Appointment Letter – Format in Word, & Pdf (Free Download)

Welcoming a new employee requires a positive experience and a seamless onboarding process, which can be achieved through an appointment letter. This letter is used to communicate the decision to hire a new employee formally. The HR department typically manages it.

This blog will discuss appointment letters–what they are, their purpose, and how to write one.

What is an Appointment Letter?

An appointment letter is a formal document given by an employer to an employee to confirm their job position, terms, duties, and other related details. It outlines the job offer and ensures a clear understanding of expectations for both parties. The appointment letter is typically sent after the candidate accepts the offer letter.

Purpose of Appointment Letter

The primary purposes of an appointment letter are as follows:

• Formal Job Offer: The letter extends a formal offer of employment to the candidate.
• Terms and Conditions: It outlines the terms, conditions, and expectations associated with the job.
• Legal Binding:  Once the employer and employee accept the appointment letter, it is considered a legally binding agreement.

Key components of an Appointment Letter

The key components of a formal appointment letter are as follows: 

1. Name and address of the organisation
2. Date of issuance
3. Name and address of the candidate
4. Clear designation and department of the job offered
5. Commencement date
6. Probationary period details (if applicable)
7. Employment type (full-time, part-time, contractual)
8. Work hours and schedule
9. Compensation
10. Detailed job description
11. Reporting structure
12. Performance expectations
13. Termination conditions
14. Notice period
15. Exit procedures
16. Confidentiality agreements
17. Non-disclosure clauses
18. A section for the candidate to sign and acknowledge their acceptance of the offer

How to Write an Appointment Letter

To write an appointment letter, follow these steps:

• Use a formal letterhead with the candidate’s name, contact information, and issuance date.
• Begin with a greeting that uses the candidate’s official name and is preceded by a salutation, such as ‘Dear Candidate Name’.
• You can write the letter in either the traditional paragraph style or the modern bullet point style.
• In the introduction paragraph, formally offer the role to the prospective candidate, including their official job title.
• In the following section, provide a concise overview of the candidate’s position and associated tasks and duties.
• Include the recipient’s starting date and a brief reference to the conversation from the interview or job offer stage.
• Mention the working schedule of the offered position, including expected daily or weekly hours and whether it is full-time or part-time.
• Include the agreed-upon salary, as discussed during the job offer and negotiation.
• Also, mention other essential parts of the gross salary, such as pension plans, gratuity, or insurance plans.
• Towards the end of the letter, include all other important additional terms and conditions, such as the dress code.
• End the letter by indicating whether the recipient needs to sign the document.
• Specify the deadline for accepting or responding to the letter in the final section.

Download Appointment Letter in Different Format

Appointment Letter for Employee

[Your Company Letterhead]

Date: [Date of Issuance]

To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]

Subject: Appointment Letter for the Position of [Position Title]

Dear [Candidate Name],

We are delighted to inform you that you have been officially appointed to the [Job Title] role at [Company Name]. We were impressed with your qualifications, experience, and interview performance, and we are confident that you will excel in this position.

Here are the appointment details:

Job Title: [Job Title]
Department: [Department]
Reporting to: [Supervisor/ Manager's Name]
Start Date: [Start Date]
Compensation: [Salary or Compensation Details]

You will have the following perks and benefits:

[List of Benefits and Perks]

Please be informed that you are required to report to the [Name of the Location/ Branch] on [Start Date] at [Reporting Time]. Kindly note that this appointment is subject to the terms and conditions stated in the company policies, which will be given to you for your reference.

We look forward to your contributions and growth within our organisation.

Sincerely,

[HR Manager's Name]
[HR Manager's Title]
[Contact Information]

Appointment Letter for Internship

[Your Company Letterhead]

Date: [Date of Issuance]

To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]

Subject: Appointment Letter for the Position of [Position Title]

Dear [Candidate Name],

We are pleased to offer you an internship for the [Internship Title] role at [Company Name]. Your passion and potential are well-aligned with the objectives of our internship program.

Appointment Details:

Title: [Internship Title]
Department: [Department Name]
Start Date: [Start Date]
Duration: [Duration (e.g., three months)]
Stipend: [Stipend Details]

Expectations and Benefits:

[Internship Expectations and Benefits]

Please let us know if you accept this internship by signing and returning a copy of this letter before [Deadline]. If you have any questions or require further information, contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].

We are excited to see your contribution and learning during the internship.

Best Regards,

[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]

Appointment Letter for Contract Employee/ Contractor

[Your Company Letterhead]

Date: [Date of Issuance]

To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]

Subject: Appointment Letter for the Position of [Position Title]

Dear [Candidate Name],

We are happy to offer you a contract position as a [Job Title] at [Company Name]. Your skills and expertise are a good match for our project's requirements.

Here are the details of your appointment:

Job Title: [Job Title]
Project/ Contract Duration: [Contract Duration]
Reporting to: [Supervisor/ Manager's Name]
Start Date: [Start Date]
Compensation: [Contract Compensation Details]

The contract terms and conditions are as follows:

[Contract Terms and Conditions]

Please take some time to carefully read through the contract and confirm your acceptance of the appointment by signing and returning a copy of this letter before the acceptance deadline, which is mentioned in the agreement. If you have any questions or need any clarification, do not hesitate to contact [Contact Name] at [Contact Email] or [Contact Phone Number].

We are thrilled to have you join our team and are looking forward to seeing your valuable contributions during the period of this contract.

Best regards,

[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]

Probationary Employee Appointment Letter

[Your Company Letterhead]

Date: [Date of Issuance]

To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]

Subject: Appointment Letter for the Position of [Position Title]

Dear [Candidate Name],

I am pleased to inform you that you have been appointed as a Probationary [Job Title] at [Company Name]. Your skills and potential will make a valuable contribution to our team, and we are excited to have you on board.

Here are the details of your appointment:

Job Title: [Job Title]
Department: [Department]
Reporting to: [Supervisor/ Manager's Name]
Start Date: [Start Date]
Compensation: [Probationary Compensation Details]
Probationary Period: [Probationary Period Details]

We will assess your performance and suitability for the role during probation. If you pass, you will be considered for full employment at [Company Name]. Please refer to the company's policies for further details.

To confirm your acceptance, sign and return a copy of this letter by [Deadline]. If you have any queries, please feel free to contact [Contact Name] at [HR Email] or [HR Phone Number].

We are excited to have you join our team and are looking forward to your contributions and growth with us.

Sincerely,

[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]

Importance of an Appointment Letter

The significance of an appointment letters is as follows:

• Essential Document: The appointment letter is a legally binding document outlining the terms and conditions of the employer-employee relationship.
• Comprehensive Information: It summarises the company’s expectations, including salary, job title, and benefits, for a comprehensive understanding of the role.
• Legally Binding Contract: Once signed, both parties receive a copy of the appointment letter. It ensures agreement and serves as a legal reference in case of disputes.
• Dispute Resolution: The appointment letter has legal standing and can be used as evidence to resolve future disputes between employer and employee.

The difference between an Offer Letter and an Appointment Letter

An offer letter is the first formal document given to a candidate selected for a position, outlining the terms and conditions of the job offer. It’s not legally binding.

An appointment letter is issued after the candidate accepts the job offer, confirming the employment relationship and providing details about employment terms. It’s a legally binding document signed by both employer and employee.

Tips to Remember

Some tips to remember while drafting an appointment are as follows:

• Avoid ambiguous terms, and use clear and concise language.
• Have the letter reviewed by legal professionals to Ensure compliance with employment laws and regulations.
• Tailor the letter to the specific position and individual.
• Issue the appointment letter promptly after the selection.
• Maintain a professional and positive tone throughout.
• Encourage open communication by providing contact information for queries.

Frequently Asked Questions