Appointment Letter Format 2024

If you’re an employer, you’ll need to write appointment letters whenever you recruit a new employee. It’s crucial to understand what information must be included in an appointment letter. This guide to appointment letter format can assist you.

Details to be Included in Appointment Letter Format and How to Write it?

Because the appointment letter is usually handed in person when the employee begins working for the company/organization, it is not required to include the sender’s address as you would in a formal letter. The appointment letter follows the format of a formal letter in every other way. Appointment letters can also be mailed as a confidential, password-protected PDF. It is critical to provide the employee’s name, address, contact information, and email address at the start of an appointment letter. You must explicitly mention your date of hire, work location, title, emoluments, probationary term, and so on.

Samples of Appointment Letter

When creating an appointment letter, be sure to include all pertinent information such as the job profile, tasks and responsibilities, employment location, pay, and perks. Here are some examples for your consideration.

Check out the Letter Writing page for additional sample letters.

Sample Appointment Letter for Employees

Appointment Letter should Include the Following:

• The employee’s name, the designation of the assigned job (Job title), the commencement date and the joining date or appointment date, the employee’s details, such as address, posting locality, expected hours of work, and the employee’s transfer.
• Benefits, facilities, and wage (pay scale) specifics, as well as the organization’s duties, should all be addressed.
• This letter also contains the employee’s obligations as well as the tasks that he or she must complete as directed by higher-ranking officials.
• This letter also contains the rules of promotion and the conditions for termination, as well as the leave policy, probationary or any other notice period that may be amended later.

Tone and Language Used

• It should include a welcome and a tone of congratulations.
• Because it is for an official purpose, professional uniformity should be maintained as well as a sprig of lovely welcome greet.
• Before presenting this letter to the employee, all nooks and crannies of the organization’s regulations and boundaries should be thoroughly discussed.

Necessaries of Employer and Employee 

• Should be signed by the HR Manager or the organization’s HEAD, who is considered the top official. As a matter of final permission, his or her signature must be included in this letter.
• The employee is required to sign the agreement as a final confirmation by the date specified by the authorities for the filing of the appointment letter.
• A copy of the appointment letter should be kept by each of the two parties who agreed to it.
• An employee’s letter to the employer should include a government ID proof as proof of his or her identification and citizenship in the nation.

Difference Between Appointment Letter and Offer Letter

An appointment letter and an offer letter are frequently mistaken. Both names are commonly used interchangeably in an informal system, but they are not the same. Both documents serve distinct purposes. Check out the chart below to see what the main differences are between these two:

Appointment Letter Format -1

Name of employee 

Date:

Address of the Employee:

Greetings, Mr./Mrs.___________,

It is my pleasure to confirm an appointment with our organisation as “________________” (designation) on behalf of __________________ (business name). 

Your total CTC will be INR ___________ /- (per annum CTC amount) payable in monthly instalments, subject to statutory and other deductions as per company policy.

Probation Term: A six-month probation period will begin on the day of hire, which may be extended at the discretion of ________ (company name).

Working Hours: The working hours will be ___ a.m. to ______ p.m. The firm usually operates six days a week. Your managers will expect you to work the shift allotted to you. You will be expected to work six days a week, with your weekly rest day not always being Sunday.

Leaves: Each year, you will be entitled to 15 annual leaves and 12 casual leaves. All leave requests must be filed in writing to your supervisor prior to the specified duration of time.

Location for Employment: Your initial place of employment will be. (Location name). However, depending on the company’s needs, you may be transferred to any of the company’s branches.

Notice Period: You must offer a 90-day notice period. Depending on the priorities, the company may accept the resignation immediately or within a time frame of less than one month to three months.

Yours Truly

 (Business Name)

Authorized Signature                                                                         Employee Signature

Appointment Letter Format -2

Name of the Employee:                                                                               Date: ________.

Address of the Employee:

Greetings Mr. / Mrs. / Ms. ______________

Sub: Letter of Appointment

Regarding your application for a job with Company Name, as well as the subsequent interviews you held with us. We are pleased to offer you a position as an Accounts Executive in Grade G7 with our company.

Appointment: Your appointment as Accounts Executive began on ______(date), and you will be on probation for six (6) months following your appointment.

Remuneration: Your monthly remuneration is Rs 25,000/-.

Workplace: Your first assignment will be at the Organization’s Unit in Hyderabad, India. You may, however, be relocated to another place due to organisational requirements.

We warmly welcome you to the Company Name family and wish you every success in your work with us.

Sincerely,

For________________,

Authorized Signatory

Declaration and Acceptance

I thus recognise and agree to the terms and conditions of this Letter, and I further affirm and declare that I will comply with the terms and conditions set out above.

Private Company Appointment Letter

An appointment letter is a legal document that contains information about an employee, such as job title, salary, and company policies. By signing the appointment letter, employees agree to the employer’s terms and conditions.

The HR department should save a signed copy of your appointment letter. You should also preserve a copy of your appointment letter for future reference.

Private Company Appointment Letter Format

Non-Executive Director                    

Date: 

Subject: APPOINTMENT LETTER FOR NON-EXECUTIVE DIRECTOR

Dear Mr __________ 

APPOINTMENT AS NON-EXECUTIVE DIRECTOR

I am pleased to confirm that the Board of ___________ Limited has resolved that you be offered a position as a Non-executive Director of the Company. The purpose of this letter is to confirm the basis of your appointment should you be willing to accept. Would you please sign and return the attached copy in acknowledgement? 

Term of Appointment 

Your appointment will be made pursuant to the Company’s Constitution and is  initially for the period expiring at the next Annual General Meeting, at which time  shareholders will consider your re-election for a further period of up to 3 years. 

Thereafter, one-third of Directors retire by rotation annually and may offer themselves for reappointment. 

You may resign by notice in writing at any time and, under the Corporations Act and  the Constitution, your appointment may cease in certain prescribed circumstances. 

Role of Director 

You will be expected to participate as an active member of the Board in: 

• attendance at all Board meetings, currently 12 meetings per year 
• membership of Committees as agreed

attendance at General Meetings 

• strategic planning sessions 
• subsidiary company directorships as required. 

I estimate that you would need to commit to at least 2 days per month to fulfil your  directorial duties, including adequately preparing for meetings, attendance and undertaking allocated follow-up tasks, office and site visits as necessary, as well as being available for ad hoc discussions from time-to-time. 

Remuneration & Expenses 

You will be entitled to a director’s fee of INR 50,000 per annum plus statutory superannuation, payable quarterly in arrears. You will be reimbursed for all approved expenses incurred in your role as a director. In addition, should you be requested to perform other work for the Company, outside the scope of usual Directors’ duties, you may be entitled to additional remuneration as agreed with the Chairman at that time.

Disclosure 

To enable compliance with the Corporations Act, the STOCK EXCHANGE Listing Rules and the 

Constitution you are required to make certain disclosures related to and/or which might affect your role as a director. These include: 

• giving notice to the Board of any relevant or material personal interest or conflict in relation to the affairs or business of the Company;

• promptly advising details of any interests, or changes thereto, in the Company’s securities. With regard to the securities trading provision, in accordance with STOCK EXCHANGE requirements this is reinforced by a letter agreement setting out your obligations to the Company to enable it to meet its STOCK EXCHANGE reporting deadlines.

Deed of Indemnity 

Under the Corporations Act and the Constitution, you have certain rights with respect to access to Company documents and to be indemnified for certain liabilities arising from your conduct or duties as a director. These rights are reinforced by a Deed of Access & Indemnity executed by the Company in your favour.

Directors’ Insurance 

The Company maintains Directors & Officers Insurance for Board members and meets all premiums. The current policy provides indemnity up to a maximum of INR 10million. 

Independent Advice 

With the approval of the Chairman, you may seek independent professional advice, at the Company’s expense, on any matter connected with the discharge of your responsibilities as a director. Copies of this advice must be made available to, and for the benefit of, all Board members, unless the Chairman otherwise agrees. Company Policies  As an officer of the Company, you will be expected to act at all times in accordance with the Company’s Constitution and comply with the Company’s corporate policies and procedures that relate to your role as a director covering such areas as corporate governance, privacy and travel. Copies of these will be provided to you. 

Confidentiality 

In your role as a director, you will be in possession of confidential information about the Company and its affairs. You may only use that information in the proper performance of your duties or as required by law; you must not use it to gain advantage for yourself or others, or to the detriment of the Company. We look forward to your acceptance of the abovementioned offer. 

Yours sincerely, 

Chairman

What is Employment Offer Letter

Job offer letters also serve as the legal basis for employment. Before you send the job offer letter to the chosen candidate, make sure that you can stand behind its contents. Check with colleagues or consult a lawyer if you have questions. The letter is, after all, legally binding.

WHAT ARE TO BE INCLUDED IN THE OFFER LETTER?

A Employment Offer Letter is a letter containing all the terms and conditions of employment. Job offer letter is a formal composed document sent by a company to a selected job candidate for work. The letter affirms the details of the offer of Employment: this may include the job description, expected set of responsibilities, pay, benefits, and the date work starts.

WHAT ARE TO BE INCLUDED IN THE OFFER LETTER?

• An opening paragraph
• Position offered
• Compensation and the bonus opportunities for the position
• Employee benefit plans
• Below your signature on the letter, include an acknowledgment that the person has to sign to show their acceptance of the offer
• Consider including these statements in the acknowledgment:

SAMPLE Employment OFFER LETTER

Mr./Ms. Last Name

Address

City, State, Zip

Dear Mr./Ms. Name

XYZ Company is pleased to offer you the position of Job Position. Your skills and experience will be an ideal fit for our customer service department.

As we discussed, your starting date will be February 1, 20XX. The starting salary is Rs 25,000 per year and is paid on a weekly basis.

Full family medical coverage will be provided through our company’s employee benefit plan and will be effective on March 1. Dental and optical insurance are also available.

Company offers a flexible paid-time off plan which includes vacation, personal, and sick leave. Time off accrues at the rate of one day per month for your first year, then increases based on your tenure with the company.

Please accept this letter as formal notification that I am leaving my position with XYZ company on DD-MM-YYYY. I have greatly enjoyed working for you. I feel that I have learned a lot, and grown professionally during my time in your employ. I appreciate the opportunity to have worked with such a great group of people.

Eligibility for the company retirement plan begins 90 Days after your start date.

If you choose to accept this job offer, please sign the second copy of this letter and return it to me at your earliest convenience. When your acknowledgment is received, we will send you employee benefit enrolment forms and an employee handbook which details our benefit plans and retirement plan.

We look forward to welcoming you to the XYZ team.

Please let me know if you have any questions or I can provide any additional information.

Sincerely,

Your Typed Name

Director, Human Resources

XYZ Company

Frequently Asked Questions on Appointment Letter Format 

1. What is an Appointment Letter?

An official/ appointment letter issued to the candidate who has been chosen for a certain employment capacity is known as an appointment letter. As proof or confirmation of acceptance, the candidate must sign it.

2. How should I write and appointment letter?

Certain points that one should include in the appointment letter are given below:

– The day the appointment letter is sent out

– The selected candidate’s name, address, and phone number

– The greeting or the salutation

– The body of the letter, which includes the job title, pay, location, probation term, and other information.