Last updated: 9 November 2026
- The standard salary slip format, block by block
- Three annotated sample payslips: ₹5, ₹9 and ₹15 LPA
- Every earning explained: basic, HRA, special allowance and more
- Every deduction explained: PF, professional tax, TDS, LOP
- Why your payslip never matches CTC ÷ 12
- How to get your payslip, including old ones
- A monthly checklist and common mistakes
- Employee PF: 12% of basic + DA. Many employers cap it at the ₹15,000 wage ceiling, so it shows as ₹1,800 a month.
- Professional tax: a state tax, at most ₹2,500 a year. Karnataka deducts ₹200 a month above the threshold; some states have none.
- New tax regime (FY 2026-27): no tax up to ₹12 lakh of taxable income after the ₹75,000 standard deduction, thanks to the Section 87A rebate.
- Under the labour codes notified on 21 November 2025, wages (basic + DA) should be at least 50% of pay for PF and gratuity purposes.
- Wage slips can be issued electronically; most companies use an HR portal such as Keka, Darwinbox, greytHR or Zoho Payroll.
Sources: Employees' Provident Funds Scheme, 1952; Constitution of India, Art. 276; Income Tax Act / Income-tax Act, 2025; Code on Wages, 2019; Code on Social Security, 2020.
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Say hi to Day on WhatsAppHow Day works →What a salary slip is, and why you should keep every one
A salary slip is proof of what you are paid. It is the document a bank asks for before a loan, an embassy asks for with a visa file, and a new employer asks for when they verify your current salary. It is also the easiest way to catch payroll mistakes: a missing allowance, an extra loss-of-pay day or tax deducted twice.
Keep at least the last 12 months of slips as PDFs in one folder, and the March slip of every year for good. When you file your income tax return, the payslips, your Form 16 and your Form 26AS should all tell the same story.
The standard salary slip format, block by block
There is no single government template for private companies, but almost every Indian payslip follows the same layout:
| Block | What it shows | Why it matters |
|---|---|---|
| Header | Company name, address, logo, pay month (e.g. October 2026) | Banks check the company name and month |
| Employee details | Name, employee ID, designation, department, date of joining, PAN, UAN, bank account (masked) | PAN and UAN must be correct for tax and PF |
| Attendance | Days in month, days paid, loss-of-pay (LOP) days | Explains a lower salary in a month you took unpaid leave |
| Earnings | Basic, HRA, special allowance, other allowances, bonus, arrears | Total = gross earnings for the month |
| Deductions | Employee PF, professional tax, TDS (income tax), ESI, loan recovery | Total = total deductions |
| Net pay | Gross earnings − total deductions, in figures and words | This is what reaches your bank |
| Employer contributions (optional) | Employer PF, gratuity provision, insurance | Part of CTC, but not paid to you monthly |
| Year-to-date (YTD) | Running totals since April | Useful when you check Form 16 |
Sample payslip 1: ₹9 LPA (annotated)
This uses a common ₹9 LPA structure: basic ₹4,50,000, HRA ₹1,80,000, special allowance ₹1,36,755, employer PF ₹21,600, gratuity ₹21,645 and variable pay ₹90,000 a year. The variable pay and gratuity don't appear in the monthly slip.
Sample salary slip: ₹9 LPA
ABC TECHNOLOGIES PVT LTD, Bengaluru Payslip for the month of October 2026 Employee: Rohan Mehta Emp ID: ABC1042 Designation: Software Engineer DOJ: 03-Jul-2024 PAN: ABCPM1234K UAN: 1009XXXXXX42 Bank A/c: XXXXXX4521 Days paid: 31 / 31 LOP: 0 EARNINGS ₹ DEDUCTIONS ₹ Basic 37,500 Employee PF (12%) 1,800 HRA 15,000 Professional Tax 200 Special Allowance 11,396 Income Tax (TDS) 0 ----------------------------- ----------------------------- Gross Earnings 63,896 Total Deductions 2,000 NET PAY: ₹61,896 (Rupees Sixty-One Thousand Eight Hundred Ninety-Six only) Employer contributions (not paid to you): PF ₹1,800
| Line | How it is worked out | Notes |
|---|---|---|
| Basic ₹37,500 | ₹4,50,000 ÷ 12 | 50% of CTC, which comfortably meets the 50% wage rule |
| HRA ₹15,000 | ₹1,80,000 ÷ 12 (40% of basic) | Partly tax-exempt only under the old regime, if you pay rent |
| Special allowance ₹11,396 | ₹1,36,755 ÷ 12, rounded | The balancing figure; fully taxable |
| Employee PF ₹1,800 | 12% × ₹15,000 ceiling | The employer chose to cap PF; without the cap it would be ₹4,500 |
| Professional tax ₹200 | Karnataka slab | Varies by state |
| TDS ₹0 | Taxable income ≈ ₹7.82 lakh after standard deduction | Below ₹12 lakh, so nil tax under the new regime |
Sample payslip 2: ₹5 LPA
Same logic, smaller numbers. Annual structure: basic ₹2,50,000, HRA ₹1,00,000, special allowance ₹1,16,375, employer PF ₹21,600, gratuity ₹12,025, no variable pay.
Sample salary slip: ₹5 LPA
XYZ SERVICES PVT LTD, Pune Payslip for the month of October 2026 Employee: Sneha Patil Emp ID: XYZ0588 Designation: Customer Success Associate Days paid: 31 / 31 LOP: 0 EARNINGS ₹ DEDUCTIONS ₹ Basic 20,833 Employee PF (12%) 1,800 HRA 8,333 Professional Tax 200 Special Allowance 9,698 Income Tax (TDS) 0 ----------------------------- ----------------------------- Gross Earnings 38,864 Total Deductions 2,000 NET PAY: ₹36,864
Two things to note at this level. First, ESI does not apply because gross pay is above ₹21,000 a month; below that, you would see an ESI deduction of 0.75% of gross. Second, Maharashtra's professional tax is ₹200 a month for most of the year and ₹300 in February, so a Pune slip may show ₹300 once a year.
Sample payslip 3: ₹15 LPA (with TDS)
Annual structure: basic ₹7,50,000, HRA ₹3,00,000, special allowance ₹2,42,325, employer PF ₹21,600, gratuity ₹36,075 and variable pay ₹1,50,000.
Sample salary slip: ₹15 LPA
PQR SOFTWARE INDIA PVT LTD, Hyderabad Payslip for the month of October 2026 Employee: Arjun Reddy Emp ID: PQR2210 Designation: Senior Data Analyst Days paid: 31 / 31 LOP: 0 EARNINGS ₹ DEDUCTIONS ₹ Basic 62,500 Employee PF (12%) 1,800 HRA 25,000 Professional Tax 200 Special Allowance 20,194 Income Tax (TDS) 7,375 ----------------------------- ----------------------------- Gross Earnings 1,07,694 Total Deductions 9,375 NET PAY: ₹98,319 YTD gross (Apr–Oct): ₹7,53,858 YTD TDS: ₹51,625
How the ₹7,375 TDS is worked out
Fixed gross for the year: 12 × 1,07,694 ≈ ₹12,92,325 Variable pay (assumed paid): ₹1,50,000 Gross salary: ₹14,42,325 Less standard deduction: ₹75,000 Taxable income: ₹13,67,325 Tax (new regime slabs): 0–4 lakh nil 4–8 lakh 5% = 20,000 8–12 lakh 10% = 40,000 12–13.67 lakh 15% = 25,099 Tax 85,099 + 4% cess 3,404 = ₹88,503 a year Spread over 12 months ≈ ₹7,375 a month
Slabs assume the FY 2025-26 new-regime rates continue for FY 2026-27. Your employer recalculates TDS through the year as your declarations and variable pay change, so the monthly figure can move.
Every earning on a payslip, explained
| Component | What it is | Taxable? |
|---|---|---|
| Basic salary | The core of your pay; PF and gratuity are calculated on it | Fully taxable |
| Dearness allowance (DA) | Inflation allowance, mostly in government and PSU jobs | Fully taxable |
| HRA | House rent allowance, often 40–50% of basic | Partly exempt under the old regime if you pay rent |
| Special allowance | Balancing figure that makes the CTC add up | Fully taxable |
| LTA | Leave travel allowance for domestic trips | Exempt twice in a block of 4 years, old regime only |
| Conveyance / transport | Travel to work | Usually taxable now (folded into standard deduction) |
| Bonus / variable pay | Performance or annual bonus | Fully taxable in the month paid |
| Arrears | Back pay from a late hike or correction | Taxable; relief under Section 89 may apply |
| Reimbursements | Phone, internet, fuel against bills | Exempt if spent on work and backed by bills |
| Meal card / food coupons | Sodexo/Pluxee-style cards | Exempt up to a limit per meal, old regime |
Every deduction, explained
| Deduction | How much | Where it goes |
|---|---|---|
| Employee PF | 12% of basic + DA (often capped at ₹1,800) | Your EPF account, visible with your UAN login |
| VPF | Any extra % you choose | Your EPF account, same interest rate |
| Professional tax | ₹0–₹2,500 a year, by state | State government |
| TDS (income tax) | Based on projected annual income and regime | Income Tax Department, shown in Form 26AS |
| ESI | 0.75% of gross if gross ≤ ₹21,000/month | ESIC medical cover |
| Labour welfare fund | A few rupees, in some states | State welfare board |
| Loss of pay (LOP) | Daily rate × unpaid days | Reduces gross, not a separate payment |
| Loan / advance recovery | As agreed | Your employer |
Loss of pay: a worked example
LOP example
Gross monthly pay: ₹63,896 Days in the month: 30 Unpaid leave taken: 2 days Per-day rate: 63,896 ÷ 30 = ₹2,129.87 LOP deduction: 2 × 2,129.87 = ₹4,260 Gross this month: ₹59,636 Some companies divide by 26 working days instead, which makes the LOP larger (₹4,915). Check your policy.
Why your payslip never matches CTC ÷ 12
₹9,00,000 ÷ 12 is ₹75,000, but the ₹9 LPA slip above shows gross pay of ₹63,896. Nothing is wrong. CTC includes money you never see monthly. Here is how the ₹9 LPA CTC splits:
| CTC component | Annual | Monthly on payslip? |
|---|---|---|
| Basic + HRA + special allowance | ₹7,66,755 | Yes, ₹63,896 gross |
| Employer PF | ₹21,600 | Shown as employer contribution only; goes to EPF |
| Gratuity provision | ₹21,645 | No; paid only after 5 years of service |
| Variable pay | ₹90,000 | No; paid once or quarterly, if earned |
| Total CTC | ₹9,00,000 |
For the full picture of how gross, net and CTC relate at different salaries, read our guide to gross salary vs net salary vs CTC.
How to get your salary slip
| Situation | Where to get it |
|---|---|
| Current employee | Your HR portal (Keka, Darwinbox, greytHR, Zoho, SAP SuccessFactors) under Payroll or Payslips; often also emailed as a password-protected PDF |
| Password for the PDF | Usually a mix of PAN and date of birth, explained in the payroll email |
| Old payslips while employed | Download from the portal, or email payroll/HR |
| After you leave | Ex-employee login (many portals keep it active for a few months) or an email to HR; download everything before your last day |
| Small company with no portal | Ask HR or the founder for a signed PDF on letterhead |
Email to request payslips from HR
Subject: Request for salary slips – April to September 2026 (Emp ID ABC1042) Dear HR team, I need my salary slips for April to September 2026 for a home loan application. Could you please share them as PDFs on letterhead, signed or with the company seal if possible? I'd be grateful to receive them by 15 November 2026. Thank you, Rohan Mehta Software Engineer, Platform team +91 98XXXXXX10
Email after you have left the company
Subject: Payslips for my employment period – Rohan Mehta (Emp ID ABC1042) Dear HR team, I worked at ABC Technologies from July 2024 to October 2026. I no longer have portal access. Could you please email my payslips for the last 6 months of employment, along with my Form 16 for FY 2025-26? Thank you, Rohan Mehta
Your monthly payslip checklist
- Name, PAN and UAN are correct. A wrong PAN means TDS won't show in your Form 26AS.
- Days paid match your attendance. Unexpected LOP is the most common error.
- Basic and HRA match your offer letter.
- PF is 12% of basic (or ₹1,800 if capped). Check that it actually reaches your EPF passbook within the month.
- TDS reflects the regime you chose and the investment proofs you submitted.
- Net pay equals what reached your bank account.
Common mistakes (and fixes)
| Mistake | Fix |
|---|---|
| Comparing net pay with CTC ÷ 12 | Compare with gross pay minus PF, PT and TDS |
| Ignoring a sudden TDS jump in January–March | It usually means proofs were missing; submit them, or claim a refund in your ITR |
| Not checking PF in the EPFO passbook | Log in monthly; a deduction without a deposit should be raised with HR |
| Losing slips after leaving a job | Download all slips and your Form 16 before your last day |
| Making or editing a payslip yourself | Never. Banks and employers verify with the company, and a fake slip can cost you the loan or the offer |
Leaving your job? Your final payslip is part of your full and final settlement, which must now be paid within 2 working days. At year end, your payslips should match your Form 16.
FAQs
What is a salary slip?
A monthly statement from your employer showing earnings, deductions and net pay. It is proof of income for loans, visas and job changes.
What is the format of a salary slip in India?
Header with company and month, employee details (name, ID, PAN, UAN), attendance, earnings, deductions, net pay in figures and words, and often employer contributions and year-to-date totals.
What is the in-hand salary on a ₹9 LPA payslip?
With basic ₹37,500, HRA ₹15,000 and special allowance ₹11,396, gross is ₹63,896. After PF ₹1,800 and professional tax ₹200, net pay is about ₹61,896 a month, with no TDS under the new regime.
Why is PF ₹1,800 on my payslip?
Your employer calculates PF on the ₹15,000 wage ceiling: 12% of ₹15,000 = ₹1,800. Some employers deduct 12% of your full basic instead.
Why is professional tax deducted?
It is a state tax on employment, capped at ₹2,500 a year. The amount depends on your state; some states don't levy it.
Is a payslip mandatory?
Employers are expected to issue wage slips under labour law, and they can do it electronically. If you don't receive one, ask HR in writing.
How can I get old salary slips?
Download them from your HR portal, or email HR or payroll with the months you need. After leaving, ask HR or use the ex-employee login if one exists.
Is a salary slip the same as Form 16?
No. A payslip is monthly. Form 16 is an annual TDS certificate issued by 15 June after the financial year ends.
Can I make my own salary slip?
No. A payslip must come from your employer. Creating or altering one is fraud, and banks and employers verify them.
