Appointment Letter

What is an Appointment Letter?

An appointment letter is a formal letter issued by the employer to a qualifying job candidate after the candidate has passed all the prerequisite stages of the selection process in an organization.

Those prerequisite stages might be shortlisting from the job advert, preliminary tests in writing, psychological tests, group discussions, and a panel interview. They said all may be implemented as steps together or any of these, as the selection tool(s) for an employer during the recruitment process.

What are the parts of an appointment letter?

The following are the parts of an appointment letter, which is a document that confirms employment. The appointment letter format has the following information:

• Greetings
• Job conditions
• Job description: what is expected from the employee
• Pay and Allowances
• Salary / Wage structure payment method – that is, per hour / per week/month
• Type of job: full-time, part-time, consultants, etc.
• Tax deductions, at source and of choice
• Retirement plan choices
• Leaves
• Medical facilities
• Social security status
• Efficiency and Discipline: disciplinary actions are defined therein for any misconduct
• Boarding / Office colony housing facilities, if applicable – generally for factory workers
• Gym and other benefits, if available, as per the employer’s feasibility analysis
• Telecom facilities, if any, for jobs requiring mobility
• Travel required
• Gratuity
• Retirement benefits
• Formally signed in by the competent authority or the person authorized to delegate
• Anything else that an employer deems fit

What is more about the Appointment Letter?

What is more, an appointment letter (job confirmation letter) is one that includes what remained unsaid by the employer so far and that is information to a new employee (selected candidates for the job) about company policies, culture, benefits of employment, and whatever questions a new employee’s mind could have, is tried to be answered in advance. An appointment letter further has the following characteristics:

• Should be on organizational letterhead with company name, addresses, email, phone, etc.
• Date of Issuance of such a letter
• Full name of Job entrant
• Job title/position and Designation
• Reporting relationship: line manager – who reports to whom
• Terms of Reference (ToRs): what an employee is expected to do / job roles
• Job nature: field/office /blended/etc.
• Job Tenure: regular or permanent, temporary, contractual, contingent, etc.
• Job Timings: in and out time/working hours to complete per week/month  
• Employment Perks, if any
• Job starting date
• Terms and conditions of the (conditions of employment)
• Probationary period: when the job will be a permanent one upon successful completion of a certain period known as probation or probationary period
• Company policies briefing
• HR Manual
• Date of expected Joining
• A document checklist to be attached at the time of onboarding
• Security clearance requirements, if any
• Declaration commitment by the Employee - this may include an oath ceremony if the position requires so
• Confidentiality maintenance policy of the employer for sensitive and important information
• End of contract - Resignation applicability – like one-month prior notice or one-month salary instead of that, by either party (employee or employer) – notice period
• Termination provisions, if the case may be

A new job entrant is given the appointment letter wherein the expiry of such a letter must mention as good practice, that the offer letter is valid for 15 days / one month or so, if a person accepts the position offered and sends a signed copy back to the employer as a token of acceptance of employment, failing to report within stipulated time frame and the same would be treated as canceled by the issuing authority that is the employer.

What is the difference between the offer of appointment, offer letter, and appointment letter?

An offer of appointment letter is the letter provided to a selected, qualified job candidate to be your employee, outlining all the aforementioned characteristics.

An appointment letter may be an offer of the job and can also be an appointment request to a visa office, such as writing a letter requesting an appointment with a visa officer in a consulate, embassy, or consulate office.

While the offer letter is a short letter consisting of job responsibilities, salary, and employer’s info, the appointment letter for offering a job position consists of more information at length for a new entrant into the organization so that the onboarding and the job tasks become easy to keep a new employee an informed and worthy worker for the business concerns.  

The offer letter normally asks for additional documents, in case required by the employer. Those additional documents may be security clearances from the local law enforcement agencies, like the Police, etc., or any certificate from the council regarding a bona fide citizenship letter and/or any other document, for example: related to education, pertaining experience, diploma, birth certificate, etc.

Whereas a Job Appointment letter asks for a preliminary medical examination of a to-be employee to ascertain the fit for the job status of the person selected.  

At the closing of an appointment letter for a job offer, it is a good practice to remind the job entrant of the key responsibilities expected out of the person (KRA – Key Responsibility Area) and the time frame to join within due dates in bold formatting so that is highlighted for the reader and not to miss that while reading comprehending and response reacting to.

In some cases, the job offer is provided and accepted by the person selected, and then at the date of joining the organization formally, an appointment letter is provided by the employer to the newcomer. In other cases, the job offer is within the offer of appointment/appointment letter.

Appointment Letter Template

[Company Letterhead]
[Company Name]
[Company Address]
[Phone Number] | [Email] | [Website]

Date: [DD/MM/YYYY]

To,
[Candidate’s Full Name]
[Candidate’s Address]

Subject: Appointment for the Position of [Job Title]

Dear [Candidate’s Name],

We are pleased to offer you the position of [Job Title] at [Company Name]. This letter serves as a formal appointment and outlines the terms and conditions of your employment with us.

1. Position Details

Designation: [Job Title]

Department: [Department Name]

Reporting To: [Manager’s Name / Designation]

Work Location: [Office/Branch Address]

Job Type: [Full-time / Part-time / Contractual / Consultant]

Nature of Work: [Office-based / Fieldwork / Hybrid / Remote]

2. Start Date & Probation

Joining Date: [Expected Joining Date]

Probation Period: [e.g., 3 or 6 months], subject to review for confirmation.

3. Compensation & Benefits

Salary/Compensation: As discussed and agreed upon

Pay Frequency: [Monthly / Bi-weekly / Weekly / Hourly]

Other Benefits: [Medical, Travel, Housing, etc., if applicable]

Dedications: In accordance with statutory requirements and company policy

4. Work Schedule

Your working hours will be from [Start Time] to [End Time], [Number] days per week, as per the organization's guidelines.

5. Leave & Holidays

You will be entitled to [Number] days of paid leave annually, along with company-observed holidays. Leave policies are subject to company regulations.

6. Terms & Conditions

• You are expected to comply with company rules, policies, and codes of conduct.
• You may be required to travel for work-related assignments.
• Your employment may be terminated by either party with [Notice Period, e.g., 30 days] written notice or equivalent compensation in lieu.

7. Documents Required at Joining

Please provide the following documents on or before your joining date:

• Copies of educational and professional certificates
• Government-issued ID and address proof
• Passport-size photographs
• Any additional documents as communicated by HR

8. Validity of Offer

This appointment is valid for acceptance up to [e.g., 15 days from the date of issue]. Please sign and return a copy of this letter as a token of your acceptance.

We are excited to have you join our team and look forward to a successful association. Wishing you a fulfilling and productive journey with us.

Warm regards,

[Authorized Signatory’s Name]
[Designation]
[Company Name]
(Signature & Company Seal)

 

Employee Acknowledgment

I accept the terms and conditions mentioned above and agree to join the organization on the specified date.

Signature: ____________________
Date: ____________________
Full Name: [Candidate’s Name]