Salary certificate generator — an employer letter confirming pay and position

How to use the salary certificate generator

1. Enter the Organisation name (issuer), Organisation address and contact and a Letterhead colour.
2. Fill in the Employee name, Employee ID (optional), Designation and Date of joining, and choose the Currency.
3. List Monthly earnings one per line as component, amount — for example Basic, 40000.
4. Optionally list Monthly deductions the same way.
5. Set Addressed to and Purpose, then the Signatory name, Signatory designation, Letter date, Place and an optional Reference no.
6. Print the letter on letterhead or save it as PDF, and sign it.

What it does and when to use it

Employees are often asked for proof of salary — for a home or car loan, a rental, a credit card or a visa. The employer provides it as a short letter. This tool writes that letter in a standard form so HR can issue it quickly and consistently.

The letter has your organisation name and address as a letterhead, the place and date, the reference if any, the addressee, and “Subject: Salary certificate”. The first paragraph certifies employment: “This is to certify that [name] (employee ID …) has been employed with [company] since [date] and currently holds the position of [designation].” The second states the salary and leads into a two-column table — each component, the gross, each deduction as “Less: …”, and the net. It closes with the purpose, “Yours sincerely, For [company]”, and the signatory’s name and role.

How it works

Each salary line is split at the last comma, colon, space, hyphen, bar or equals sign before the number, so Basic, 40000, Basic: 40,000 and Basic 40000 all work. Gross = sum of earnings; net = gross − sum of deductions. Amounts are added in whole paise or cents. The certificate comes as a printable letter and as plain text. Nothing leaves your browser.

Worked examples

For a home loan (the sample). Earnings Basic ₹40,000, HRA ₹16,000, Special allowance ₹12,000 and Conveyance ₹1,600; deductions PF ₹4,800 and Professional tax ₹200. The letter says Priya Nair draws a gross monthly salary of ₹69,600.00 and a net monthly salary of ₹64,600.00 (Sixty-four thousand six hundred rupees only).

For a US rental, no deductions. Base salary $4,800 and Shift allowance $350, addressed to a leasing office: “Sam Ortiz draws a gross monthly salary of $5,150.00 (Five thousand one hundred and fifty dollars only)”. With no employee ID, the bracket is left out.

Limits and tips

• This is a template. The issuer is responsible for every figure, and for any local rules on what such letters must contain.
• State only current, regular pay; one-off bonuses can mislead a lender.
• Related letters: the experience letter confirms past service and the relieving letter confirms an exit.