Dear All,
Greetings of the day!
I was very keen on knowing about the terms and conditions that should be mentioned in the offer letter apart from salary, probabtion, notice period, designation, department, joining date and location.
I am looking forward for the basic Norms that should be included in offer letter(detailed).
If anyone can help me out with some formats or content for the same.
Thanks & Regards,
Shalini Dubey
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Apart from the clauses yoy have mentioned, you can think of incorporating the following also:
1)transfer 2) deputation 3) address for communication 40punctuality and attendance 5) brief reference to responsibilities etc.
HR & Labour Law advisor

The below format may be of help to you.





Sub: Confirmed Letter of Appointment


We are pleased to appoint you as Lathe Operator of XXXXXXXXXXXXX, hereinafter called the Company, under the following terms and conditions:

1. Appointment

Your date of appointment is effective from the date of joining, which shall be 1st Feb 2009

2. Compensation

A detailed salary structure is mentioned in Annexure A. Changes in your compensation or any other benefits that may be available to you are discretionary and will be subject to effective performance and results during the period and other relevant criteria as per the Company rules.

3. Other Benefits:

You will be entitled to leave, holidays, benefits, and other allowances as applicable to your category of employees and location of posting, in accordance with the rules of the Company.

4. Code of Conduct:

a. The Company may require you, at any time, to perform any other administrative, managerial, supervisory, technical or other functions and you will be bound to carry out such functions.

b. Your individual remuneration is purely a matter between yourself and the Company and has been arrived at on the basis of your job, skills, specific background and professional merit. Accordingly your salary and any changes made to it are strictly confidential; you shall treat such matters accordingly, and any breach thereof would be viewed very seriously.

c. You shall maintain proper discipline and dignity of your office and so shall deal with all matters.

d. You shall maintain and keep in your safe custody such as Measuring instruments, Safety Equipments and other assets that may be issued to you or may come in your possession and shall return the same when required in good condition.

e. You shall inform the Company of any changes in your personal data within 3 days of the occurrence of such change.

f. Any notice required to be given to you shall be deemed to have been duly and properly given if delivered to you personally or sent by post to you at your address, as recorded in the Company.

g. You shall be solely responsible for any issues that may arise between you and your previous employer with regard to your previous employment and the Company /any of its personnel are not responsible for the same.

h. You shall not apply for any other job outside without the prior written permission from the Management. In response to this communication of appointment you are required to confirm your acceptance by signing the duplicate copy of this order.

5. Responsibilities

a. In view of your position and organization, you must effectively, diligently and to the best of your ability perform all responsibilities and ensure results. You will observe working hours/shifts timings as communicated to you by your superiors from time to time depending on the exigencies of work. You will be expected to work extra hours to achieve the above whenever the job so requires. In this connection, you are required not to engage in activities that have or will have adverse impact on the reputation/image and business of XXXXXXXXXXXX, whether directly or indirectly.

b. You may be required to travel on company work for which you will be reimbursed travel expenses as per the Company Policy applicable to you.

6. Conflicts of Interest & Non Disclosure:

a. Your position is a full time employment with the Company and you will devote your entire time and attention to the activities of the Company’s business entrusted to you and will not undertake any other work for remuneration (part-time or otherwise) or work in advisory capacity or be interested directly or indirectly the Company without the prior written permission of the Managing Director of the Company.

b. You shall not at any time disclose to anyone any information, technical know-how, security arrangements, administration, knowledge, secrets, methods, plan, process etc., pertaining to the company which may be your personal privilege to know by virtue of being in the employment of the company.

c. You will be liable to be transferred to any other location, post, designation, department, function, establishment or branch of the company or subsidiary, associate or Affiliate Company which is already in existence or which may come into existence as the Company may determine from time to time. In case of any such transfer you will be governed by the terms and conditions of service applicable to the new assignment.

d. This confirmation letter supersedes any past arrangements, agreements – oral & written and understandings if any.

7. Termination:

a. You will automatically retire from the service of the Company on attaining the retirement age of 58 years.

b. Your services are liable to be terminated, if you are medically unfit to carry out your duties.

c. The Company reserves the right to relieve you from your services in case of business slowdown or if the company decides to downsize work force due to unforeseen circumstances.

You will be liable for termination from service by the Company without notice if:

a. Any declaration given by you or testimonials furnished by you to the Company proves to be false, or,

b. You are found to have willfully suppressed any material information, or,

c. You are found to have been convicted for or indulged in criminal, subversive or immoral activities, or,

d. You are found to have indulged in financial irregularities; or

e. You breached any of the terms and conditions of your employment as specified in this letter, or any further official communication from the Company.

f. You fail to abide to instructions from your superiors, unauthorized absence, disloyalty, misconduct, non performance and if any disciplinary action is taken against you.

On communication of the termination/resignation of your employment with the Company, you will immediately give up to the Company before you are relieved, all documents of the Company including correspondences, specifications, formulae, books, documents, cost data, market data, literature, drawings, effects, and shall not make or retain any copies of these items.

In the event that you want to terminate your employment with the Company, you be will required to give a minimum of one month notice, to enable smooth transition. The actual date of release will be mutually decided with the consent of the concerned client and your superior and the said date of release shall not be unreasonably withheld provided you are able to handover charge satisfactorily within the one month period. This minimum notice of one month cannot be adjusted with payment in lieu of notice period or adjusted against the Privilege Leave.

8. Yourself liable to damages and costs arising out of breach of such confidentiality.

This appointment is made on the understanding that all the information given by you are correct, true and complete. If it is found at any time that the information given by you is not correct/true/complete, this appointment may be withdrawn or may be terminated at any time after you have taken up employment with us.

Please note that you are governed by all Rules and Regulations of the Company, which are in force from time to time, and the Company shall have the right from time to time to vary or modify any of the terms and conditions of service, which shall be binding on you.

We take pleasure in welcoming you to our Organization and look forward to a mutually beneficial association.

We wish you all the best in your career.

Yours sincerely,



I have read, understood and have been explained in detail the above terms and conditions of employment and am accepting the same. I agree to abide by the terms and conditions of employment will be reporting for duty on …XXXXXX

Name : XXXXXXx

Designation : XXXXXXX

Signature : Date:


COMPENSATION DETAILS (Salary & applicable benefits)


Designation : XXXXXXXXXX


Basic Salary : Rs. 4950/- per month

Dearness Allowance : Rs. 1980/- per month

House Rent Allowance : Rs. 2970/- per month

Conveyance Allowance : Rs. 780/- per month

Total : Rs. 10680/- per month

Yours sincerely,



Hi please share the word file of above code of conduct if it is possible
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