Free template · Word and PDF · updated 6 Oct 2026

Salary certificate format, with gross, net and CTC labelled.

A salary certificate on letterhead, filled in here for Rohan Das at Paiteq, issued for his rental agreement for a flat in Bengaluru, and blank below it. Every figure is a whole month on his current pay. Download it in Word, print it or save it as PDF, or copy the text onto your letterhead.

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[Company name]

[Registered address] · [Phone or email]

Ref: [Reference number]
Date: [Date of issue]

To whom it may concern

Subject: Salary certificate

This is to certify that [Full name] is employed with [Company name], and is paid as set out below.

Employment and pay

Name: [Full name as on PAN]
Employee code: [Employee code]
PAN: [Masked, e.g. ABCPX••••K, unless the reader needs it in full]
Designation: [Designation], [Department]
Date of joining: [Date]
Type of employment: [Regular / Fixed-term, ending on (date)]; [on probation / confirmed]
Monthly gross pay: [₹ total]: basic [₹], [each allowance and its amount]
Monthly deductions: PF [₹], ESI [₹], professional tax [₹], TDS [₹]
Net monthly pay: [₹], paid to [bank] account ending [last four digits]
Annual CTC: [₹] a year, including employer PF of [₹] and employer ESI of [₹]
Issued for: [Purpose, as the employee asked]

This certificate is issued at the employee's request for the purpose above, and states the pay in force on the date of issue.

To check it, please write to [HR contact], quoting the reference number above.

For [Company name],

[Name of the signatory][Designation], for [Company name]

The filled sample and the blank, with a margin note on every field

Paiteq Technologies

Bengaluru, Karnataka

Ref: PTQ/SAL/2026/007
Date: Mon 5 Oct 2026

To whom it may concern

Subject: Salary certificate

This is to certify that Rohan Das is employed with Paiteq Technologies, and is paid as set out below.

Employment and pay

Name: Rohan Das; Core factbecause a bank or landlord matches it to PAN and to the bank account the salary is paid into.
Employee code: PT-0112; Good practicebecause it lets anyone checking the certificate find the right record quickly.
PAN: ABCPD••••K; Optionalbecause a masked PAN is enough for most readers. Give it in full only when a lender's form asks for it, and only to that lender.
Designation: Customer Success Associate, Customer Success; Core factbecause it shows the role the pay belongs to.
Date of joining: Mon 4 Aug 2025; Core factbecause lenders look at length of service as much as at pay.
Type of employment: Regular, confirmed; Good practicebecause confirmed, regular employment reads differently to a lender from probation or a fixed term ending soon.
Monthly gross pay: ₹17,600: basic ₹8,000, special allowance ₹3,000,
HRA ₹5,000, conveyance ₹1,600; Core factbecause a monthly figure broken into components matches the salary slips the reader will also ask for.
Monthly deductions: PF ₹1,320, ESI ₹83, professional tax ₹0, TDS ₹0; Good practicebecause net pay is what the reader really wants, and the deductions show how it was reached. Karnataka levies no PT below ₹25,000 a month of gross wages.
Net monthly pay: ₹16,197, paid to HDFC Bank account ending 2291; Core factbecause a loan is sized on take-home, and the bank can match it to the salary credits on the statement. State it as the fixed monthly pay in force. If last month's credit differed (LOP, arrears, a reimbursement), say so in one line, or the lender will ask.
Annual CTC: ₹2,31,336 a year, including employer PF of ₹15,840
and employer ESI of ₹4,296; Optionalbecause a visa or rental form may ask for an annual figure. Label it CTC and show what the employer adds, so nobody mistakes it for take-home. Use your company's own CTC definition, the one in the offer letter, and never a different one for a certificate.
Issued for: At Rohan's request, for his rental agreement for a flat in Bengaluru; Good practicebecause a certificate issued for one purpose shouldn't be reused for another without a fresh one.

This certificate is issued at the employee's request for the purpose above, and states the pay in force on the date of issue.

To check it, please write to our HR team, quoting the reference number above.

For [Company name],

Meenal JoshiFounder, for Paiteq Technologies

Paiteq Technologies

[Registered address] · [Phone or email]

Ref: [Reference number]
Date: [Date of issue]

To whom it may concern

Subject: Salary certificate

This is to certify that [Full name] is employed with [Company name], and is paid as set out below.

Employment and pay

Name: [Full name as on PAN]; Core factbecause a bank or landlord matches it to PAN and to the bank account the salary is paid into.
Employee code: [Employee code]; Good practicebecause it lets anyone checking the certificate find the right record quickly.
PAN: [Masked, e.g. ABCPX••••K, unless the reader needs it in full]; Optionalbecause a masked PAN is enough for most readers. Give it in full only when a lender's form asks for it, and only to that lender.
Designation: [Designation], [Department]; Core factbecause it shows the role the pay belongs to.
Date of joining: [Date]; Core factbecause lenders look at length of service as much as at pay.
Type of employment: [Regular / Fixed-term, ending on (date)]; [on probation / confirmed]; Good practicebecause confirmed, regular employment reads differently to a lender from probation or a fixed term ending soon.
Monthly gross pay: [₹ total]: basic [₹], [each allowance and its amount]; Core factbecause a monthly figure broken into components matches the salary slips the reader will also ask for.
Monthly deductions: PF [₹], ESI [₹], professional tax [₹], TDS [₹]; Good practicebecause net pay is what the reader really wants, and the deductions show how it was reached. Karnataka levies no PT below ₹25,000 a month of gross wages.
Net monthly pay: [₹], paid to [bank] account ending [last four digits]; Core factbecause a loan is sized on take-home, and the bank can match it to the salary credits on the statement. State it as the fixed monthly pay in force. If last month's credit differed (LOP, arrears, a reimbursement), say so in one line, or the lender will ask.
Annual CTC: [₹] a year, including employer PF of [₹] and employer ESI of [₹]; Optionalbecause a visa or rental form may ask for an annual figure. Label it CTC and show what the employer adds, so nobody mistakes it for take-home. Use your company's own CTC definition, the one in the offer letter, and never a different one for a certificate.
Issued for: [Purpose, as the employee asked]; Good practicebecause a certificate issued for one purpose shouldn't be reused for another without a fresh one.

This certificate is issued at the employee's request for the purpose above, and states the pay in force on the date of issue.

To check it, please write to [HR contact], quoting the reference number above.

For [Company name],

[Name of the signatory][Designation], for [Company name]

Design preview · sample data · Paiteq Technologies. Margin notes never print.

Common practice; no Labour Code requires a salary certificate · the monthly wage slip is required under Code on Wages, 2019, s.50 and the Central Rules (notified 8 May 2026), from 21 Nov 2025 · reviewed 6 Oct 2026

No. 01

By purpose

What a bank, an embassy or a landlord reads first.

The blank works for all three. Each reader looks for different lines, so fill those carefully and leave out what nobody asked for.

Three readers, three questions

Fill in the purpose line every time. The figures should be the ones on the employee's latest salary slip, so the reader can match them.

Home or personal loan: net pay, service, status

because lenders size a loan on take-home and look for confirmed employment and length of service. Expect them to ask for slips and Form 130 (earlier Form 16) too.

Visa: role, dates, pay, leave

because embassies want to see the person is employed and expected back. Many also ask for a separate letter approving the leave for the trip, with the dates.

Rental: net monthly pay

because a landlord wants to know the rent is affordable. Net monthly pay is usually enough; CTC can mislead here.

PAN: masked by default

because the full number is needed only when a form asks for it. Mask it on every other copy.

Request email to HR

Employees: say who will read it and what they asked for. A company that runs payroll in LekhaHR has the monthly figures on the employee's record, so the certificate agrees with the slips.

Sample email · copy and fill the brackets

Subject: Request for salary certificate: [Your full name], [Employee code]

Dear [HR contact's name],

Please issue a salary certificate on the company letterhead, signed and dated, for [a home loan application with (bank) / a visa application to (country) / my rental agreement].

The reader has asked for [monthly gross and net pay / annual CTC / my date of joining and confirmation status]. [If a form is attached: Please fill in the attached form as well.]

Please mask my PAN unless the form asks for it in full. I need it by [date].

Thank you,
[Your full name]
[Employee code]

No. 02

Field by field

What to write in each field.

A salary certificate is read by someone outside the company who will compare it with salary slips and a bank statement. Each field should match those, figure for figure.

01Name: Core fact

because a bank or landlord matches it to PAN and to the bank account the salary is paid into.

02Designation: Core fact

because it shows the role the pay belongs to.

03Date of joining: Core fact

because lenders look at length of service as much as at pay.

04Monthly gross pay: Core fact

because a monthly figure broken into components matches the salary slips the reader will also ask for.

05Net monthly pay: Core fact

because a loan is sized on take-home, and the bank can match it to the salary credits on the statement. State it as the fixed monthly pay in force. If last month's credit differed (LOP, arrears, a reimbursement), say so in one line, or the lender will ask.

06Employee code: Good practice

because it lets anyone checking the certificate find the right record quickly.

07Type of employment: Good practice

because confirmed, regular employment reads differently to a lender from probation or a fixed term ending soon.

08Monthly deductions: Good practice

because net pay is what the reader really wants, and the deductions show how it was reached. Karnataka levies no PT below ₹25,000 a month of gross wages.

09Issued for: Good practice

because a certificate issued for one purpose shouldn't be reused for another without a fresh one.

10PAN: Optional

because a masked PAN is enough for most readers. Give it in full only when a lender's form asks for it, and only to that lender.

11Annual CTC: Optional

because a visa or rental form may ask for an annual figure. Label it CTC and show what the employer adds, so nobody mistakes it for take-home. Use your company's own CTC definition, the one in the offer letter, and never a different one for a certificate.

No. 03

The rule

Is a salary certificate the same as a salary slip?

No. The salary slip is a legal duty: every employee gets one each month under Code on Wages, 2019, s.50 and the Central Rules (notified 8 May 2026), from 21 Nov 2025. A salary certificate is a letter issued on request, stating current pay for a reader outside the company. The annual TDS certificate is a third document, Form 130 (earlier Form 16). Lenders often ask for all three.

Salary slip: every month, by law

because Code on Wages, 2019, s.50 and the Central Rules (notified 8 May 2026) requires it for every employee, from 21 Nov 2025.

Salary certificate: on request

because no Labour Code requires it. Issue it when asked, for the purpose stated, with the pay in force that day.

Form 130 (earlier Form 16): once a year

because it is the employer's certificate of tax deducted from salary, under the Income-tax Act, 2025 (in force 1 Apr 2026) and the rules made under it.

Which one a lender trusts: all three, together

because each confirms the others: the certificate states the pay, the slips show it paid, and Form 130 shows the tax deducted on it.

No. 04

Questions answered

What is the format of a salary certificate?

Letterhead, reference number and date; 'To whom it may concern'; a line certifying the person is employed; then name, employee code, designation, date of joining, monthly gross pay by component, deductions, net pay and the purpose; then a signature. The components should match the employee's salary slip line for line. If the reader needs an annual tax certificate instead, see the Form 130 guide.

Should a salary certificate show CTC or net pay?

Monthly gross and net pay first, because that is what a lender or landlord can match to a bank statement. Add annual CTC only if asked, labelled, with the employer's PF and ESI shown. Rohan's CTC is ₹2,31,336 a year; his take-home is ₹16,197 a month. Payroll in LekhaHR shows both on the same record.

How do I get a salary certificate from my employer?

Email HR with what you need it for, who will read it, what they asked for, and the date you need it by. Attach the reader's form if there is one. If you have left, ask for a certificate of service and last drawn salary: the same format, in the past tense, stating the dates of employment and the monthly pay on the last day. Visa files and background checks often need it alongside the experience letter.

No. 05

Common mistakes

Six ways a salary certificate gets sent back.

Each one is a mismatch the reader notices.

01CTC presented as salary

because the reader compares it with the salary credits on the bank statement, and the two don't match.

02Figures that differ from the slips

because the certificate and the last three slips should show the same components and amounts.

03Full PAN on every copy

because a masked PAN is enough for most readers, and a full one is one more copy of an identifier to lose.

04No purpose stated

because a certificate issued for a rental can turn up later in a loan file, with pay that has since changed.

05Hiding a resignation

because if the employee has resigned, the certificate must say so, with the last working day. Lenders phone HR to verify, and a certificate that hides a resignation is the company's problem.

06Unsigned or undated

because a reader can't check a certificate with no signatory, reference or date.

No. 06

Questions

Questions about salary certificates

Should a salary certificate show PAN?

Masked, in most cases: the first five and the last character are enough for a reader to match it. Give the full PAN only when a lender's or embassy's form asks for it, and only on the copy that goes to them. The employee's salary slips carry the same masked form.

Who signs a salary certificate?

Someone with authority to speak for the company on pay, usually the HR head, the finance head, the founder or a director, with their name and designation. Use the letterhead, a reference number and the date of issue, so the reader can check it with you.

What documents do banks ask for with a salary certificate?

For a home loan, most lenders ask for the last three months' salary slips, six months of the salary account statement, and the last two years' Form 130 (earlier Form 16). The certificate has to agree with all three: the same name, employer, monthly pay and account. Check the bank's own list before you issue anything.

Is a salary certificate the same as a salary slip?

No. A salary slip is issued every month for every employee and is a legal duty under Code on Wages, 2019, s.50 and the Central Rules (notified 8 May 2026), from 21 Nov 2025. A salary certificate is a one-off letter, issued on request, stating current pay for a reader outside the company.

A bank has sent an employer undertaking with the loan form. Should HR sign it?

Sign the salary certificate; don't sign an undertaking that makes the company liable for the loan, such as a promise to keep the salary account unchanged or to deduct EMIs from pay. If a lender's form asks for one, it is a founder's decision, not HR's.

What should HR say when a lender calls to verify a salary certificate?

Ask for the reference number first, then confirm only what the certificate says: that it was issued, to whom, and the figures on it. Don't add anything the certificate leaves out, and don't confirm a certificate whose reference you can't find.

Is there a salary certificate format in Word or PDF?

Yes. Fill it in with the letter builder at the top of this page and download it as a filled Word (.docx) file, or print it or save it as PDF; nothing you type leaves your browser. The blank Word file is there too, with no email and no sign-up, and the filled sample shows it completed for one employee.

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