A payslip; also called a salary slip or pay stub; is the statement an employer gives an employee each pay period showing what was earned, what was taken off, and what was actually paid. This template turns that into a few guided questions: enter the employee's details, list the earnings and the deductions, and generate a clean one-page payslip you can download as a PDF and send the same day.

It is built for the way small teams actually run payroll; a handful of people, a monthly cycle, and no dedicated payroll software.

What this payslip includes

- Your company name, address and logo at the top, so the payslip is identifiably yours

- An Employee Pay Summary; employee name, employee ID, pay period, pay date, paid days and loss-of-pay days

- Optional extra detail rows for anything else your team records: designation, department, bank account, tax ID, pension PIN

- An earnings table; one row per component: basic, housing, transport, overtime, bonus, commission, whatever your pay structure uses

- A deductions table; income tax or PAYE, pension, health insurance, loan repayments, union dues, salary advances

- Gross earnings, total deductions and net payable, with the net amount repeated in words

- An authorised signature block and a footer note for the payroll contact

Why the breakdown matters more than the total

The number an employee cares about is the one that lands in their account, but the number that prevents arguments is the breakdown above it. A payslip that shows only "salary: 800,000" invites every question your payroll inbox is already getting: why is this less than last month, what was the tax, was my overtime counted, has the loan been deducted twice?

Listing each earning and each deduction on its own line answers those questions before they are asked. It also gives the employee something they can use — payslips are the standard evidence for a loan application, a visa application, a rental agreement, or a mortgage, and a slip with a visible gross-to-net trail is accepted where a bare figure is not.

Getting the rows right

Gross earnings, total deductions and net payable are worked out from the rows for you, so the arithmetic between them can no longer disagree. What is still worth checking is the rows themselves:

1. Every earning the employee is due is listed. Add an allowance and it is already in the gross; nothing further to update.

2. Every deduction appears once. A loan repayment or a tax line entered twice under two different names inflates the total without ever looking wrong on its own. Get the rows right and the three totals; and the mismatch that used to hide in them; take care of themselves.

Loss of pay days

The paid days and loss of pay days fields are what make a short month explainable. If an employee took unpaid leave or joined mid-month, the reduced net pay has a stated reason on the face of the document. Leaving loss-of-pay days at zero and quietly reducing the basic figure is the single most common cause of a disputed payslip.

How to create your payslip

1. Open the template and click Generate.

2. Answer the guided questions; company and employee details, the pay period and pay date.

3. Add your earnings and deductions rows, one line per component.

4. Enter the net amount in words. Gross earnings, total deductions and net payable are worked out from the rows as you go, and again when the document is generated; nothing to enter there.

5. Generate and download the PDF, then send it to the employee and keep a copy on file.
Running the same payroll next month? Reopen the document, change the pay period, pay date and the figures that moved, and generate again.

Who is this for

Small businesses, startups and agencies paying a handful of salaried staff; HR and operations people who need a presentable payslip without buying payroll software; accountants and bookkeepers preparing slips on a client's behalf; and employers issuing a one-off slip for an employee who needs proof of income.

Note: This template is provided for convenience and general information only and is not legal, tax or payroll advice. What a payslip must show, which deductions are mandatory, how tax is calculated, and how long you must keep records all depend on where you and your employee are based. Check your local employment and tax rules, or ask whoever prepares your payroll. A payslip must reflect pay that was genuinely earned and genuinely paid.

#salary slip format templates

Monthly Payslip Template (Salary Slip)