[COMPANY NAME]
[Company Address]
Date: [DD/MM/YYYY]

OFFER LETTER

Dear [Candidate Full Name],

We are delighted to offer you the position of [Job Title] at [Company Name], subject to the terms and conditions outlined below.

EMPLOYMENT DETAILS:
Designation: [Job Title]
Department: [Department Name]
Reporting to: [Manager Name / Designation]
Date of Joining: [DD/MM/YYYY]
Place of Posting: [Location]
Employment Type: Permanent / Contract

COMPENSATION:
Your Cost to Company (CTC) will be ₹[Amount]/year, comprising:
Basic Salary: ₹[Amount]/month
HRA: ₹[Amount]/month
Special Allowance: ₹[Amount]/month
PF (Employer Contribution): ₹[Amount]/month
Total Monthly Gross: ₹[Amount]/month

TERMS AND CONDITIONS:
1. This offer is subject to satisfactory verification of your educational qualifications and previous employment references.
2. You will be on probation for a period of 6 months from your date of joining.
3. During probation, the notice period is 7 days on either side.
4. Post-confirmation, the notice period is 30 days on either side.
5. You will be governed by the company’s HR policies, which may be amended from time to time.
6. This offer is contingent upon submission of all required documents before joining.

Please sign and return a copy of this letter as your acceptance.

We look forward to welcoming you to our team.

Yours sincerely,

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

——————————————–
ACCEPTANCE

I, [Candidate Full Name], accept the above offer and confirm my joining on [DD/MM/YYYY].

Signature: _________________ Date: ___________

LEAVE APPLICATION FORM
[Company Name]

Employee Name: _________________________________
Employee ID: ________________
Department: ________________
Designation: ________________
Reporting Manager: ________________

TYPE OF LEAVE:
☐ Casual Leave (CL)
☐ Earned Leave (EL) / Privilege Leave (PL)
☐ Sick Leave (SL)
☐ Maternity Leave
☐ Paternity Leave
☐ Compensatory Off (Comp-off)
☐ Loss of Pay (LOP)
☐ Other: ________________

LEAVE DETAILS:
From Date: _____________ To Date: _____________
Number of Days: _____________
Leave Balance Available: _____________
Reason for Leave: _________________________________
_________________________________________________

Contact during leave (mobile): _____________________
Handover to: _____________________________________

Employee Signature: _____________ Date: __________

——– FOR OFFICE USE ONLY ——–
☐ Approved ☐ Rejected ☐ Partially Approved (from _____ to _____)
Remarks: _________________________________________
Manager Signature: _____________ Date: __________
HR Signature: __________________ Date: __________

EXPENSE REIMBURSEMENT CLAIM
[Company Name]

Employee Name: _________________________________
Employee ID: ________________ Department: _______
Month/Period: ______________ Date of Claim: ______

EXPENSE DETAILS:
Sr | Date | Category | Description | Amount (₹) | Receipt?
—|——|———-|————-|————|——–
1 | | Travel | | | ☐Y ☐N
2 | | Meals | | | ☐Y ☐N
3 | | Accommodation | | | ☐Y ☐N
4 | | Client Entertainment | | | ☐Y ☐N
5 | | Courier/Postage | | | ☐Y ☐N
6 | | Other: | | | ☐Y ☐N

TOTAL CLAIMED: ₹ _____________

GST Amount (if applicable): ₹ _____________
GST Invoice Number: _________________________

Employee Declaration: I hereby certify that the above expenses were incurred for official business purposes and all amounts are correct.

Employee Signature: _____________ Date: __________

——– APPROVAL ——–
☐ Approved in Full: ₹ _____________
☐ Partially Approved: ₹ _____________ (Reason: _______)
☐ Rejected (Reason: ________________________________)

Manager Signature: ______________ Date: __________
Finance Approval: _______________ Date: __________
Payment Date: ___________________ Payment Mode: ___

ANNUAL PERFORMANCE APPRAISAL FORM
[Company Name] | Appraisal Period: ____________

EMPLOYEE DETAILS:
Name: ___________________ Designation: ___________
Department: _____________ Reporting Manager: ______
Date of Joining: _________ Review Date: ___________

RATING SCALE: 5=Exceptional | 4=Exceeds Expectations | 3=Meets Expectations | 2=Needs Improvement | 1=Unsatisfactory

SECTION A — GOAL ACHIEVEMENT
Goal/KRA | Target | Achieved | Employee Rating | Manager Rating
———|——–|———-|—————–|—————
1. ______|________|__________|_________________|_______________
2. ______|________|__________|_________________|_______________
3. ______|________|__________|_________________|_______________
4. ______|________|__________|_________________|_______________
Goal Achievement Score: Employee ___/5 | Manager ___/5

SECTION B — COMPETENCY ASSESSMENT
Competency | Employee Rating | Manager Rating
———–|—————–|—————
Communication Skills | ___/5 | ___/5
Teamwork & Collaboration | ___/5 | ___/5
Initiative & Problem Solving | ___/5 | ___/5
Attendance & Punctuality | ___/5 | ___/5
Quality of Work | ___/5 | ___/5
Competency Score: Employee ___/5 | Manager ___/5

SECTION C — OVERALL RATING
Overall Score: Employee ___/5 | Manager ___/5

SECTION D — DEVELOPMENT PLAN
Strengths: ______________________________________________
Areas for Improvement: __________________________________
Training Needs: _________________________________________
Goals for Next Year: ____________________________________

SECTION E — COMMENTS
Employee Comments: ______________________________________
Manager Comments: _______________________________________

Employee Signature: ______________ Date: __________
Manager Signature: _______________ Date: __________
HR Signature: ___________________ Date: __________

[COMPANY NAME]
[Company Address]
Date: [DD/MM/YYYY]

[Employee Full Name]
[Designation]
[Department]

Subject: Acceptance of Resignation

Dear [Employee Name],

This is to acknowledge receipt of your resignation letter dated [DD/MM/YYYY], wherein you have tendered your resignation from the position of [Designation] effective [Last Working Day Date].

We accept your resignation, and your last working day will be [DD/MM/YYYY], as per your notice period of [X days/months].

Please note the following during your notice period:
1. Complete and hand over all pending work and projects to [Colleague/Manager Name].
2. Return all company assets including laptop, access cards, and any other equipment.
3. Complete the exit formalities as per HR process.

Your Full & Final Settlement, including pending salary, leave encashment, and other dues, will be processed within 30 days of your last working day.

We appreciate your contributions to [Company Name] during your tenure and wish you the very best in your future endeavours.

Yours sincerely,

[HR Manager/Authorised Signatory Name]
[Designation]
[Company Name]

Acknowledgement:
I, [Employee Name], acknowledge receipt of this letter.
Signature: _____________ Date: ___________

EMPLOYEE ONBOARDING CHECKLIST
[Company Name]

Employee: _________________ Role: _________________
Start Date: _______________ Buddy/Mentor: ___________

BEFORE DAY 1 (HR)
☐ Offer letter sent and signed
☐ Aadhaar KYC verification completed
☐ PAN card collected
☐ Bank account details collected
☐ Educational certificates verified
☐ Previous employment documents collected
☐ Email ID created and credentials sent
☐ Laptop/workstation set up
☐ Access card arranged
☐ Team notified of new joinee

DAY 1
☐ Welcome by HR and team introduction
☐ Office tour and workstation setup
☐ Company overview presentation
☐ HR policies document given and explained
☐ IT systems access granted (email, tools, portals)
☐ EZHRM ESS access provided
☐ Emergency contacts form filled
☐ Mentor/buddy introduced

WEEK 1
☐ Department-specific orientation with manager
☐ Key processes and workflows explained
☐ Tools and software training
☐ Access to required systems confirmed
☐ First 30-day goals set with manager
☐ Key contacts introduced across departments

END OF WEEK 1 CHECK-IN
☐ Any questions/concerns addressed
☐ Access and equipment issues resolved
☐ Initial feedback collected

MONTH 1
☐ 30-day performance review with manager
☐ Any training needs identified
☐ Probation review date set
☐ Feedback on onboarding experience collected

HR Sign-off: ________________ Date: ___________
Manager Sign-off: ____________ Date: ___________