Appointment letter for a new employee

What must an appointment letter to a new employee contain?

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Section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires every employer to issue a letter of appointment to every employee on appointment, with such information and in such form as the appropriate Government prescribes. The whole Code has been in force since 21 November 2025.

Rule 6 of the Occupational Safety, Health and Working Conditions (Central) Rules, 2026 says no employee shall be employed in any establishment unless an appointment letter has been issued in its format. The format lists sixteen items: the employee's name, date of birth, father's or mother's name, Aadhaar number after obtaining consent, the establishment's Labour Identification Number, Universal Account Number or Insurance Number if available, designation, type of employment, category of skill, date of joining, wages, other allowance, social security applicability, broad nature of duties, Maternity Benefit under Chapter VI of the Code on Social Security, 2020 for a woman employee, and any other information. It ends with the employer's signature or digital signature.

This letter follows the central format. Where the State Government is the appropriate Government, its rules may ask for more, so check the State form.

What you get

Appointment letter, as a Word file to edit and a PDF to print

Example with made-up names

Letter of appointment

Date: 24 October 2026

From: Kestrel Design Studio Private Limited, 14 Tulsi Road, Indore, Madhya Pradesh 452001.

To: Arjun Verma

Subject: Letter of appointment as Graphic Designer

Dear Arjun Verma,

Kestrel Design Studio Private Limited appoints you on the terms below. This letter is issued under section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 and carries the items that the format in rule 6 of the Occupational Safety, Health and Working Conditions (Central) Rules, 2026 lists for a letter of appointment.

Name of employee: Arjun Verma
Date of birth: 12 April 1998
Father's or mother's name: Sunita Verma
Aadhaar number (after obtaining consent): 1111 2222 3333
Labour Identification Number of the establishment: LIN-0000-0000
Universal Account Number and/or Insurance Number: 100200300400
Designation: Graphic Designer
Type of employment: Regular
Category of skill: Skilled
Date of joining: 2 November 2026
Wages, basic or pay: ₹32,000 per month. Dearness allowance: ₹4,000 per month.
Other allowance, including accommodation: House rent allowance of Rs 6,000 per month
Applicability of social security benefits: EPFO, Applicable. ESIC, Not applicable.
Broad nature of duties: Prepare brand and packaging designs for client projects., Hand over final files to the project lead.
Benefits under Chapter VI (Maternity Benefit) of the Code on Social Security, 2020, for a woman employee: Not applicable.
Any other information: Working hours and leave follow the establishment's written policy given to you on joining.

Yours sincerely,

Signature / Digital Signature of Employer

Meera Joshi

Director

for Kestrel Design Studio Private Limited

Date: 24 October 2026

Fill in your own

The establishment and who signs

Name of the establishment *

Address of the establishment *

Labour Identification Number of the establishment *

Name of the person who signs for the employer *

Role of the person who signs *

Date on the letter *Today, or any day in the next seven days.

The employee

Name of the employee *

Date of birth *

Father's or mother's name *

Has the employee consented to give an Aadhaar number? *

The format asks for the Aadhaar number after obtaining consent.

Universal Account Number and/or Insurance NumberThe format asks for it if available. Leave it empty if there is none yet.

Is the employee a woman? *

The post and the pay

Designation *

Type of employment *

Category of skill *

Date of joining *

Broad nature of duties *

Wages, basic or pay *

Dearness allowanceLeave it empty if none is paid.

The amounts above are paid *

Other allowance, including accommodation, whichever applicableLeave it empty if there is none.

Social security and other information

Do EPFO benefits apply to this employee? *

Do ESIC benefits apply to this employee? *

Any other informationLeave it empty if there is none.

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Common questions

Can I put the employee's Aadhaar number on the letter?

The format shows the Aadhaar number with the words after obtaining consent. The form asks whether the employee has consented and prints the number only if the answer is yes.

Does this letter follow my State's format?

It follows the central format in rule 6. Where the State Government is the appropriate Government, its rules may ask for more, so check the State form and add what it asks for under any other information.

What happens if an employer does not issue a letter?

Section 94 of the Code begins "Save as otherwise expressly provided in this Code". It then says that if there is a contravention of the Code or its rules, the employer or the principal employer of the establishment, as the case may be, is liable to a penalty of not less than two lakh rupees, which may extend up to three lakh rupees, with a further penalty of up to Rs 2,000 for each day if the contravention continues after conviction.

Who signs the letter?

The format ends with the signature or digital signature of the employer. The form asks for the name and role of the person who signs for the establishment.

Source: Code on Social Security, 2020, First Schedule, entry for Chapter VI (maternity benefit): every factory, mine or plantation, and every shop or establishment in which ten or more employees are employed, or were employed, on any day of the preceding twelve months. Read 18 October 2026. Sections 1 to 14 and the coverage test in the First Schedule in force from 21 November 2025 (S.O. 5319(E)).
Source: Occupational Safety, Health and Working Conditions Code, 2020, section 6(1)(f) (letter of appointment to every employee, with such information and in such form as may be prescribed), section 133(2)(g) and section 94. Read 24 October 2026. The whole Code has been in force from 21 November 2025 (S.O. 5321(E)). Text read in the gazette copy of Act 37 of 2020.
Source: Occupational Safety, Health and Working Conditions (Central) Rules, 2026, rule 6 (format of the appointment letter, sixteen items). Read 24 October 2026. Notified as G.S.R. 345(E) on 8 May 2026. Rule 1(3) brings the Rules into force on the date of their publication in the Official Gazette. Read at the gazette PDF.

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