• Employee Handbook

This document is digitally issued via OX Bema. Acceptance recorded electronically constitutes a valid electronic signature under the Information Technology Act, 2000.

You can download or print this document anytime from OX Bema, even after relieving from the company.

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Template Variables

Employment Details

Variable	Description	Example
{{BRAND_NAME}}	Brand name	OX Infy
{{LEGAL_ENTITY}}	Registered company name	OX Softwares Private Limited
{{APPOINTMENT_ID}}	Appointment reference ID	OXI-APT-2026-001
{{APPOINTMENT_DATE}}	Date of appointment letter	February 1, 2026
{{OFFER_ID}}	Offer reference ID	OXI-OFR-2026-001
{{OFFER_DATE}}	Date of offer letter	January 15, 2026
{{EMPLOYEE_NAME}}	Full name of employee	Priya Nair
{{EMPLOYEE_ID}}	Employee ID	OXI-EMP-2026-042
{{DESIGNATION}}	Job title	SDE-I
{{DEPARTMENT}}	Department name	Engineering
{{GRADE}}	Grade or level	L3
{{WORK_LOCATION}}	Office location	Palani
{{DOJ}}	Date of joining	January 20, 2026
{{EMPLOYEE_TYPE}}	Employment type	Permanent
{{JURISDICTION}}	Legal jurisdiction	Palani, Tamil Nadu

Salary Components

Variable	Description	Example
{{ANNUAL_CTC}}	Annual CTC	₹6,00,000
{{BASIC_MONTHLY}}	Basic salary per month	₹20,000
{{BASIC_ANNUAL}}	Basic salary per annum	₹2,40,000
{{HRA_MONTHLY}}	HRA per month	₹8,000
{{HRA_ANNUAL}}	HRA per annum	₹96,000
{{SPECIAL_MONTHLY}}	Special allowance per month	₹17,320
{{SPECIAL_ANNUAL}}	Special allowance per annum	₹2,07,840
{{GROSS_MONTHLY}}	Gross salary per month	₹45,320
{{GROSS_ANNUAL}}	Gross salary per annum	₹5,43,840
{{PF_EMPLOYER_MONTHLY}}	Employer PF contribution per month	₹2,400
{{PF_EMPLOYER_ANNUAL}}	Employer PF contribution per annum	₹28,800
{{CTC_MONTHLY}}	Total CTC per month	₹50,000
{{PF_EMPLOYEE_MONTHLY}}	Employee PF deduction per month	₹2,400
{{PF_EMPLOYEE_ANNUAL}}	Employee PF deduction per annum	₹28,800
{{PT_MONTHLY}}	Professional tax per month	₹200
{{PT_ANNUAL}}	Professional tax per annum	₹2,400
{{DEDUCTIONS_MONTHLY}}	Total deductions per month	₹2,600
{{DEDUCTIONS_ANNUAL}}	Total deductions per annum	₹31,200
{{NET_MONTHLY}}	Net take-home per month	₹42,720
{{NET_ANNUAL}}	Net take-home per annum	₹5,12,640