A salary slip format is the layout of the monthly statement your employer gives you, showing what you earned, what was deducted and the net pay credited to your bank account. It lists earnings such as basic salary and HRA, deductions such as provident fund, professional tax and income tax, and the final net pay. Our free Excel template below works out the totals for you.
You will be asked for salary slips more often than you expect: by banks for a loan or credit card, by landlords, by visa offices, and by a new employer who wants proof of your last salary. Knowing what each line means also helps you catch payroll mistakes before they cost you money.
Fill in the yellow cells. Gross pay, provident fund, total deductions and net pay calculate themselves, and a second sheet explains every line.
What a salary slip must show
Employer details: company name, address and, ideally, an official email for verification
Pay period: the month and dates the slip covers
Employee details: name, employee ID, designation, department and date of joining
Identifiers: PAN and UAN (your EPF number), with bank account details partly masked
Days: paid days and any loss-of-pay (LOP) days
Earnings: each component with its amount, and the gross total
Deductions: each deduction with its amount, and the total
Net pay: gross earnings minus total deductions, in figures and words
Authentication: a signature and seal, or a line saying the slip is system-generated
Is a salary slip mandatory in India?
Yes, for most employers. Section 50(3) of the Code on Wages, 2019 says every employer shall issue wage slips to employees in the form and manner prescribed. Section 50(4) exempts an employer only to the extent they employ not more than five people for agriculture or domestic purposes. The Ministry of Labour's FAQ on the Labour Codes says the Code's definition of wages came into force on 21 November 2025.
In practice, most companies send payslips by email or through an HR portal each month. If yours does not, ask HR in writing; Format 2 further down gives you the email.
Format 1: Salary slip format (layout to copy)
If you run a small business and need a simple payslip, use this salary slip format on your letterhead, or use the Excel file above, which does the arithmetic.
| Part | Text to copy |
|---|---|
| Header | [Company name] | [Registered address] | [Official email] |
| Title | SALARY SLIP FOR [MONTH YYYY] |
| Employee block | Employee name: [Full name] | Employee ID: [ID] | Designation: [Designation] | Department: [Department] | Date of joining: [DD-MM-YYYY] |
| Identifiers | PAN: [XXXXX1234X] | UAN: [UAN] | Bank account: [XXXXXX1234] |
| Days | Paid days: [30] | LOP days: [0] |
| Earnings | Basic salary [amount] | DA [amount] | HRA [amount] | Conveyance [amount] | Special allowance [amount] | Gross earnings [total] |
| Deductions | Provident fund [amount] | ESI [amount, if covered] | Professional tax [amount] | Income tax (TDS) [amount] | Other [amount] | Total deductions [total] |
| Net pay | Net pay: [amount] (Rupees [amount in words] only) |
| Footer | [Authorised signatory, name and designation] / or: This is a system-generated salary slip. |
A salary slip example, line by line
Here is how the figures fit together for an employee with a basic salary of Rs 30,000 a month in Maharashtra. The figures are illustrative; your own slip follows your appointment letter.
| Earnings | Amount (Rs) | Deductions | Amount (Rs) |
|---|---|---|---|
| Basic salary | 30,000 | Provident fund (12% of Rs 15,000) | 1,800 |
| House rent allowance | 12,000 | Professional tax | 200 |
| Conveyance allowance | 1,600 | Income tax (TDS) | As per your tax regime |
| Special allowance | 11,400 | ||
| Gross earnings | 55,000 | Total deductions (before TDS) | 2,000 |
| Net pay (before TDS) | 53,000 |
Want to see your yearly take-home, with income tax worked out for both regimes? Our in-hand salary calculator uses the tax year 2026-27 slabs and the same PF rules.
Earnings on a salary slip, explained
| Component | What it is | What to check |
|---|---|---|
| Basic salary | The fixed core of your pay; PF and gratuity are worked out on it | It matches your appointment letter |
| Dearness allowance (DA) | Mostly in government and some PSU jobs; counted with basic for PF | The current DA rate has been applied |
| House rent allowance (HRA) | Allowance towards rent | The HRA tax exemption is available only under the old tax regime |
| Conveyance or transport allowance | Allowance towards travel to work | The amount matches your offer |
| Special allowance | The balancing figure that makes up your agreed gross pay | Gross earnings match your monthly gross in the offer |
| Bonus, overtime, incentives | Paid in the month they are earned | Ask HR for the working if the figure looks wrong |
Deductions on a salary slip, explained
| Deduction | How it is worked out | Source |
|---|---|---|
| Provident fund (EPF) | 12% of basic + DA. If PF is paid on the wage ceiling of Rs 15,000 a month, that is Rs 1,800. Your employer also contributes 12%, mostly to your pension (EPS). | EPFO rates of contribution |
| Employees' State Insurance (ESI) | 0.75% of wages if you are covered by the ESI scheme; your employer adds 3.25%. These rates apply from 1 July 2019. | Ministry of Labour release, 13 June 2019 |
| Professional tax | Charged by your state, capped at Rs 2,500 a year. Maharashtra collects Rs 200 a month and Rs 300 in February from men earning above Rs 10,000 a month (women above Rs 25,000). Some states charge none. | Constitution, Article 276(2); Maharashtra rate schedule |
| Income tax (TDS) | Deducted each month on your expected yearly income under the regime you chose. Under the new regime, the default, the standard deduction is Rs 75,000 and a rebate makes tax nil if taxable income is up to Rs 12 lakh. | Income-tax Act, 2025, tax year 2026-27 |
| Loan or advance recovery | Any salary advance or company loan you agreed to repay | Your agreement with the employer |
The PF figures come from EPFO's rates of contribution, and the ESI rates from the Ministry of Labour's announcement of the cut that took effect on 1 July 2019.
The 50% wage rule under the Labour Codes
The Code on Wages defines "wages" and then adds a check. If the payments it excludes from wages, such as HRA, conveyance, bonus and the employer's PF contribution, add up to more than half of your total pay, the excess is treated as wages. The Ministry of Labour says this definition applies from 21 November 2025. It matters for anything worked out on wages, such as gratuity and, where PF is paid on actual wages, your provident fund.
For you, the simple check is this: on a salary slip, basic + DA usually needs to be about half of your total pay or more. If it is much lower, ask HR how they apply the rule to your PF and gratuity.
CTC, gross pay and net pay: the three numbers
| Term | What it includes | Where you see it |
|---|---|---|
| CTC (cost to company) | Everything the employer spends on you in a year: gross pay plus employer PF, gratuity, insurance and any bonus | Your offer letter |
| Gross pay | All earnings in the month before deductions | Your salary slip, as gross earnings |
| Net pay (take-home) | Gross pay minus PF, ESI, professional tax, TDS and other deductions | Your salary slip and your bank statement |
Comparing a new offer with your current salary? Put both into our salary hike calculator to see how much more actually reaches your bank.
Salary slip vs salary certificate vs Form 16
| Document | What it shows | When you get it |
|---|---|---|
| Salary slip | One month's earnings, deductions and net pay | Every month |
| Salary certificate | Your current salary on letterhead, usually for a bank or visa | On request from HR |
| Annual TDS certificate (Form 16 under the old Income-tax Act) | Salary paid and tax deducted for the whole year | After the year ends |
| Bonafide or employment certificate | That you currently work there, in which role, since when | On request from HR |
If a bank or embassy wants proof that you still work there, our bonafide certificate formats include an employee version. When you leave, you will need an experience letter instead; see our experience letter formats.
Format 2: Email to HR asking for salary slips
| Part | Text to copy |
|---|---|
| Subject | Request for salary slips: [Full name], Employee ID [ID] |
| Greeting | Dear [HR name], |
| Body | I need my salary slips for [months, e.g. July to September 2026] for [purpose, e.g. a home loan application]. Could you please share signed or system-generated copies by [date]? [If you have left: My last working day was (date).] |
| Sign-off | Thank you, / [Full name] / [Designation] / [Phone] |
Checks before you submit a salary slip
Net pay matches the amount credited to your bank account that month.
Your name, employee ID and PAN match your other documents.
The month on the slip is the one the bank or office asked for.
Gross earnings match your offer letter, after any revision.
PF appears every month, and your UAN passbook shows the same amounts.
The slip is signed and sealed, or clearly marked as system-generated.
Frequently asked questions
What is a salary slip?
It is a monthly statement from your employer listing your earnings, deductions and net pay for that month. It is also called a payslip or wage slip.
Is it mandatory for employers to give salary slips?
Yes, for most employers. Section 50(3) of the Code on Wages, 2019 says every employer shall issue wage slips to employees in the form and manner prescribed. Only employers of not more than five people for agriculture or domestic purposes are exempt, to that extent.
How much PF is deducted from salary?
12% of basic + DA. If your PF is paid on the Rs 15,000 wage ceiling, that is Rs 1,800 a month. Your employer adds another 12%, which is not deducted from your pay.
What is the difference between gross salary and net salary?
Gross salary is all earnings before deductions. Net salary is what reaches your bank account after PF, ESI, professional tax, income tax and other deductions.
Can I make my own salary slip?
No. A salary slip has to come from your employer. Creating or editing one yourself is forgery, and lenders verify slips against bank credits and with the employer. Ask HR for copies instead.
Can I get old salary slips after leaving a job?
Ask your former employer's HR in writing; Format 2 above works for that. If the company has closed, your bank statements, the annual TDS certificate and your EPF passbook together usually show your salary history.
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