Salary certificate template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Office Address]
[City], [State] [PIN Code]
Phone: [Phone Number], Email: [HR Email]
Date: [Date]
Ref: [Company Code]/HR/SC/[Year]/[Number]
To
[The Branch Manager, Bank Name, Branch Address / To whom it may concern]
Subject: Salary certificate of [Employee Name]
This is to certify that [Mr. or Ms.] [Employee Name], son or daughter of [Parent's Name], Employee ID [Employee ID], PAN [PAN], is employed with [Company Name] as [Designation] in the [Department] department at our [Location] office since [Date of Joining]. [He or she] is a [confirmed permanent / fixed-term] employee.
[His or her] salary for the month of [Month and Year] is as follows:
- Basic salary: ₹[Amount]
- Dearness allowance: ₹[Amount]
- House rent allowance: ₹[Amount]
- Special allowance: ₹[Amount]
- Other allowances: ₹[Amount]
- Gross monthly salary: ₹[Amount]
- Employee provident fund: ₹[Amount]
- Employee state insurance: ₹[Amount, or Not applicable]
- Professional tax: ₹[Amount]
- Income tax deducted at source: ₹[Amount]
- Other deductions: ₹[Amount]
- Net monthly salary: ₹[Amount] (Rupees [Amount in Words] only)
The salary is credited to [his or her] account no. [Account Number] with [Bank Name], [Branch]. [His or her] annual cost to company is ₹[Annual CTC].
This certificate is issued at the request of the employee for the purpose of [Purpose, for example: applying for a home loan with Bank Name]. It confirms the facts stated above as on the date of issue and does not create any guarantee or financial liability on the part of the company.
For [Company Name]
[Signatory Name]
[Signatory Designation]
Signature and company seal: ____________
Receipt
Received the original salary certificate.
Name: [Employee Name]
Signature: ____________
Date: ____________
What to include
Figures from a finalized payslip
Copy every figure from the latest finalized payslip, not from the offer letter. Banks cross-check the certificate with bank statements, and a mismatch delays the loan or raises doubts about the document.
Earnings and deductions separately
Show gross salary, each deduction and net pay. Lenders work out repayment capacity from net pay, while embassies often look at gross salary and the annual CTC.
Purpose and addressee
Name the purpose and, where required, the bank or embassy. A purpose-specific certificate is harder to misuse and matches what the institution asked for.
No guarantee clause
One line stating that the certificate confirms facts and creates no guarantee or liability protects the company when the employee takes a loan. It is not a letter of comfort or a salary deduction undertaking.
Signature and seal
Banks usually reject certificates without an authorised signature, designation and company seal. Keep a register of certificates issued with the reference number.
Common mistakes to avoid
- Writing CTC as the monthly salary, which overstates the employee's income.
- Issuing figures from memory or from an old salary structure.
- Handing a signed blank or open certificate to the employee to fill in.
- Adding promises such as deducting loan instalments from salary without approval.
- Leaving out the date of joining and employment status that lenders check first.
Run it in ZeniaHR
The signed certificate is prepared by HR, and ZeniaHR supplies the figures. The employee's salary structure in Direct Payroll shows the Basic, DA, HRA and Special split, and the payslip PDF from a finalized run shows employee PF, ESI, professional tax and net pay for the month. Employees can download their own payslips from My Self-Service to attach with the certificate. Save a copy of the issued certificate in the employee's documents.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
What is a salary certificate?
A salary certificate is a letter from the employer, on company letterhead, confirming that a person works there and stating the current monthly salary with its earnings and deductions. It is signed by an authorised person and stamped. Banks, embassies and landlords ask for it to check income and employment.
What is the difference between a salary certificate and a salary slip?
A salary slip is the monthly statement of pay for one month, generated with payroll. A salary certificate is a separate signed letter confirming employment and current pay, issued on request for a specific purpose. Lenders often ask for both: the certificate plus the last three months' slips.
Who can sign a salary certificate?
An authorised signatory of the company, usually the HR head, the finance or accounts head, or a director. The signatory's name and designation should be printed below the signature, with the company seal. For branches, follow the company's delegation of authority for signing HR letters.
Can a salary certificate be issued to a former employee?
A salary certificate states current pay, so it is issued only to present employees. A former employee should ask for an experience letter, relieving letter or a service certificate that states last drawn salary, if the company's policy allows it.