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A salary slip is a simple document: who was paid, for which month, how much, and what was taken off. It matters more than it looks. Employees use it as proof of income, accountants use it to match the books, and a clear one prevents the “but I thought I was getting more” conversation. If you run a small business or pay household staff, you do not need payroll software to produce a proper one. You need the right layout and correct numbers.
What a salary slip shows
Formats differ from company to company, but a good payslip has the same four zones.
Put the net pay where the eye lands first. That is the number the employee looks for.
Earnings: what goes on the left
Earnings are everything the employee was paid or was entitled to for the month, before deductions. The tool has four lines for them.
| Line | What it is | Typical note |
|---|---|---|
| Basic | The core pay. Many other items are worked out from it. | Often a large part of the total. PF is commonly based on it |
| HRA | House rent allowance, to help with rent. | Tax treatment depends on rent paid. See the HRA exemption guide |
| Special allowance | A flexible balancing amount. | Fully taxable in most cases |
| Other earnings | Bonus, overtime, incentive, reimbursements. | Left at 0 if there are none, and the line is then hidden |
Only lines with an amount above zero appear on the finished slip, so an unused line does not leave an empty row.
Deductions: what goes on the right
| Line | What it is | Typical note |
|---|---|---|
| Provident fund | The employee’s contribution to EPF. | Commonly 12 percent of basic. Whether it is worked out on the full basic or a capped amount depends on how the employer runs it. See how EPF grows |
| Professional tax | A state tax on employment. | Rules and amounts differ by state, and some states do not charge it |
| Income tax (TDS) | Tax the employer deducts and pays to the government. | Depends on the regime and the year’s taxable income. See old against new regime |
| Other deductions | Loan repayment, advance, notice recovery. | Hidden if left at 0 |
The tool prints exactly what you enter. It does not calculate PF, professional tax or TDS, so take those figures from your payroll records or your accountant.
How net pay is worked out
The arithmetic is two sums and one subtraction. Add up the earnings. Add up the deductions. Subtract.
Net pay = Total earnings − Total deductions
Take the starting figures that the tool shows when you open it, an employee earning ₹40,000 basic, ₹16,000 HRA and ₹24,000 special allowance, with ₹4,800 PF, ₹200 professional tax and ₹3,500 TDS deducted.
| Earnings | ₹ | Deductions | ₹ |
|---|---|---|---|
| Basic | 40,000 | Provident fund | 4,800 |
| HRA | 16,000 | Professional tax | 200 |
| Special allowance | 24,000 | Income tax (TDS) | 3,500 |
| Total earnings | 80,000 | Total deductions | 8,500 |
Net pay is ₹80,000 − ₹8,500 = ₹71,500. The tool shows it as “Net pay: ₹71,500.00”, with Indian-style commas.
- Net pay to the employee₹71,500
- Provident fund₹4,800
- Income tax (TDS)₹3,500
- Professional tax₹200
Deductions are ₹8,500, about 10.6 percent of the gross. Note that PF is not “lost”: it sits in the employee’s own account.
If you are the employee and want to see how a package turns into take-home pay, the CTC to in-hand guide walks through it, and the In-Hand Salary Calculator does the sums.
How to make a salary slip, step by step
- Open the Salary Slip Generator.
- Fill in the company name and address, then the employee name, ID, designation and department.
- Pick the salary month and type the days paid against the days in the month, for example 30 / 30. PAN and bank details are optional.
- Type the earnings (basic, HRA, special allowance, other) and the deductions (PF, professional tax, TDS, other).
- Check the live preview. Then press Print / Save as PDF. In the print window choose Save as PDF as the printer.
Make one slip per employee, per month. Change the month, adjust any amounts that changed, and save a new PDF. A tidy file name such as “Anita-Verma-Sep-2026.pdf” saves you digging later.
What the slip does not include
The layout is deliberately simple and prints on one page. It does not have a company logo, a year-to-date column, leave balances, the employer’s PF share, a UAN or PF account number, or net pay written in words. If your business needs those, keep them in your payroll records and add them by hand on the printed copy. If you are handling payroll with many employees, dedicated payroll software is the better long-term tool.
| Need | What to do |
|---|---|
| Company logo or letterhead | Print the PDF onto your letterhead, or add the logo in a document editor |
| Net pay in words | Use the Number to Words tool and write it in. See the guide |
| Year-to-date totals | Keep a simple sheet for each employee and add them yourself |
| A signed copy | The slip has lines for both signatures. Sign by hand, or add a signature image |
Use it honestly
Fair uses are plentiful: a small business or startup that pays by bank transfer and has no payroll system, a family that wants a record for a household employee, a trainer showing students what a payslip looks like, or a team that needs a standard format before it buys software.
Keep payslips private
A payslip carries a name, a salary and sometimes a PAN and bank details, which is a lot to leave on a shared computer or in a group chat. The tool runs in your browser, so nothing is sent to a server. Once you have the PDF, share it only with the employee. For email, put a password on the PDF and send the password separately.
Related paperwork follows the same pattern. See rent receipts for HRA if your employee claims rent, and the invoice guide for the other side of running a small business.
Questions people ask
What should a salary slip contain?
Employer name and address, employee name, ID and designation, the pay month, earnings such as basic, HRA and allowances, deductions such as PF, professional tax and TDS, total earnings, total deductions and net pay.
salary slip kaise banaye?
Salary Slip Generator kholiye, company aur employee ki details bhariye, month chuniye, earnings aur deductions ke amounts likhiye aur preview dekhiye. Phir Print / Save as PDF dabaiye aur print window mein Save as PDF chuniye.
How is net pay calculated?
Net pay is total earnings minus total deductions. For example, ₹80,000 of earnings less ₹8,500 of deductions gives a net pay of ₹71,500.
Does the generator calculate PF and tax for me?
No. It prints the amounts you type in. Take the PF, professional tax and TDS figures from your payroll records or your accountant, and enter them in the deductions fields.
How do I save the salary slip as a PDF?
Press Print / Save as PDF under the preview. In the print window that opens, choose Save as PDF as the printer and save the file. It uses your browser’s print dialog, so it works in any language.
Is it okay to make a salary slip for a loan or visa?
Only if it shows what was really paid. A slip with invented figures is forgery. Banks and embassies often cross-check with bank statements and Form 16, so use genuine documents for any application.
Is my employee data safe in this tool?
The tool works inside your browser and does not send what you type to a server. Once you save the PDF, share it only with the employee, and consider adding a password before emailing it.
Can I add a logo or net pay in words?
The layout has neither. You can print the PDF on your letterhead, and write the amount in words by hand or with the Number to Words tool. Dedicated payroll software suits businesses that need more.