The paperwork side of running a small team in India — 18 letters, one register, no subscription
Every small business in India eventually needs the same stack of documents: an offer letter that reads like an offer, an appointment letter with a salary structure that holds up, a confirmation when probation ends, a warning that records facts instead of adjectives, a relieving letter and an experience certificate that are actually two different documents, and a full and final settlement that adds up. StaffKit HR gives you all eighteen as editable Word files, each laid out on a clean letterhead with every field you must fill in marked in brackets. Alongside them sits one Excel workbook that keeps the staff register, the leave ledger, the calculated leave balance and the settlement arithmetic in a single place.
One-time ₹249 ₹699 · instant download
HR paperwork is not hard. It is just always due today.
Someone accepts a job on Saturday and starts on Monday. You need an offer letter, and what you have is a Word file from three jobs ago with another company's name in the footer. Six months later a probation period quietly ends and nobody writes it down, so the notice period becomes an argument. Then there is the month when a delivery assistant keeps coming late, and the warning you send is three lines long with no dates, no policy and no consequence — which is worth nothing if it is ever questioned.
The other half of the problem is arithmetic. Leave is tracked in a notebook, the leave balance is whatever someone remembers, and the full and final settlement is worked out on a calculator at the counter while the person waits. StaffKit HR is the boring, complete version of all of that: letters that already say the right things in the right order, and a workbook that calculates instead of remembering.
Eighteen letters across the whole employee lifecycle
The offer at a glance table — role, reporting, place of work, probation, CTC, notice — the remuneration clause that states the 50% basic position, five conditions of the offer, an expiry date for acceptance and a signature block. It says plainly that an offer is not yet an appointment.
Ten numbered clauses: position and reporting, probation and confirmation, remuneration, working hours, leave, statutory benefits, confidentiality and IP, policies and conduct, notice and termination, governing law. Annexure A carries the salary structure with a worked example that actually adds up.
Kept deliberately distinct from employment — duration, stipend, mentor, learning objectives, and the clause that says no job offer is implied. Includes the college NOC line most interns ask about.
Reporting time, who to ask for, and a fourteen-item document checklist with tick boxes, plus what to do when the relieving letter from the last employer is still pending.
Personal, employment, education, previous employment, bank and statutory details on one form, with a declaration and consent that covers the notice and consent basics under the DPDP Act, 2023.
An eleven-row day-by-day table with a session, an owner and a "done when" for each, the first 30-60-90 days, and a pre-joining checklist for HR.
The confirmation letter that switches the notice period and leave terms to the confirmed-employee version, and the extension letter with a gap table, weekly reviews, support offered and a review date.
Old and new structure side by side, arrears, effective date, and the line that says all other terms continue unchanged — which is the line most increment letters forget.
The warning records date, time, conduct and the clause breached, what was said before, what is expected now and what happens if it repeats. The show-cause notice states the charge, gives a reply deadline, offers the right to be accompanied and confirms no decision has been taken.
Role requirement, current position and gap; three measurable goals with targets and review dates; what the company will provide; and the three possible outcomes at the end.
Resignation acceptance with the notice arithmetic and a six-item handover checklist, an experience certificate that records facts only, a relieving letter that releases the person, and a transfer order with the support being provided.
A settlement letter with the earnings table, the deductions table, the net payable, and notes on gratuity eligibility, leave encashment, TDS, PF and the two-working-day rule for wages under the Code on Wages, 2019.
Five working sheets, formulas included, no macros
One row per employee with designation, department, joining date, monthly gross and basic, PF and ESI status, PAN, UAN, bank details and status. Annual CTC and years of service are calculated; the total row adds up active staff and their cost.
One row per application. Type the employee code and the name fills in; the days calculate from the from and to dates. Leave type and status come from dropdowns.
Entitlement, used and balance for earned, casual and sick leave per person, with SUMIFS pulling only approved applications. A negative balance turns red and the total balance runs on a colour scale.
Salary for days worked, leave encashment on basic plus DA, notice shortfall recovered, gratuity if five years are complete, and the net payable — plus a service-length check that tells you whether gratuity applies at all.
Every dropdown value lives on one Lists sheet — departments, employment types, leave types, statuses — so you can extend them without touching a formula. The Read Me explains the colour key in three lines.
No macros, no protected sheets, no add-ins. It opens in Excel 2016 or later, Microsoft 365 and Google Sheets, and every formula is visible so your accountant can check it.
One ZIP, 22 files, nothing else to buy
Numbered 01 to 18 in the order you will need them, from the offer letter to the transfer order. A4, Calibri, your letterhead at the top of every page and the page number at the bottom.
The staff register, leave register, calculated leave balance, full and final settlement calculator, dropdown lists and a short Read Me — with three clearly labelled sample employees and five sample leave entries so you can see the formulas working before you delete them.
Opens in any browser, works offline. A table of all eighteen documents and what to fill in each, the four-step setup, the Excel walkthrough, which letter to use when, six rules that keep HR paperwork out of trouble, a placeholder cheat sheet and the FAQs.
For the day you just need to send an appointment letter and do not want to read anything long.
One business, unlimited employees, lifetime use, no resale. Eleven clauses in plain English.
From download to a signed appointment letter in about ten minutes
Extract the folder anywhere permanent. Open 00-START-HERE.html in a browser — it lists every file and tells you what to fill in.
Open the appointment letter, replace the [COMPANY NAME] block with your name, address, phone and email, and save it as your master. Add a logo if you have one.
Everything in [SQUARE BRACKETS] prints bold in dark gold. Use Find & Replace for the company name, the signatory and the HR email, then fill the person-specific fields.
File → Save As → PDF. Send the PDF to the employee and keep the Word file in their personnel folder. Enter the same person in the Excel staff register so the leave and settlement sheets already know them.
What the documents actually look like
A gold rule under your letterhead, the document title in spaced navy capitals, a reference and date block, then numbered clauses with the headings in navy. A signature block, an acknowledgement strip, and a footer with the page number.
Navy header rows with white text, thin grey rules, and cream totals rows. The appointment letter's Annexure A, the increment comparison, the PIP goals, the warning record and the settlement statement all use the same table style.
Every field you must complete is in [BRACKETS], printed bold in dark gold. Worked examples — like a ₹50,000 salary structure or a ₹25,000 settlement — are there so the arithmetic is visible, and each one is flagged so you know to replace it.
Navy headers and a colour key: gold cells are inputs, white-with-formula cells are calculated, cream cells are totals. Frozen panes, dropdowns on every list column, and conditional formatting that turns a negative leave balance red.
Any Indian business that employs three to fifty people
Counter staff, godown hands and delivery assistants on monthly salaries, where the appointment letter and the warning letter are the only HR documents that will ever be written.
Small teams with high turnover, where a clean offer letter, a documented probation and a proper relieving letter save a hundred awkward conversations a year.
Eight to twenty people, one person doing HR along with everything else, and no appetite for a per-employee HRMS subscription to write six letters a year.
A ready document set to hand a client who has just hired their first five people, and a settlement calculator that matches the register you already keep for them.
Plain, portable files — no lock-in, nothing to install
One ZIP containing 18 .docx files, one .xlsx workbook, an HTML guide, a read-me and the licence. Unzips on Windows, macOS, Linux, Android and iOS.
Microsoft Word 2013 or later, Microsoft 365, LibreOffice Writer, WPS Office, and Google Docs by uploading to Drive. A4 page size, Calibri throughout, no macros and no fonts to install.
Microsoft Excel 2016 or later, Microsoft 365, LibreOffice Calc and Google Sheets. No macros and no protected sheets, so it works identically in every one of them.
Save or print to PDF from Word, Google Docs or LibreOffice. Print the workbook, or export a sheet to CSV when your accountant asks for the register.
It is not HR software and it is not legal advice. It does not file PF ECR, ESI returns, professional tax or Form 16, does not connect to any government portal, and does not manage payroll calculations month to month.
Employment law in India depends on your state's shops and establishments rules, your standing orders, your contracts and the facts of each case. Have your own adviser check anything material — especially a termination, a disciplinary action or a settlement — before you issue it.
One purchase, one business, forever
Your purchase covers use in one business that you own or operate, for unlimited employees, on any number of devices you or your staff use, for as long as you like. You may edit every file freely, issue the letters to your own staff, and share them with your accountant, auditor or legal adviser. You may not resell, redistribute or publish the files, or use them to build a competing template pack. Full terms are in LICENSE.txt inside the ZIP.
One-time payment · Lifetime access · No subscription
Your purchase is protected
Your download is ready the second your payment succeeds — one ZIP with the 18 templates, the workbook, the guide, the read-me and the licence.
No macros, no protected sheets, no watermark, no expiry. Every file is yours to edit and keep, on any device, with or without the internet.
UPI, cards, net banking & wallets — processed on PCI-DSS compliant infrastructure.
Everything you need to know before buying
Actual files. The ZIP contains 18 Word documents (.docx) and one Excel workbook (.xlsx), plus a start-here guide, a read-me and the licence. You open them in Word, LibreOffice or Google Docs and edit the text directly — nothing to install and nothing to sign up for.
Yes. Upload a .docx to Google Drive, open it with Google Docs, edit it, then download it back as a PDF to send. The headings, tables and letterhead carry across. Very long tables can reflow slightly, so check the page breaks before you send anything important.
Each document starts with a letterhead block holding your company name, address, phone, email and GSTIN or CIN. Replace it once and save that copy as your master, or paste your three letterhead lines into each file as you use it. A logo goes in with Insert → Pictures, about 3 cm high.
Every field you must complete is written inside square brackets and prints bold in dark gold, so it is impossible to miss. The guide has a placeholder cheat sheet, and suggests using Find & Replace to change the company name, the signatory and the HR email across a whole document in one go.
They are drafted around how Indian small businesses actually hire, and are aligned to the 50 per cent wage rule under the Code on Wages, 2019 and the two-working-day settlement requirement for wages. They are templates, not legal advice. For a termination, a disciplinary matter or anything a lawyer may later read, have your own adviser check the wording first.
The Staff Register works out annual CTC from the monthly gross and the PF status, and years of service from the joining date. The Leave Register calculates days from the from and to dates and pulls the name from the employee code. Leave Balance adds up approved leave by type with SUMIFS and shows what is left. The FnF Calculator works out salary for days worked, leave encashment, notice recovery, gratuity if five years are complete, and the net payable.
No. This pack is documentation, not filing software. It does not connect to the EPFO, ESIC, any state portal or the income tax portal, and it does not generate ECR, challans, 24Q or Form 16. The staff register gives your accountant the headcount, salary structure and joining dates they need for those filings.
It uses the standard arithmetic: salary and notice recovery at monthly gross divided by 30, leave encashment at basic plus DA divided by 30, and gratuity at 15/26 of basic plus DA for each completed year after five years of service. Your policy, your state rules and the facts of the case decide the rest — check the figures with your accountant before you pay, and remember that wages due must be paid within two working days of the last working day under the Code on Wages, 2019.
The register is laid out for 42 employees and the leave register for 80 applications, with the leave balance sheet reading from the register automatically. If you have more staff, copy the last row down — the formulas follow — or extend it, since every file is unlocked.
One purchase covers one business that you own or operate, for unlimited employees and unlimited devices, for as long as you like. You may edit the files freely. You may not resell, redistribute or publish them, and a second business needs a second copy. The full eleven-clause licence is inside the ZIP.
After a successful Razorpay payment you are taken to a thank-you page with a download button for the ZIP. The download is instant and yours to keep.
Email lonefaisal977@gmail.com within 7 days of purchase and the file will be replaced or the issue resolved. Digital products are not refundable once downloaded, except where a file is corrupt or the wrong item was delivered.
The rest of the paperwork a small team generates
The month-to-month side: salary slips with PF, ESI and professional tax worked out, printed on A4 and exported as a register for your accountant.
For the people who are not on your payroll — service agreements, NDAs, scope of work and payment reminders for freelancers and consultants.
If you run a coaching class, this is the student side of the same discipline: a dated revision plan with an honest hours budget.
One-time ₹249 · 18 Word templates · Staff register & settlement calculator · Guide and licence included.
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