Quick answer: An appointment letter is the written record of employment that the OSH Code, 2020 makes mandatory for every employee on appointment. Section 6(1)(f) came into force on 21 November 2025. The letter states the employee’s designation, type of employment, wages and social security cover, using the format your state’s rules prescribe.
- The duty covers every “employee”, including supervisory, managerial and administrative staff.
- Staff already on the rolls without a letter were to receive one within three months of 21 November 2025.
- The OSH Central Rules, 2026, notified on 8 May 2026, prescribe the format and particulars.
- An appointment letter is separate from, and comes after, a conditional offer letter.
Why is an appointment letter mandatory now?
Because the OSH Code turned a factory-era practice into a duty for every covered employer. Section 6(1)(f) of the OSH Code on India Code tells you to issue a letter of appointment to every employee on appointment.
That is a real shift.
Before the OSH Code, many Indian startups and foreign-owned teams relied on a signed offer letter plus a welcome email, and nobody asked for more unless a dispute reached a labour court. Hence the appointment letter mandatory searches you see in 2026.
Seniority is no exemption. The Code defines “employee” widely, so a ₹40 lakh product manager needs a letter just as a shop-floor technician does.
What must an appointment letter contain?
The prescribed particulars, at minimum. Law-firm summaries of the OSH Central Rules list these:
| Particular | Why it matters |
|---|---|
| Name, date of birth and, with consent, Aadhaar | Identity and age records |
| Designation and category of skill | Minimum wage and grading |
| Type of employment | Permanent, fixed-term, probation period or casual |
| Wages and allowances | The Code on Wages definition flows from this |
| Place of work and broad duties | Transfer and scope disputes |
| EPF and ESI entitlements | Social security cover from day one |
Most state rules are still being finalised. So check your state’s form before you lock a template. In Maharashtra, draft rules were released in April 2026.
What do foreign employers get wrong?
They treat the long-form employment contract as enough. Sometimes it is.
It works only if it carries every prescribed particular in the prescribed shape, and most US or UK templates skip the skill category, the employment type and any mention of EPF or ESI. Two missing lines. One failed inspection.
How does Remunance handle appointment letters for your team?
Remunance issues an OSH-format appointment letter to every hire on day one, from our own Indian entity, as part of onboarding. If you already employ people in India directly, our compliance management team can audit your existing letters against the prescribed particulars. Our guide to the employer of record contract shows where the letter sits. To close the gap quickly, ask for a Labour Code-ready appointment letter.
What else do people ask about appointment letters?
Is an appointment letter the same as an offer letter?
They differ. An offer letter is a conditional proposal before joining. The appointment letter is the statutory document issued on appointment under the OSH Code.
Can an appointment letter be issued electronically?
The Code does not demand paper, and Indian employers commonly issue signed PDFs. Check your state’s rules for any format detail before relying on a purely digital process.
What happens if I don’t issue an appointment letter?
You breach section 6 of the OSH Code and risk penalties on inspection. You also lose your best evidence of agreed terms in any later wage or termination dispute.