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.
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.
Key components of an Appointment Letter
The key components of a formal appointment letter are as follows:
- Name and address of the organisation
- Date of issuance
- Name and address of the candidate
- Clear designation and department of the job offered
- Commencement date
- Probationary period details (if applicable)
- Employment type (full-time, part-time, contractual)
- Work hours and schedule
- Compensation
- Detailed job description
- Reporting structure
- Performance expectations
- Termination conditions
- Notice period
- Exit procedures
- Confidentiality agreements
- Non-disclosure clauses
- A section for the candidate to sign and acknowledge their acceptance of the offer
Appointment Letter Format
[Company Name]
[Company Address]
Date: [Date issued]
To,
[Employee’s Name]
[Employee Address]
[Employee Email]
Subject: APPOINTMENT LETTER
Dear [Employee’s name],
Following your recent interview for the position [Job Title], we are pleased to offer you the position with our company, [Company Name], effective from [Joining Date], under the following terms and conditions:
Responsibilities and Duties:
[The employee’s main tasks]
Probation:
You will be on probation for [Duration] months from the Joining Date, which may be extended at the discretion of Management. Your employment can be terminated without cause or notice during the probationary period.
Working Hours:
Working days typically run from [Day] to [Day], starting at [Start Time] and ending at [End Time], with a [Duration of Break] lunch break that is [paid/unpaid].
Salary:
This is a salaried position with an annual salary of [Annual Salary] plus commission. Applicable taxes and statutory deductions will be withheld from your monthly salary.
Benefits:
[Discuss the significant types of employee benefits]
[Other terms]
We congratulate you on your appointment and ask that you review these conditions. Please reply with your answer within [Appointmen Deadline] weeks (or days) via [email address].
Sincerely,
[Name of HR Personnel]
[HR’s Designation]
Different Appointment Letter Formats
| Formats | Files |
|---|---|
Appointment Letter Format in Word |
Download |
Appointment Letter Format in PDF |
Download |
Appointment Letter Samples
Here are some samples of job appointment letters:
1. Appointment Letter for Accountant
[Company Name]
[Company Address]
[Date]
Dear [Employee’s Full Name],
We are pleased to announce your official appointment as an Accountant at [Company Name]. With your qualifications and experience in finance, you are an excellent fit for this role, and we have every confidence that you will make a significant contribution to our financial management.
Appointment Details:
– Job Title: Accountant
– Department: Finance
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
Job Responsibilities:
– [List of Accountant Responsibilities]
Benefits and Perks:
– [List of Benefits and Perks]
Please report to the [Location/Branch Name] on [Start Date] at [Reporting Time]. Your appointment is subject to the terms and conditions outlined in the company’s policies, which will be provided to you upon joining for your reference.
We look forward to your valuable contributions in maintaining our financial health.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
2. Appointment Letter for Employee
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]
3. Appointment Letter for Internship
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]
4. Appointment Letter for Contract Employee/ Contractor
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]
5. Probationary Employee Appointment Letter
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
Is an appointment letter mandatory?
There is no law that requires mandatory issuance of appointment letters. However, some states have laws that make providing employment details in the appointment letter compulsory.
Can Appointment Letters Differ Based on Roles?
Executive appointment letters provide more elaborate job descriptions with more stringent expectations. In contrast, non-executive letters contain more general descriptions of job duties.
Is an appointment letter a legally binding document?
An appointment letter is considered a legally binding document that confirms that an organisation has given a specific job role to an individual and has accepted the terms and conditions of the employer.
Can a job offer be withdrawn after an employee signs the appointment letter?
The offer cannot be withdrawn after signing the job appointment letter. Candidates can take action if the job offer is withdrawn after signing the appointment letter.
How long does it take to receive an appointment letter after a job offer?
Different organisations follow different policies to issue appointment letters. However, in most cases, the letter is assigned to an employee on their joining date or after the completion of joining formalities.
Can employers change the terms of an appointment letter after it’s been issued?
No, employers cannot change the terms of an appointment letter without taking consent from the employee.
