India Bulk Appointment Letter Generator (Labour Codes, Every Worker)

About the India Bulk Appointment Letter Generator (Labour Codes, Every Worker)

Section 6(1)(f) of the Occupational Safety, Health and Working Conditions Code, 2020 requires the employer of an establishment the Code covers to issue a letter of appointment to every employee on his appointment in the establishment, with such information and in such form as may be prescribed by the appropriate Government; a worker who had not been given one before the Code commenced was to receive one within three months of that commencement. The Government describes the letter as stating the worker’s designation, wages and social security entitlements.

This tool turns your staff sheet into one letter per worker that says exactly that. Fill in the establishment once — name, address, authorised signatory, logo, hours, weekly day off, notice period and which social-security entitlements apply — then choose a sheet with one row per worker: name, designation, category of skill, date of joining, the wage components, and optionally the place of work, the UAN and the ESIC number. Each letter prints on your letterhead in English and the worker’s own language side by side — Hindi, Marathi, Gujarati, Tamil, Telugu, Kannada, Bengali, Punjabi, Malayalam or Odia — with the wages component by component, the total in words, the entitlements and an acknowledgement for the worker to sign.

With a Premium pass you download one PDF per worker in a ZIP with an issue register, or a combined print file; without one the free preview makes the first letters as marked page images and counts the rest. Rows with a missing or unreadable wage or date are listed with the line number — never guessed. There is no Aadhaar field. It is a template reviewed against the Code, not legal advice: check your State’s rules and have a lawyer review the wording before you issue letters.

Common uses

• Factories, warehouses, shops and sites issuing appointment letters to every worker after the Labour Codes came into force.
• A monthly batch for new joiners, in the language each worker reads.
• HR teams that need an issue register with an acknowledgement column for the inspection file.
• Contractors who must hand each worker their own letter stating wages and social security.

What the law asks for

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 his appointment in the establishment, with such information and in such form as may be prescribed by the appropriate Government, and where an employee had not been issued one on or before the Code’s commencement, to issue it within three months of that commencement. Section 133 lets the appropriate Government make rules about the information to be included in the letter of appointment and the form of such letter, so the exact form comes from the Central or your State’s rules — check them.

“Establishment” in the Code generally means a place where ten or more workers are employed (s.2(1)(v)), with factories, mines, ports and dock work covered on their own terms. The Government’s announcement that the four Labour Codes are effective describes a mandatory appointment letter for all workers — clearly stating their designation, wages, and social security entitlements, which is what this template states.

The terms the template starts with follow the Code: at most eight hours a day (s.25(1)(a)) and six days a week (s.26(1)) for a worker, with overtime at twice the rate of wages (s.27); the tool warns if the hours you enter go beyond them. Wages for a monthly wage period are paid before the end of the seventh day of the next month (Code on Wages, 2019, s.17(1)(iv)).

The staff sheet

Needed: Name, Designation, Date of joining and Basic pay. Used when present: Employee code, Category of skill (unskilled, semi-skilled, skilled or highly skilled), Department, Place of work, Type of employment (permanent, fixed-term, part-time or trainee) with a Fixed-term end date, Dearness allowance, House rent allowance, Conveyance allowance, Special allowance, Other allowance, UAN, ESIC number, Language and a Letter date.

Dates may be written 2026-12-01 or 01/12/2026; amounts as plain numbers (14000 or 14,000). A row is listed and left out when the name, designation, date of joining or basic pay is missing or cannot be read, when an employee code repeats, when a fixed-term row has no end date, or when the category, type or language is not one of the values above. A UAN that is not 12 digits or an ESIC number that is not 10 digits is left off that letter and reported, and the letter is still made. There is no Aadhaar column: the letter does not need it.

Both languages, properly set

Every letter prints the English and, under each line, the worker’s language — never instead of the English, so your records and an inspector read the English too. The ten languages are those the fonts in this tool cover: Hindi, Marathi, Gujarati, Tamil, Telugu, Kannada, Bengali, Punjabi, Malayalam and Odia (a Language column may set it per worker).

The text is shaped the way the script is written — conjuncts, half forms, reph, pre-base and split vowel signs, mark positions — and each script’s Noto Sans font (SIL Open Font License 1.1) goes into the PDF as a subset of the glyphs used. The letters are therefore real text: searchable, selectable and read aloud by a screen reader, not pictures of letters. Names, designations and amounts are printed exactly as your sheet has them, in whatever script they are written in. In the worker’s language the date of joining is written in figures (day/month/year), a weekly day off that is one weekday (Sunday) is named in the language, and so are the wage components while they keep their usual names; a component you rename and clauses you write stay as you wrote them.

What you download

• All letters (ZIP): one PDF per worker, named after the employee code and the name, plus issue-register.csv.
• Combined print file (PDF): every letter one after another, to print in one go.
• Issue register (CSV): one line per letter — the sheet line, the reference, the code, name, designation, category, department, place of work, date of joining, type of employment, total wages, wage period, language, UAN, ESIC number, letter date and file name — with an empty Acknowledgement received (date and signature) column for the signed copies.
• This letter (PDF): the worker shown in the preview.

Keep it accurate

The letter states what your sheet says. Give each worker their copy, take the acknowledgement, keep a signed copy on their file and record it in the register. The wording of the clauses — hours, weekly day off, notice period, extra clauses — is yours to set, and the letters use your wording: have it reviewed by a lawyer who knows your State’s rules before the first batch goes out.

Limitations

• A template reviewed against the Code and the Government’s description of it, not legal advice, and not the form prescribed by any State: check the rules that apply to your establishment.
• The wage components and the clauses come from you; the tool does not check a wage against any minimum-wage notification.
• Only the ten languages above are offered: they are the scripts the fonts in this tool cover. For another language, write the clauses in English and add your own translated wording as extra clauses.
• The staff sheet is read on this page only; it is not saved in the browser, so choose it again after a reload (the establishment details and your wording are kept).
• The first letter in an Indian language downloads that script’s font and the text shaper from this site; after that everything works offline.

Privacy

On this device; its files download once

Everything happens in your browser. The staff sheet is read on this device and never uploaded; the establishment details and your wording are kept in this browser’s local storage until you clear them, and the wages and names of your workers are never stored by MySmartCoPilot.