Appointment Letter: Format, Template and Sample
Download Appointment Letter Word Format For Free
Table of Contents
An appointment letter is a written agreement between an employer and an applicant selected for a work position. It is a legal document that verifies the candidate’s appointment to a specific job opportunity. This letter is typically sent after the candidate has accepted the offer letter.
You may be responsible for writing a job letter if you are a hiring manager, recruiter, or HR professional. This formal document outlining the terms and conditions of an employee’s new position confirms a new team member’s role effectively and professionally.
In this post, we’ll explain what a job appointment letter is, go over how to create one, and provide a template and several examples to help you get started.
Use factoHR’s appointment letter templates to manage your organization’s letters. Our experts created these templates. Contact us to learn how to use them easily.
What is an Appointment Letter?
An appointment letter is a formal document that confirms an employment offer to a candidate. It is typically presented by HR professionals, such as hiring managers or recruiters and issued after interviews or negotiations regarding the job offer.
Once the offer is made, the candidate is given time to review and negotiate key aspects, including salary and benefits. Following these discussions, a formal letter is generated, which marks the final communication between the organization and the new employee. This document legally binds both parties and indicates the candidate’s acceptance of the employer’s offer.
The appointment letter details important information, such as the new employee’s Key Responsibility Areas (KRA), remuneration, incentive structure, bonuses, start date, and other relevant terms. It serves as the foundation of a legally enforceable contract, establishing the rights and obligations of both the employer and employee.
Ultimately, the appointment letter acts as a formal confirmation of the job offer, facilitating a smooth transition into the new role within the company. It stands alone as a document that outlines the terms and conditions agreed upon by both parties, and it can be customized to fit the specific needs of the organization and the position being filled.
Appointment Letter Format
Elements of Appointment Letter
As per the data by exploding topics, 81% of employees get overwhelmed when they get all the details during onboarding. Thus, all the employees need to provide 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 the job title offered.
Department
The department inside the organization where the individual will work
Reporting Structure
Employees will report to which department head should be mentioned.
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.
How to Write An Appointment Letter?
Add a Header
This is a formal letter, and therefore, formal letterhead will be required to maintain its official outlook. The recipient’s name with their contact information, followed by the date and your contact details, are at the very starting point of your letter. Keeping them atop will enable the receiver to try to contact you again quickly.
Add a Greeting
You can follow your heading with a greeting and introduction. Keep this professional by utilizing the candidate’s last name and a suitable salutation. Alternatively, start with a simple opening sentence thanking the candidate for participating in the interview and following discussions.
Select a Format
When drafting the contents of your letter, you can choose from two typical formats. You can format the letter in classic paragraph style, with complete sentences. Alternatively, you might utilize a modern style that separates the essential components and uses bold type. When drafting a letter online, the material may be easier to read if it is bold and separated, but either format is appropriate. Consider your company’s communication style and preferences when deciding on a format.
Offer the Position
In your introduction paragraph, formally present the job role to the recipient. You may have already sent a separate job offer letter or email, but the letter should explicitly state this information. This document can be stored in an employee’s file as an official record of the position’s terms.
In the offer, give the official job title. Consider utilizing pleasant and professional words to convey a welcoming message. This can help show the receiver that you are thrilled they will join your organization.
Describe the Role
The following paragraph or section briefly outlines the function and its primary responsibilities. You can accomplish this in a short paragraph or by providing crucial bullet points. By setting clear expectations, you can guarantee that your potential employee knows their new job.
Include the Start Date
Next, provide the recipient’s starting date. You may have discussed this date with the receiver during the interview or job offer stage, but it is critical to specify it explicitly in the letter. You might briefly refer to earlier chats if you’ve already addressed a specific date.
State the Position’s Hours
In the next area, include the position’s hours. This varies depending on the function and your organization. For example, you may state the daily hours, starting and end times, or weekly expectations. In this section, you can specify whether the role is full-time or part-time and whether the hours are fixed or flexible.
Include the Official Salaries and Benefits
You can talk about salary expectations with a candidate during the interview or job offer stage. You can also negotiate the final salary. Make sure to include the official pay for the position in the letter. In this part, state whether your organization will pay the employee hourly or as a salary.
Consider including a brief list of benefits under salary. These are crucial components of a compensation package, and it can be beneficial to document this information for future reference. This can include insurance plans, pension plans, stock options, tuition help, and wellness programs. Consider including the criteria in this section if these benefits commence on a specific date. For example, some companies provide tuition help after three months of employment.
Add further Conditions
If any additional terms and conditions are essential to the role or your organization, include them near the end of your letter. This may include information regarding the official contract, the dress code, or the staff handbook.
Close the Letter
Include any next steps at the end of your letter, such as requiring the recipient to sign a document or fill out an online form. If there is an acceptance deadline, mention the date you need the response by. The letter can then be ended with a formal closing, such as “Sincerely,” and signed.
Appointment Letter Formats
1. Simple Appointment Letter Format
Date:
Subject: Appointment Letter For The Post Of [Position Of The Employee]
Dear [name of the candidate],
We are glad to congratulate you on your selection as [Job Title] at [Company Name]. Following a rigorous review procedure, your qualifications and expertise have made you the best candidate for this post.
We are delighted to offer you the position with an anticipated start date of [Start Date]. As a part of our team, your key responsibilities will be [Brief Job Description]. You will be reporting directly to [Supervisor/Manager’s Name].
Your salary for this work will be [Salary], payable [Monthly/Biweekly], and you will be eligible for [benefits, if any]. You must follow the usual working hours of [Working Hours] and all corporate policies and procedures.
To officially accept this offer, please sign and email a copy of this letter to [HR Contact Email] before [Acceptance Deadline].
We look forward to your positive contributions to our organization. If you require any additional information, please contact [HR Contact Name] at [HR Contact Phone] or [HR Contact Email].
Congratulations again on your appointment. We are excited to welcome you to our team.
Sincerely,
[Manager Or HR Head]
2. Appointment Letter Format Including All Systematic Details
Date:
Subject: Letter Of Appointment For [Job Position]
Dear [candidate name],
We are pleased to offer you the [Job Title] position at [Company Name]. We were highly impressed with your skills, expertise, and interview efficiency, and we are confident that you will be a valuable asset to our team.
- Position Details:
Job Title: [Job Title]
Department: [Department]
Manager: [Manager Name]
Start Date: [Start Date]
Salary: [Annual Salary]
- Responsibilities:
As [Job Title], you will be responsible for the following:
[list all the responsibilities to be followed]
- Probation Period
Your employment will be entitled to a probation period of [number of months]. During this time, your performance will be assessed to verify that you meet the role’s requirements.
- Acceptance
Please sign and return a copy of this letter by [Date] to confirm that you accept this offer. If you have any questions, please don’t hesitate to contact me.
We look forward to welcoming you to our team and working together to achieve great things.
Regards,
[Name Of The Manager]
[Position]
3. Appointment Letter For Internship
Date:
Subject: Internship Appointment Letter For [Department]
Dear [name of the candidate],
We are glad to invite you to join our team as an intern for the [Internship Title] position at [Company Name]. Your enthusiasm and potential fit our internship program’s goals nicely.
Appointment details:
The internship title is [Internship Title]
The department is [Department]
Start Date: [Start Date]
Duration: [Duration]
Stipend: [Details]
Internship Expectations and Benefits:
[Mention All The Necessary Details]
Please confirm your acceptance of the internship by signing and returning this letter by the [Acceptance Deadline]. For questions, contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We are looking forward to your contributions and learning during the internship.
Regards,
[Manager Or HR Head]
For [Company Name]
4. Letter Of Appointment For Probationary Employee
Date:
Subject: Probationary Appointment Letter For [Job Position]
Dear [Employee Name],
We are delighted to notify you of your Probationary [Job Title] appointment at [Company Name]. Your abilities and potential fit our team’s needs, and we are delighted to have you on board.
Job Name: [Job Title]
The department is [Department].
Report to: [Supervisor/Manager Name]
Start Date: [Start Date].
Pay: [Probationary Compensation Details]
Probationary Period:
[Probationary Period Details]
Your performance and fit with our organization will be assessed during probation. Following a successful review, you will be considered for full-time employment at [Company Name]. Please see the company’s policies for further details.
We kindly request that you confirm your acceptance of this offer by signing and returning a copy of this letter by the specified deadline. Should you have any questions, please do not hesitate to reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number]. Thank you for your attention to this matter.
We look forward to your contributions and progress on our team.
Yours sincerely,
[Name Of The Head]
[Position Of The Head]
5. Job Appointment Letter Template For Employee Contract
Date:
Subject: Letter Of Appointment For [Position Or Type Of] Contract
Dear [name of the candidate],
We are glad to extend an offer for the [Job Title] contract position at [Company Name]. Your talents and knowledge are a good fit for our project’s requirements.
Job Title: [Job Title].
Project/Contract Duration: [Contract Duration].
Report to: [Supervisor/Manager Name]
Start Date: [Start Date].
Compensation: [Contract Pay Details]
Contract Terms: – [Terms & Conditions].
We kindly request that you confirm your acceptance of this contract appointment by signing and returning a copy of this letter by the specified deadline. Should you have any questions or require further clarification, please do not hesitate to contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number]. Thank you for your attention to this matter.
Warm regards,
[Employee Or Manager Name]
[Position]
6. Appointment Letter For Employee In Email Format
Date:
To: [E-Mail Of The Candidate]
CC/BCC: [if any]
Subject: Letter Of Appointment For [Job Position Of The Candidate]
Dear [full name of the candidate],
We are pleased to officially appoint you as an Accountant at [Company Name]. Your qualifications and financial expertise qualify you for this position, and we are confident that you will substantially contribute to our financial management.
Appointment details:
Job Title:
Department:
Report to: [Supervisor/Manager Name]
Start Date: [Start Date]
Compensation: [Salary or Pay Details]
Job Responsibilities:
[List of Accountant Responsibilities]
Benefits and perks:
[mention any benefits and perks received by the employee]
Please report to [Location/Branch Name] on [Start Date] at [Reporting Time]. This appointment is subject to the terms and circumstances described in the company’s policies, which will be handed to you for reference when you begin.
We look forward to your valuable contributions to our financial stability.
With regards,
[Name Of The Head]
[Designaton]
Appointment Letter Samples
1. Basic Appointment Letter Sample for Full Time
Date: 21 December, 2019
Subject: Letter of Appointment for the Post of Marketing Manager
Dear Manisha Trivedi,
We are glad to congratulate you on your selection as marketing manager at GenX Media Solutions. Following a rigorous review procedure, your qualifications and expertise have made you the best candidate for this post.
We are delighted to offer you the position with an anticipated start date of 2 January 2022. As part of our team, your key responsibilities will be to manage all the marketing operations and also take care of the subordinate staff. You will report directly to Mr. Mehul Raval (HR manager).
Your salary for this work will be ₹45,0000, payable Monthly, and you will be eligible for benefits that include a rent allowance, travel allowance, and insurance. You must follow the usual working hours of 10:00 a.m. to 6:00 p.m. and all corporate policies and procedures.
To officially accept this offer, please sign and email a copy of this letter to mehul.raval23@gamil.com before 25 December 2019.
We look forward to your positive contributions to our organization. If you require additional information, please contact Mr. Mehul Raval at 653228741 or mehul.raval23@gamil.com.
Congratulations again on your appointment. We are excited to welcome you to our team.
Sincerely,
Sarika Desai,
Talent Acquisition Team
2. Appointment Letter Sample For Internship
Date: 4 July, 2024
Subject: Internship Appointment Letter for the Social Media Department
Dear Shikha Rana,
We are glad to invite you to join our team as an intern for the social media intern position at Magnum Media Publishing. Your enthusiasm and potential fit our internship program’s goals nicely.
Appointment details:
The internship title is for social media
The department is under the marketing
Start Date: 10 July, 2024
Duration: 6 months
Stipend: ₹10,000 per month
Internship Expectations and Benefits: As an intern, you will be entitled to use the office library, devices, and other resources under the supervision of seniors.
Please acknowledge your acceptance of this internship position by signing and returning a copy of this letter by 10 July 2024. If you have any questions or need additional information, please contact Nidhi Mathur via nidhi.m@magnummedia.com or 8956400237
We are looking forward to your contributions and learning during the internship.
Regards,
Minal Agrawal,
HR head
For magnum media publishing
What Is The Difference Between An Offer Letter And An Appointment Letter?
An appointment letter contains more specific information than an offer letter. An offer letter provides basic information regarding the job title, salary, location, and starting date. However, the letter of appointment is more extensive and comprehensive. The company and the candidate have entered into a formal contract. The letter covers roles and responsibilities, working hours, and supplementary perks. It also comprises employment terms, termination circumstances, and other details.
An offer letter always follows a letter of appointment. Applicants receive an offer letter following their interviews and background checks. This paper expresses the organization’s intention to hire the candidate.
It is up to them to accept or reject it. After they receive the offer letter, the corporation will issue them an appointment letter. It is an official agreement between the employer and the new employee.
Tips For Writing An Appointment Letter
- Begin the letter by stating the name, title, address, and firm name. Also, ensure that the date of correspondence is provided below the address details.
- Include the correct name and address of the recipient in your letter. To sound more humble, include their name in the greeting.
- Make sure the subject line correctly indicates what the letter is about.
- Write the most crucial thing at the letter’s opening: the candidate’s job post. Remember to include the reporting date as well.
- Remember to indicate your probationary time. It is unfair to ignore or conceal this critical information from them. So, mention the probationary term and other data. Inform them about how it will affect their employment and compensation.
- Remember that the format of your letter should include the deductions and the gross and net pay details.
- Details such as travel frequency and the number of transfers that may occur should also be provided.
- Remind the receiver of their responsibilities and duties for the role for which they are being employed.
- You must also sign the letter with your complete name, signature, seal, and the organization’s stamp.
- After that, if you wish to meet with the employee before the reporting date to sign the employment contract, please mention it in the company letter.
Conclusion
Writing an appointment letter can be intimidating initially, but once the format and details are clear, you can create an effective, professional, and friendly letter. The letter is not just about formality; it is one of the essential documents outlining your new hire’s experience with your organization. Take the necessary time, review the procedures, and ensure your letter is clear, simple, and complete.
Why not make the process simple and professional using factoHR? Our comprehensive HR software streamlines creating and managing appointment letters, ensuring every detail is noticed. Schedule a demo with the factoHR team today to learn more!
FAQs
Who Issues An Appointment Letter?
An employer or a company’s HR department will typically issue an appointment letter, an official document confirming a candidate’s acceptance of a job offer. It includes vital information such as the position, start date, remuneration, and employment terms. The issuing authority assures clarity and formalizes the employment agreement with the chosen candidate.
How Can I Request An Appointment Letter From HR?
To seek an appointment letter from HR, submit a polite and brief email or chat with an HR professional. Express your desire to get the letter, provide any required information, and inquire about the estimated timeline. Be courteous and supply any additional information or papers asked to help with the process.
What Exactly Is The Purpose Of An Appointment Letter?
The letter’s objective is to plan a meeting or engagement between individuals. It establishes a set period for conversations, interviews, or contacts, increasing efficiency and organization. These help to manage time, allocate resources effectively, and give a structure for people to gather for specific goals, whether professional, personal, or otherwise.
Can Appointment Letters Be Canceled?
Yes, this letter can be canceled, usually via formal correspondence from the employer. Cancellations may be due to changes in company needs, budget constraints, or unforeseen situations. The cancellation procedure should follow legal and contractual requirements, and the affected individual should be notified immediately and professionally, with any necessary compensation or notice issues addressed.
Is An Appointment Letter The Same As A Joining Letter?
The terms “appointment letter” and “joining letter” are often used interchangeably, as they refer to similar documents in the employment process. An appointment letter is a formal communication issued by a company to an applicant after they have accepted a job offer. This letter serves to confirm the candidate’s acceptance, outline the terms of employment, and provide essential details such as the start date, job position, and remuneration. Overall, the appointment letter marks the official beginning of the candidate’s career with the organization.
Modernize your HR tasks with factoHR today
Experience the digitalization of everyday business activities with factoHR's modern and compatible solutions for every need.
Continue with Google© 2025 Copyright factoHR