Form 16 is one of the most important income‑tax documents for salaried individuals and employers in India, and for the Financial Year 2025‑26 (i.e., April 1, 2025, to March 31, 2026), having an accurate, Excel‑based Form 16 Part A & Part B saves significant time and effort. Not only must employers and tax practitioners issue Form 16 correctly, but they must also ensure that TDS, salary, and deductions are computed flawlessly under both the old and new tax regimes. In this article, we will walk you through how to download and prepare Form 16 “one by one” in Excel for FY 2025‑26, while using plenty of transition words to keep the flow smooth and professional.

1. What is Form 16 for FY 2025‑26?

Form 16 is a TDS certificate issued by an employer to an employee, summarising salary paid and Tax Deducted at Source during a financial year. For FY 2025‑26, this certificate must reflect the current tax slabs, deductions under Sections 80C, 80D, and exemptions such as HRA, LTA, and professional tax. Therefore, Form 16 serves as the primary proof of salary income and tax deposited when the employee files ITR‑1 or ITR‑2 for AY 2026‑27.

2. Why use Excel for Form 16?

Excel is ideal for preparing Form 16 because it allows structured data entry, automatic calculations, and easy error‑checking. Moreover, an Excel‑based template can link Part A (TDS details) and Part B (salary and deductions) in a single file, ensuring consistency. As a result, you can quickly generate one‑by‑one certificates for each employee instead of relying on bulky manual sheets or PDFs downloaded from TRACES.

3. What does “one by one” Form 16 mean?

A “one by one” Form 16 utility in Excel means you prepare certificates employee‑wise, not in bulk. Firstly, you enter the master data such as name, PAN, TAN, and employer details. Then, you input salary components like basic, DA, HRA, special allowance, and perquisites for each employee. After that, the sheet automatically computes taxable salary, taxable income, and TDS under both tax regimes. Consequently, each employee’s Form 16 Part A & Part B can be generated separately, enabling precise verification at the individual level.

4. Where to download the Excel template?

To prepare Form 16 one by one in Excel for FY 2025‑26, you typically need a ready‑made, formula‑driven Excel utility rather than building it from scratch. Initially, you can download the same from www.itaxsoftware.net, www.pranabbanerjee.com or www.apnataxplan.in

Next, look for trusted portals like ranabBanerjee.com, taxexcel.net, iTaxSoftware.net, or similar tax‑tool websites that offer ZIP‑packaged Excel sheets with macros and formulas. Afterwards, click the direct download link for FY 2025‑26 (AY 2026‑27), save the ZIP file, and extract it to your local drive.

5. How to verify the FY in the Excel file?

Before using the sheet, you must confirm that the template is tailored for FY 2025‑26. First, open the Excel file and check the heading or notes section, which should mention “Financial Year 2025‑26” or “AY 2026‑27”. Then, verify that the tax slabs and deduction limits match the current budget notifications. If the sheet still shows an older FY, it may produce incorrect TDS, so you should either update formulas or download the correct version.

6. Step‑by‑step: Prepare Form 16 Part A & Part B

Once the template is downloaded, the following steps allow you to prepare Form 16 one by one in Excel for FY 2025‑26.

6.1 Set up the employer and employee master

Firstly, open the “Employee Master” or “Employer Details” sheet. Here, enter the employer’s name, address, PAN, TAN, assessment year, and financial year. Subsequently, move to the employee section and list each employee’s name, PAN, date of joining, and last working date, if applicable.

6.2 Input salary components

Then, enter monthly or annual salary components for each employee, such as basic pay, DA, HRA, conveyance, city allowance, and variable pay. Additionally, add perquisites like car facility, club membership, or employer‑provided accommodation, if any. Because Excel formulas are already linked, the sheet sums up total salary and separates taxable vs. exempt components automatically.

6.3 Apply exemptions and deductions

Next, go to the exemptions section (e.g., HRA, LTA, gratuity, professional tax) and enter values for each employee. For example, if an employee claims HRA, type the eligible amount,t, and the sheet will reduce taxable salary accordingly. Moreover, in the deductions section (80C, 80CCC, 80CCD(1), 80D, 80G, etc.), enter the investment and insurance figures. As a result, the Excel utility computes net taxable income and selects the more beneficial tax regime for that employee.

6.4 Generate TDS and Form 16 Part A

Afterwards, the sheet calculates total tax liability, education cess, and final TDS for the year. Then, move to the “Form 16 Part A” section, which typically pulls figures from the salary and TDS sheets. There, check that the TAN, PAN, name, assessment year, quarter‑wise TDS, and challan details are correctly populated. If any value looks wrong, trace it back to the input sheets and correct the underlying data.

6.5 Complete Form 16 Part B one by one

First Open the Excel Utility, which is designed to be printed or converted to PDF for each employee. Here, the utility consolidates salary breakup, exemptions, deductions, and final tax payment in a standard format. Furthermore, many templates allow you to generate a PDF‑style layout that can be digitally signed and shared with employees. Because each employee’s data is separate, you can review and print or email Form 16 individually, minimising errors and queries later.

7. Advantages of “one by one” Excel‑based Form 16

Preparing Form 16 one by one in an Excel template offers several benefits for FY 2025‑26.

• Accuracy and fewer errors: Formulas automatically update salary, deductions, and TDS, so manual mistakes are drastically reduced.
• Dual‑regime support: The same sheet can compute tax under both old and new regimes, helping you choose the best option per employee.
• Employee‑wise verification: Since each certificate is generated individually, you can validate details employee‑wise before issuing it.
• Faster filings and audits: Well‑structured Excel sheets simplify cross‑checking during departmental scrutiny or internal audits.
• Re‑usability: Once you set up the template for FY 2025‑26, you can reuse and adapt it for future years with minor changes.

8. Practical tips while working on the Excel file

While preparing Form 16 one by one, keep the following tips in mind.

• Enable macros carefully: If the Excel file uses macros, enable them only from trusted sources and keep a backup of raw data.
• Check data consistency: Ensure that the same PAN, TAN, and assessment year are used across Part A and Part B.
• Use separate sheets: Keep “Master Data”, “Salary”, “Exemptions”, “Deductions”, “Part A”, and “Part B” on different sheets for clarity.
• Print and test: Before finalising, print a sample Form 16 for one employee and verify every figure against payroll records.
• Save and archive: After generating certificates, save both the raw Excel file and the PDFs of each Form 16 for future reference.

9. Conclusion

In summary, downloading and preparing “One by One Form 16 Part A & Part B in Excel for FY 2025‑26 (AY 2026‑27)” significantly improves accuracy, speed, and compliance for employers and tax professionals. Not only does Excel automate tax and TDS calculations, but it also allows you to generate employee‑wise certificates with minimal manual intervention. Therefore, by following the above steps and using a reliable Excel template, you can streamline Form 16 preparation for the current financial year and lay a strong foundation for future tax‑season workflows.

Download and Prepare One‑by‑One Form 16 Part A & Part B in Excel for FY 2025‑26 (AY 2026‑27)

1. Simple download and setup
   Firstly, the user can download a ready‑made Excel zip file designed specifically for FY 2025‑26 from a trusted tax‑tool website. Next, the user just needs to extract the file and open the main Excel workbook to begin preparation.
2. Employee‑wise (“one by one”) certificate generation
   Subsequently, the template allows you to prepare Form 16 individually for each employee instead of processing all employees at once. In this way, you can verify each employee’s data carefully before finalising the certificate.
3. Dual‑regime support (old and new tax)
   Furthermore, the Excel sheet automatically calculates taxable income and tax liability under both the old and new tax regimes. As a result, the employer can choose the more beneficial regime for each employee and reflect the correct tax in Form 16.
4. Integrated Part A (TDS details) and Part B (salary and deductions)
   Then, the same workbook links Part A and Part B, so TDS, salary breakup, exemptions, and deductions remain consistent across both sections. Because of this integration, mismatches between Part A and Part B are minimised.
5. Automatic salary and TDS computation
   After entering salary components like basic, DA, HRA, allowances, and perquisites, the sheet instantly computes total taxable salary and annual TDS. In addition, the education cess and final tax payable are updated automatically.
6. Exemptions and deductions section-wise
   Moreover, the template includes separate sections for HRA, LTA, professional tax, and other exemptions, as well as for popular deductions (80C, 80D, 80G, etc.). Consequently, the user only needs to input qualifying amounts, and the net taxable income is recalculated.
7. Quarter‑wise TDS and challan details
   Initially, the Form 16 Part A sheet displays quarter‑wise TDS deduction and challan details based on entered values. Then, the user can match these figures with TRACES or payroll records to ensure accuracy.
8. Standardised layout suitable for printing
   Next, the Part B sheet follows a clear, structured layout that resembles the official Form 16 format, making it easy to print or convert to PDF. In this manner, certificates look professional and ready for issue to employees.
9. Data validation and error‑proofing
   Furthermore, the template incorporates data validation and basic error checks, so incorrect PANs, invalid dates, or missing salary fields are easier to spot. Therefore, clerical mistakes before submission are significantly reduced.
10. Exporter‑friendly employer and employee master data
    Also, the workbook contains a “Master Data” sheet where employer details (name, address, PAN, TAN) and employee details (name, PAN, joining date, etc.) are entered centrally. Hence, these values are pulled into individual Form 16 certificates without repetitive typing.
11. Re‑usable and future‑ready design
    Afterwards, the same structure can be adapted for future financial years by updating tax slabs and limits, so the effort is not wasted. In addition, users can save completed versions for each FY as audit‑ready records.
12. Easy sharing through PDF or print
    Finally, once each employee’s Form 16 is prepared, the user can export or print it as a PDF file and share it digitally with employees. Ultimately, this makes compliance simple, fast, and paper‑light for the employer and smoother for the employee while filing ITR.