Appointment Letter Formats & Samples

Table of Contents
A well-written appointment letter is one of the most important documents in the recruitment process, providing official confirmation of employment. It clearly explains the job role, mentions the salary and perks, and outlines the organization’s rules and policies, ensuring clarity and transparency from the beginning. Having a structured and well-written establish trust between the employer and employee.
In this guide, you will find everything you need to create a professional job appointment letter with ease:
- Format of appointment letter
- Downloadable and editable templates in both Word and PDF formats.
- Multiple samples customized according to roles such as accountants, HR professionals, interns, or employees on probation.
- There are significant differences between an offer letter, an appointment letter, and a joining letter.
- Practical tips on how to draft a letter of appointment with confidence and professionalism.
Along with expert guidance, free templates are provided to save time and ensure compliance. Whether you are an HR manager, a small business owner, or a startup founder drafting your very first letter, this comprehensive resource will make the process seamless, professional, and in accordance with the law.
What is an Appointment Letter?
An appointment letter is a formal declaration that an employer has selected a candidate. It confirms the hiring of a particular job and outlines key terms, including the roles that the candidate is expected to fulfill.
This letter contains information that the employer sends to inform the candidates that they accept their candidature and will proceed with the hiring process. It enables employers to spell out expectations clearly, taking the form, among others, of the title of a job, duties to be performed, pay, benefits, hours worked, leave, and any probation term.
Since you now know what an appointment letter is, we will examine what the proper format is?
Standard Appointment Letter Format
A well-written appointment letter is essential for making job offers and helping new team members get started. But to write this letter correctly, you need a standard format.
Especially if you are an HR professional, writing an employee appointment letter properly can impact your organization’s branding and ensure a smoother onboarding process.

Download Ready-to-Edit Letter Template (in Word Doc)
Sample Letter of Appointment Letter
[Company Letterhead]
[Date]
[Candidate’s Name],
[City, State, Zip Code]
Dear (Candidate’s Name),
Subject: Appointment Letter For The Position Of (Job Title)
We at (Company Name) invite you to join us as (Job Title) at our (Company Name). Your association with the organization will be greatly appreciated, and we would like to see your qualities produce beneficial results.
1. Position Details
You have been designated for the vacancy in the post of [Job Title] in the [Department Name] department. You will be reporting to [Reporting Manager Name/Designation]. The employment will be effective on [Start Date].
2. Payroll & Benefits
Your total annual remuneration will be [Amount Figures and Words], which will be paid in line with the company’s payment cycle. Along with this, you will be qualified for such benefits as:
- [Medical Insurance]
- Retirement Benefits [Provident Fund]
- Performance Bonus/Incentives
- Other – as per policy
3. Work Schedule
Your regular hours of work will be between [Start Time] and [End Time] on [Days of the Week, e.g., Monday to Friday]. You may, however, be asked to work extra hours based on business demands.
4. Available in readable and fair terms and conditions.
Your work in the company is governed by the rules and regulations, which may be updated at any time. Plus, you are supposed to uphold the highest standards of integrity, confidentiality, and professionalism whilst in employment. Your employment is on a Probation/Contract/Permanent basis. This probation will last [X months], and then your work will be analyzed
Welcome to [Company’s Name], and we are thrilled to have you on board. A copy of this letter, as an acknowledgement of its acceptance, please sign and hand back.
Yours sincerely,
[Authorized Signatory Name]
[Designation]
[Company’s Name]
What to Include in a Professional Appointment Letter
A standard appointment letter format requires providing all necessary information during the employee appointment. To keep in mind, the elements of the letter are as follows:
- Employee Personal Details: New employees’ details include their full name, address, contact information, and job title.
- Department: The department inside the organization where the individual will work
- Reporting Structure: Employees will report to the department head.
- Terms & Conditions: Any particular conditions of employment, such as confidentiality agreements, non-compete clauses, and policies like leave and attendance policies, should be included.
- Compensation Details: Detailed description of salary, bonuses, and other monetary benefits.
- Start Date:The date that the employment is scheduled to commence.
- Duration of Employment: The contract’s termination date or duration must be mentioned if relevant.
- Working Hours: The anticipated working hours, whether part-time or full-time status.
- Probation Period: If there is a probationary period, its length and terms
- Benefits: Information about health insurance, wellness programs, retirement plans, vacation days, and other employee perks and advantages
- Job Description: A thorough description of the duties and responsibilities of the role.
- Conditions: Any additional conditions or requirements, such as L&D, AS certifications, travel requirements, or equipment provided, are specified.
Once you know what to include in an appointment letter for a job, it is the first step. To make the process easier, below are the ready-to-use templates for quick customization and use.
Perfect Your Hire: Appointment Letter Templates & Samples for HR
Here are different appointment letter formats and templates that organizations can use depending on the role and requirement:
1. Simple Appointment Letter Sample
A basic appointment letter for an employee covers only essential details like job title, salary, joining date, and terms of employment. Suitable for small businesses or startups. Here is the sample,
To: Sales Executive
Brightwave Solutions Pvt. Ltd.
Determined Date: 12th August 2025
To Rohit Sharma
We would like to offer you a position at Brightwave Solutions Pvt. Ltd. as a Sales Executive. Your date of joining will be 1st September, 2025, and your yearly salary will be ₹4,20,000. The terms and conditions of employment of the company will govern you.
We would be glad to have your contributions.
Sincerely,
Anita Desai
HR Manager
Brightwave Solutions Pvt. Ltd.
2. Appointment Letter for Accountant
[Company Logo]
[Date]
Subject: Letter of Appointment for the Position of Accountant
Dear [Candidate’s Full Name],
We are pleased to appoint you as an Accountant at [Company Name] in the Finance Department. Your qualifications and experience in accounting and compliance align well with our requirements, and we look forward to your contribution to our financial operations.
Appointment Details:
- Designation: Accountant
- Department: Finance
- Reporting to: [Supervisor/Manager Name]
- Start Date: [Start Date]
- Compensation: [Salary or Compensation Details]
- Work Schedule: [Working days and hours]
- Probation: [Probation period]
- Job Responsibilities: [List Accountant Responsibilities]
- Benefits and Perks: [List Benefits and Perks]
Acceptance
Please sign and return a copy of this letter by [Acceptance Deadline] to confirm acceptance. For any clarifications, contact [HR Contact Name], [Email], [Phone]
Welcome to [Company Name]. We look forward to your contributions to strengthen our financial systems and controls.
Yours sincerely,
[Authorized Signatory Name]
[Designation]
[Company Name]
3. Company Appointment Letter Format for Internship
This format is ideal for interns and mentions stipend (if any), internship duration, learning objectives, and reporting manager details. Here is the sample,
[Company Logo]
[Date]
Subject: Offer Letter for [Internship Title]
Dear [Intern’s Full Name],
We are excited to offer you the opportunity to join [Company Name] as a [Internship Title] in the [Department Name]. We appreciate your interest and skills, and we are excited to support your growth and learning during this internship.
Internship Details:
- Duration: [e.g., 3 months]
- Start Date
- End Date
- Working Hours
- Reporting To: [Reporting Manager Name/Designation]
Compensation and Benefits
You will receive a stipend of XXXXX during the internship.
Confirmation of acceptance
If you wish to accept this offer, please sign and send back a copy of this letter by [Acceptance Deadline]. If you have any questions, you can reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We believe this internship will be a valuable experience for you, and we look forward to working with you.
Yours sincerely,
[Authorized Signatory Name]
[Designation]
[Contact Information]
4. Probationary Employee Letter of Appointment Sample
Used when hiring candidates on probation. It includes probation duration, performance review process, and conditions for confirmation or termination. Here is the sample,
Subject: Appointment on Probation – Software Developer
Date: 12th August 2025
Hello Karan,
It is our pleasure to place you in the position of a Software Developer in BlueOrbit Technologies, effective 1st September 2025.
You are placed on 6 months’ probation. This performance will be evaluated, and once satisfactory, your services will be ordered. The company also has the right to terminate employment with 30 days’ notice in case of unsatisfactory performance within the probation period.
Salary: 6,00,000 p.a.
Welcome aboard!
Sincerely,
Vivek Malhotra
CTO
BlueOrbit Technologies
5. Job Appointment Letter Template for Employee Contract
This version is for employees hired on a fixed-term contract. It should clearly specify contract length, renewal terms, and termination clauses. Here is the sample,
Subject: Appointment under Fixed-Term Contract – HR Consultant
Zenith HR Solutions
Date: 12th August 2025
Dear Neha Joshi,
We are pleased to offer you employment as an HR Consultant under a fixed-term contract with Zenith HR Solutions, starting 1st September 2025 and ending 28th February 2026.
Contract Details:
- Duration: 6 months
- Renewal: Subject to mutual agreement
- Termination: Either party may terminate with 30 days’ notice
Compensation: ₹50,000 per month.
We look forward to your expertise and contribution.
Sincerely,
Ramit Desai
HR Manager
Zenith HR Solutions
6. Appointment Letter for Employee in Email Format
A more concise letter was sent digitally. It highlights the role, joining date, salary, and attaches detailed terms as a PDF.
Here is the sample,
Subject: Appointment Confirmation – Customer Support Executive
Hi Priya Menon,
Congratulations! We are glad to appoint you as Customer Support Executive at NextGen Services Pvt. Ltd., effective 10th September 2025. Your monthly salary will be ₹28,000.
Please find the detailed terms of employment attached in the PDF.
We are excited to welcome you to the team.
Warm regards,
Ketan Desai
HR Manager
NextGen Services Pvt. Ltd.
7. Appointment Template for HR Professionals
Designed for HR hires, this version mentions responsibilities like recruitment, compliance, and employee engagement, along with confidentiality agreements.
Here is the sample,
Subject: Appointment as HR Manager
Infinity PeopleTech Pvt. Ltd.
Date: 12th August 2025
Dear Rahul Iyer,
We are pleased to appoint you as HR Manager at Infinity PeopleTech Pvt. Ltd., effective September 1, 2025.
Your responsibilities include:
- Recruitment & onboarding
- Policy compliance
- Employee engagement and welfare initiatives
Confidentiality of employee and organizational data is mandatory. Your compensation will be ₹7,20,000 per annum.
We look forward to your leadership in HR practices.
Sincerely,
Vivek Malhotra
Chief Technology Officer
Infinity PeopleTech Pvt. Ltd
How to Write an Appointment Letter?
When composing an appointment letter, it is essential to use a formal letterhead and address the candidate by their name. Then, officially bequeath to them the position, with duties, date of commencement, working hours, salary and such essential conditions. Finally, close with acceptance instructions and a response deadline. Ensure clarity, completeness, and a professional tone throughout.

- Letterhead and header details: Create official letterhead and place the full name of the candidate, contact details and the date of issuance at the top to provide some formality and traceability.
- Professional greeting: To create the appropriate tone, it is essential to address the candidate using their official name with a formal salutation (e.g., Dear Atul Sharma).
- Opening and appointment statement: Open by formally nominating the candidate to the job, and specifying the precise job title to eliminate any ambiguity.
- Role summary and responsibilities: Give a concise overview of the position and primary duties to have expectations clearly known at the very beginning.
- Start date confirmation: Indicate the date of commencement as agreed upon in the interviews or provide negotiations with reference to any previous agreement.
- Work schedule and status: Indicate the working hours or weekly hours, and specify whether the position is full-time or part-time to define the availability expectations.
- Compensation and components: Add the actual salary and other mandatory requirements, such as pension, gratuity, and insurance, to have a complete picture of pay and benefits.
- Additional terms and policies: Include any pertinent terms (e.g., policy acknowledgements or dress code) at the bottom to roll up prerequisites.
- Acceptance and deadline: Close by pointing out whether a signature is necessary and specifying a deadline to accept or respond to formalise the process.
Quick, Actionable Writing Tips
- Use a business but friendly tone
- Make sure compensation, benefits, and reporting are mentioned clearly.
- Write language that is simple and plain, jargon-free.
- Make sure legal accuracy and accuracy in job details.
- Write in your own handwriting, and not general templates.
By following these guidelines, you can create a letter that is both informative and professional, setting the stage for a positive and productive working relationship with your new employee.
Are Appointment Letter and Offer Letter the Same?
No, an appointment letter and an offer letter are not the same.
However, both are important. Especially when organizations with strong onboarding see up to an 82% higher retention rate, offer letters are equally crucial as appointment letters.
Aspect | Offer Letter | Appointment Letter |
---|---|---|
Purpose | To indicate the employer’s intention to hire and outline key terms to secure acceptance. | To confirm employment and establish comprehensive, binding terms and conditions. |
Timing | Issued after candidate selection, before joining, and before complete documentation. | Issued after offer acceptance (often close to or on the joining date), following verification steps. |
Legal Status | Typically non-binding or minimally binding; subject to conditions and potential changes. | A legally binding employment contract with enforceable terms and clauses. |
Content Detail | Provides a summary: role, compensation range/CTC, tentative start date, location, and basic contingencies. | Offers detailed information: role and duties, reporting structure, exact compensation, benefits, work hours, probation, company policies, confidentiality/IP, termination/notice periods, and dispute resolution terms. |
Negotiability | High: used for discussions regarding salary, title, start date, and benefits. | Low; terms are finalized mainly, and changes generally require a formal amendment. |
Conditions | Often includes contingencies such as background checks, reference checks, and document submission. | Records that contingencies have been met or specifies any remaining ones with binding effect. |
Employee Action | Requires acceptance (e-signature or email confirmation) within a specified validity window. | Requires signing and returning to formalize employment; retained in the personnel file. |
Verification Use | Limited proof of prospective employment. | Strong proof of employment for purposes such as bank loans, visas, and compliance. |
Withdrawal/Changes | Employer may modify or withdraw prior to acceptance or if contingencies are not met. | Changes require mutual consent; unilateral withdrawal by the employer can lead to legal exposure. |
Tone & Length | Concise and welcoming, typically 1–2 pages. | Formal and comprehensive, often multi-page with annexures and policy references. |
Conclusion
By using the correct format on an appointment letter, not only do you confirm to the organizational policies, but you also shape the expectations of your new employee accordingly. We have presented the details of both an everyday letter of appointment format and a job-specific template in PDF/Word format that you can edit according to your requirements.
And you still don’t know what the differences are between an offer letter and an appointment letter, or you are still unsure what the difference between these two letters is, or you doubt how the appointment joining letter format can work? Other HR templates help streamline all other steps of your hiring and onboarding process.
What is the Purpose of an Appointment Letter?
The purpose of a letter of appointment is to formally confirm a candidate’s employment and outline the terms and conditions of the employment between the employer and employee.
What is a Good Company Appointment Letter Format to Use?
A good letter of appointment format to use is one that clearly outlines the job title, start date, salary, terms of employment, reporting structure, and company policies, in a formal, professional tone.
What are the Key Components of an Appointment Letter for Employees?
The key components of a letter of appointment include job title, responsibilities, start date, compensation, working hours, probation period, and terms such as confidentiality and company policies.
How Long does It Take to Get an Appointment Letter?
This typically takes a few days to two weeks to get after accepting a job offer.
How Can I Request an Appointment Letter from HR?
You can politely email or speak to HR requesting your this letter after accepting the job offer.
How is a Letter of Appointment Different from a Joining Letter?
The letter of appointment confirms your employment, while the joining letter is submitted by you to the employer on your first day, confirming your joining.
What is a Probation Period Mentioned in Employee Appointment Letters?
The trial period usually is for 3–6 months during which your performance is evaluated before confirmation as a permanent employee.
When Can I Expect the HR Compass to Send Me a Letter of Appointment Once I’he Accepted the Job?
Usually it takes 7-15 days of marketing the offer to receive an appointment or participation, although each company is different.
Are Company Appointment Letters Cancellable?
In some instances, a letter of appointment may be rescinded, like in cases of background checks, providing inaccurate information, or breaches of company policy.
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