How to Write an Appointment Letter

You would surely have to draft appointment letters every time you hire a new hand if you’re an employer. It’s important to know the details that have to be included in an appointment letter. However, writing an appointment letter may not be easy for many of us. This article covers the guidelines and samples of appointment letters for employees. It thus simplifies the process of writing appointment letters for you.

appointment letter

Appointment Letter – Writing Guidelines or Tips

In utmost cases, the appointment letter is given in person when the employee joins the company/ organisation. So it isn’t necessary to write the sender’s address as in a formal letter.
The format of an appointment letter is similar to the format of a formal letter. Appointment letters can also be transferred by correspondence as a non-public document.
In an appointment letter, it’s important to mention the person’s name, address, contact details and dispatch address at the beginning of the letter.
You need to state the date of joining, job position, designation, stipends, period of exploration/employment, etc.

Format of an Appointment Letter

Date:

Name:

Address:

Contact details

Dear (name of candidate)

Appointed as (designation of the candidate)

The main body of the letter (with proper joining details)

(Name of the provider of appointment letter)

(Signature)

Sample Appointment Letter 1 – Appointment Letter for Employees

Date: 05/03/2022

Name: Satish Kapoor

Address: 8/32, Gulab Vihar

Sanganer

Jaipur – 641028

Email: name.mail@email.com

Phone: xxxxxxxxxx

Dear Satish Kapoor,

On behalf of KPL Technologies, we are pleased to offer you the position of SOFTWARE DEVELOPER. Here are the terms and conditions of our offer; kindly read these required details carefully, including your compensation and pros.

Your appointment will be effective on your date of joining, which shall be as soon as possible but not later than 20th July 2022. Please communicate us inhesitantly if you cannot adhere to the joining date. If you fail to join us on or before 20th July 2022, this offer for appointment will stand automatically withdrawn and cancelled without any further obligation from our side.

Designation: Software Developer

Job Location: Bangalore

Working Hours: Your working hours will be from 10 am to 6 pm, 6 days a week (Monday to Saturday).

Emoluments: Your per month cost to the company will be INR 50000/-. Your individual remuneration is purely between you and the team. We expect you to preserve all the information and any changes made from time to time as very confidential.

Posting and Probation: Your service is transmittable to any other place or branch of the company, whether now being or still to be formed, whether in India or abroad. You may also be deputised to any of our client’s locales. You’ll be on an exploration period of 3 to 6 months, and the company reserves the discretion to extend your period of exploration.

We welcome you to our team and wish you a successful career with us.

Best Wishes

Yours sincerely,

Signature

Shreeja Pandey

HR Manager

Explore More Sample Letters

Sample Appointment Letter 2 – Job Appointment Letter

Date: January 23, 2022

Name: Prakash Mishra

Address: 6 B, K P M Street

Panchsheel

Ajmer – 500013

Email id: name.123@email.com

Phone: xxxxxxxxxx

Dear Prakash Mishra,

This is with reference to your operation and the interviews you had with us on the 22nd of January, 2022. We’re pleased to offer you the position of Administrative Trainee in the Banking Operations of LIFE International Private Limited (Company).

The Total Employment Cost (TEC) applicable to you is INR 240000/-( Two lakh and Forty Thousand Only) per annum. Further details of your TEC package are fixed. You’ll be eligible to be a part of the Performance Linked perk Plan that’s designed to award superior performance.

The detailed appointment letter will be handed to you on the date of joining.

This provisional offer of appointment is subject to the ensuing conditions

* Your acceptance of this provisional offer.

* You join the Company rearmost by February 1, 2022.

* Your submission of educational instruments, ID evidence, address evidence, and visage card within the coming 3 months.

Kindly sign the indistinguishable dupe of this provisional offer if you accept the terms and conditions stated above.

We welcome you to be a part of our team and wish you a prosperous career with us.

Best Wishes

Yours sincerely,

Signature

Shreeja Pandey

Head – Talent Acquisition

I accept

Name _____

Signature _____

Date _____

Sample Appointment Letter 3 – Appointment Order by Mail

Date: January 23, 2022

Name: Kanishk Mathur

Address: 161, Gulab Vihar colony,

Tonk Road

Jaipur -202134

Mail id: name.name@email.com

Subject: Appointment Order

Dear Kanishk Mathur,

Congratulations! This is to inform you that we’re pleased to offer you the full-time position of Academic Counsellor at Edutech International, Hyderabad. Based on your performance in the interview and your portfolio, we’re looking forward to having you join us on 07/01/2022 and rearmost by 17/01/2022.

Owing to the discussion we had, we’d like to offer you a periodic compensation of INR 500000 per annum. The job detail has been attached here for reference.

You’ll have access to comprehensive benefits, including twelve casual leaves, HRA, trip allowance and health insurance. Kindly download the detailed offer letter attached with this correspondence, sign and send it to us on or before 07/01/2022 so that we can initiate the onboarding process.

Yours sincerely,

Shreeja Pandey

Hiring Manager

Mail id: name.email@email.com

Contact: xxxxxxxxxx

FAQs on Appointment Letter

Q1. Is an appointment letter formal or informal?

Answer: An appointment letter is a formal letter.

Q2. What should be the response to an appointment letter?

Answer: The response to an appointment letter should be an acknowledgement letter to show gratitude to the company for hiring them and as an acceptance of the job offer.

Q3. What is an appointment letter?

Answer: A person who has applied for a job or a post in a company and has been selected for the same receives an appointment letter to be appointed for the selected post.

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