Salary slip formats for companies, shops and households: a filled payslip sample, every component explained, and free salary slip templates in Excel, Word and PDF. Or generate one online with net pay in words.
Salary slip format sample
SALARY SLIP FOR OCTOBER 2026
Aarav Electricals Pvt Ltd
14, Sunrise Complex, CG Road, Ahmedabad 380009
| Employee name | Priya Sharma | Employee ID | AE-0142 |
| Designation | Accounts Executive | Department | Finance |
| Date of joining | 12 Jun 2023 | PAN | ABCPS1234K |
| UAN | 100000000000 | Bank A/c | XXXXXX5678 |
Days in month: 31 Paid days: 30
| Earnings | Amount | Deductions | Amount |
|---|---|---|---|
| Basic salary | 22,000.00 | Provident fund | 1,800.00 |
| House rent allowance | 8,800.00 | Professional tax | 200.00 |
| Conveyance allowance | 1,600.00 | Income tax (TDS) | 650.00 |
| Special allowance | 5,100.00 | ||
| Gross earnings | 37,500.00 | Total deductions | 2,650.00 |
Net pay: ₹34,850.00
Net pay in words: Rupees Thirty Four Thousand Eight Hundred Fifty Only
Authorised signatory
What a salary slip contains
A salary slip (pay slip) is the monthly statement an employer gives an employee. Employees need it for loans, visas, rental agreements and tax filing, so it should be complete and consistent with bank credits.
| Component | Type | What it is |
|---|---|---|
| Basic salary | Earning | The fixed core of pay. Many other items (PF, HRA, gratuity) are worked out from Basic, so it is set with care. |
| House rent allowance (HRA) | Earning | Paid towards rent. Under the old tax regime an employee who pays rent may claim part of it as exempt with rent receipts. |
| Conveyance, medical, special allowance | Earning | Fixed allowances that make up the rest of gross pay. Names vary by employer. |
| Overtime, bonus, incentive | Earning | Variable pay for the month. |
| Provident fund (PF), employee share | Deduction | Retirement saving deducted under the EPF scheme where it applies. Enter the figure from your payroll. |
| ESI, employee share | Deduction | Health insurance contribution for employees covered by ESI. Enter the figure from your payroll. |
| Professional tax | Deduction | A state tax on employment, only in states that levy it. Amount depends on the state slab. |
| Income tax (TDS) | Deduction | Tax deducted at source from salary based on the employee declarations and regime. |
| Loan or advance recovery | Deduction | Instalment of any salary advance given. |
| Net pay | Result | Gross earnings minus total deductions. This is what reaches the bank account. |
PF, ESI, professional tax and TDS depend on the employee, the employer, the state and the tax regime. Our tools and templates do not calculate them: enter the figures from your payroll or ask your accountant.
Salary slip templates
Download salary slip formats
How to make a salary slip
- Company details. Name, address and logo.
- Employee details. Name, ID, designation, department, PAN, UAN and bank account (masked).
- Attendance. Days in month, paid days and loss of pay days.
- Earnings and deductions. From your payroll register. Adjust for loss of pay.
- Net pay in figures and words. Check it matches the bank transfer.
- Sign and share. A PDF on email is common. Keep a copy.
Do and avoid
Do
- Match net pay to the bank credit.
- Mask most of the bank account number.
- Issue one slip per month in a consistent format.
- Show loss of pay days.
Avoid
- Do not make salary slips for income that was not paid. Banks and embassies verify them.
- Do not change figures after issue.
- Do not guess statutory deductions.
Salary slip format for different employers
| Employer | What to keep | What to drop |
|---|---|---|
| Private limited company | PAN, UAN, PF and ESI numbers, department, cost centre, bank | Nothing; use the detailed layout |
| Small shop or office | Name, role, month, paid days, salary, advance recovery | UAN, ESI, cost centre if not used |
| School or college | Designation, grade or scale, allowances by name | Overtime lines if not paid |
| Household staff (driver, cook) | Name, month, salary, any advance, signatures | PAN, PF, department |
| Contract staff via agency | Agency name, client site, wage period, attendance | Employer PF if the agency pays it |
| Overseas employer | Currency, tax ID, pension and tax lines | Indian statutory lines |
The salary slip generator has samples for each of these. Start from the closest one and delete rows you do not need.
Loss of pay and paid days
When an employee is absent without paid leave, many employers reduce pay in proportion to the days not paid. The usual way is to work out each earning for the paid days: earned amount = monthly amount x paid days / days in the month. Some employers divide by a fixed 30 or 26 days instead. Use whichever method your appointment letter or company policy states and show the paid days on the slip so the employee can check it.
| Item | Full month | Paid days 28 of 31 | Working |
|---|---|---|---|
| Basic | 22,000 | 19,871 | 22,000 x 28 / 31 |
| HRA | 8,800 | 7,948 | 8,800 x 28 / 31 |
| Special allowance | 5,100 | 4,606 | 5,100 x 28 / 31 |
Field by field: filling the employee section
- Employee namerequiredAs in the appointment letter and bank account.
- Employee IDYour internal code.
- Designation and departmentHelps lenders see the role.
- Date of joiningShows length of service.
- PANNeeded when TDS is deducted.
- UAN and PF numberWhere the employee is covered by EPF.
- ESI numberWhere covered by ESI.
- Bank and masked accountShows where net pay went.
- Pay periodrequiredMonth and year, for example October 2026.
- Paid days and LOPrequiredAttendance basis for the month.
Who needs salary slips and why
| Need | How many slips | Tip |
|---|---|---|
| Home or personal loan | Usually last 3 months | Must match bank credits |
| Credit card | 1 to 3 months | Latest slip |
| Visa application | Often 3 to 6 months | Some embassies want them on letterhead and signed |
| Rental agreement | 1 to 3 months | Landlords check net pay |
| New job offer | Last 1 to 3 months | Confirms current pay |
| Income tax return | All months | Compare with Form 16 |
Frequently asked questions
Is a salary slip mandatory?
Labour laws and many state rules expect employers to give wage slips. Even when not required, a payslip is good practice.
What is the difference between CTC, gross and net salary?
CTC is the full cost to the company including employer contributions. Gross is total earnings before deductions. Net is what the employee receives.
Can I make a salary slip in Excel?
Yes. The Excel salary slip works out gross, total deductions and net pay. The online generator also writes net pay in words.
Does the generator calculate PF or tax?
No. Statutory deductions depend on rules that change and on each employee. Enter the amounts from your payroll.
Can employees make their own salary slip?
A salary slip is issued by the employer. An employee can use the template to draft one, but it must be issued and signed by the employer.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.