Templates
Salary slip format for India: free Excel, Word and PDF download
A payslip that shows each earning and each deduction on its own line, so an employee can see how their pay was worked out and a bank or landlord can rely on it.
Free download, no sign-up
Filled with the sample shown. The Excel file has formulas for the totals.
In short
A salary slip shows an employee's pay for a month: earnings such as Basic and HRA, deductions such as PF, professional tax and TDS, and net pay. This format is a free download; SimpleERP generates payslips from attendance.
Lakshmi Steel Furnitures
GSTIN 33AAACL1234A1ZG
Salary slip
PAY-2026-09-0007
Employee: Karthik R
- Basic₹18,000.00
- HRA₹7,200.00
- Conveyance₹1,600.00
- Special allowance₹3,200.00
What this document is for
A salary slip is the employer's monthly statement of what an employee earned, what was deducted and what was paid. Wage rules expect one for every pay period, and employees need it for loans, rent agreements and tax returns.
- Give one every month, on or before the day wages are paid
- Show every component, so the net pay can be checked line by line
- Match it to the books: gross, deductions and net should equal the salary journal
Contents
What a salary slip must contain
The exact form depends on the wage rules your state follows. This is the common core; the full table with the reason for each field is further down.
- Employer name and address
- Employee name, code and designation
- The pay period, days paid and loss of pay days
- Each earning: Basic, HRA and allowances, with gross pay
- Each deduction: PF, professional tax, TDS and advances
- Net pay, and how and when it was paid
How to fill it
How to fill the template
The download comes filled with Karthik R's September 2026 slip from Lakshmi Steel Furnitures: gross ₹30,000.00, deductions ₹2,360.00 and net pay ₹27,640.00. He works at the Bengaluru branch, so Karnataka's professional tax applies, deducted every month. Replace the sample; the Excel totals recalculate.
Put the employer details in the header
Business name and address, once, then save the file as your own template.
Fill in the employee and the month
Name, employee code, designation, PF number or UAN where covered, the month, days paid and loss of pay days.
Enter earnings and deductions
One row per component. Gross, total deductions and net pay are formulas.
Record the payment
Payment date and mode, then share the slip with the employee.
| Earnings | Amount |
|---|---|
| Basic | ₹18,000.00 |
| HRA | ₹7,200.00 |
| Conveyance | ₹1,600.00 |
| Special allowance | ₹3,200.00 |
| Deductions | Amount |
|---|---|
| Provident fund | ₹2,160.00 |
| Professional tax | ₹200.00 |
| TDS | ₹0.00 |
| Totals | Amount |
|---|---|
| Gross earnings | ₹30,000.00 |
| Total deductions | ₹2,360.00 |
| Net pay | ₹27,640.00 |
SimpleERP
Make it in SimpleERP instead
A spreadsheet slip has to be retyped every month for every person. In SimpleERP you set each salary structure once; each month's payslips are generated from attendance and leave, approved, paid and posted to the books.
- Salary structures with Basic, HRA, allowances, PF, PT and TDS
- Loss of pay from attendance and unpaid leave
- Generate, approve and pay, with the salary journal posted
- Employees see their own payslips on their phone
Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.
Fields
Every field on a salary slip, and why
Both codes are in force from 21 November 2025, and the wage slip's form is set by the rules as notified by the central and state governments. The fields below are the common core; check your state's form with your CA.
| Field | Required | Why |
|---|---|---|
| Employer name and address | Mandatory | Shows who pays the wages. |
| Employee name, code and designation | Mandatory | Identifies the employee; the code keeps two people of the same name apart. |
| Pay period | Mandatory | The month the wages are for. |
| Days paid and loss of pay days | Mandatory | Shows how attendance became the amount paid. |
| Earnings by component | Mandatory | Basic, HRA and each allowance on its own line, with gross pay. |
| Deductions by component | Mandatory | PF, professional tax, TDS and any advance recovered, each on its own line. |
| Net pay | Mandatory | Gross earnings less deductions: the amount the employee receives. |
| PF number or UAN, and ESI number | If applicable | Where the employee is covered by PF or ESI. |
| Payment date and mode | Good practice | Bank transfer, cheque or cash, so a dispute can be traced. |
| Net pay in words | Good practice | Stops a changed figure going unnoticed. |
Source: Code on Wages, 2019 and Code on Social Security, 2020, verified 10 October 2026.
Common mistakes
Mistakes to avoid on a salary slip
- Showing only gross and net, with no breakdown of earnings and deductions
- Working out PF on gross pay instead of Basic plus DA
- Deducting loss of pay without showing the days paid
- Keeping Basic below half of total pay: under the Code on Wages, allowances above 50% count as wages for PF and gratuity
- Recovering an advance without a separate deduction line, so the employee cannot see what is left to repay
Honest limits
What this format does not cover
- Income tax calculation from slabs and declarations: TDS is a figure you enter
- PF, ESI or PT challans and returns, or Form 16
- Weekly or daily wage slips: SimpleERP payroll is monthly
Getting started
Start with your first payroll
Sign up with your phone
Name, phone number and a password. No card for the seven-day trial.
Add your employees
Name, joining date and job details are enough; employee codes are assigned for you.
Set each salary structure
Basic, HRA, allowances and deductions such as PF, PT and TDS, once per employee.
Generate the month's payslips
Review the run, approve it and record the payment. The journal posts itself.
FAQ
Questions, answered
Is a salary slip mandatory?
The Code on Wages, 2019, in force from 21 November 2025, expects employers to issue a wage slip for each pay period, in the form the rules as notified by your state set. Check that form with your CA. Either way, employees need one for loans and tax returns.
Can I use this format in Excel with formulas?
Yes. Gross earnings, total deductions and net pay are formulas, so changing any component updates the slip. The Word and PDF versions are for printing.
How is PF worked out on a salary slip?
The employee's PF is 12% of Basic plus DA. Many employers cap it at 12% of ₹15,000; in the sample it is 12% of the full Basic of ₹18,000, which is ₹2,160.
Do I need to show the employer's PF contribution?
Not as a deduction, because it is not taken from the employee's pay. Some employers list it under a separate heading so the employee sees their full cost to company.
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