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Salary slip › Salary slip format
Salary slip format: what to put on it
A salary slip tells the employee how their pay for the month was made up and what was cut from it. Banks ask for the last three months' slips for loans, landlords ask for them, and labour laws ask employers to give one. It should be complete and easy to read.
The parts of a salary slip
- Heading and month: "Salary Slip for October 2026".
- Employer: business name and address, and GSTIN if you have one.
- Employee details: name, employee code, designation, department, date of joining, PAN.
- Social security numbers: UAN (Universal Account Number for PF) and ESI number, when the employee is covered.
- Bank details: bank name, account number and IFSC where the salary was paid.
- Attendance: days in the month, paid days and loss of pay days.
- Earnings: basic salary, HRA, allowances, overtime, bonus, each on its own line, with the gross total.
- Deductions: PF, ESI, professional tax, TDS, advance recovery, each on its own line, with the total.
- Net pay in figures and words.
- Signatures of the employer (or the person who pays salaries) and the employee.
A sample
| Earnings | ₹ | Deductions | ₹ |
|---|---|---|---|
| Basic salary | 15,000 | Provident fund | 1,800 |
| HRA | 6,000 | ESI | 0 |
| Conveyance allowance | 1,600 | Professional tax | 200 |
| Special allowance | 2,400 | TDS | 0 |
| Gross earnings | 25,000 | Total deductions | 2,000 |
Net pay ₹23,000 (Rupees Twenty Three Thousand only). Days in month 31, paid days 31, loss of pay 0. ESI is nil because gross pay is above ₹21,000. The worked example in net pay calculation explains each number.
Common mistakes
- Earnings not split. One line "Salary ₹25,000" says nothing about basic, and PF and HRA exemption both depend on it.
- Gross pay changes without a reason. When there is loss of pay or overtime, show the days and the extra line so the employee can follow it.
- Slip does not match the bank transfer. Net pay on the slip must be what reached the account.
- Employer's PF or ESI shown as a deduction. The employer's share is paid on top of salary; only the employee's share is cut from pay.
- No slip at all for cash wages. A signed slip is the employer's proof that wages were paid.
When employees need old slips
Banks usually ask for the last three to six months' slips for a loan or credit card, and some landlords and visa offices ask for them too. Save every slip, so you can print an old month again in a minute instead of making it from memory. Labour laws also ask employers to keep wage records for some years, so keep the saved slips and a backup file.