What is an appointment letter?
Mayuri
What is an appointment letter?
An appointment letter is the formal document an employer sends to a candidate after they’ve accepted a job offer. It confirms the appointment, sets out the terms of employment, and creates a legally binding record of what both parties have agreed to.
It typically follows the offer letter. The offer letter extends the opportunity. The appointment letter formalizes it.
What it contains
The specifics vary by organization, but most appointment letters cover:
The basics: job title, department, reporting manager, start date, and probation period terms.
Compensation and benefits: salary, bonus structure, incentives, provident fund, ESOPs, leave entitlements, and declared holidays.
Responsibilities: the key roles and responsibilities the employee is expected to fulfill.
Confidentiality: a requirement that the employee not share information that could harm the company’s reputation or business interests.
Intellectual property: an agreement that discoveries, inventions, or improvements developed during employment belong to the company.
Training: details of any training period and what’s expected during it.
Notice period: how much notice the employee must give before leaving, and the conditions for termination.
Pre-joining program: any self-learning or onboarding activity expected before the start date.
How to write one
Use company letterhead with the date, candidate’s full name, and a clear subject line stating the role.
Open by confirming the offer and expressing genuine welcome, not formulaic enthusiasm. State the job title, department, and reporting line clearly. Lay out the compensation, working hours, location, and leave entitlements. Include the probation period terms and what evaluation looks like during that time. Close with instructions for acceptance, a deadline for signing, and a contact for questions.
Proofread before sending. An appointment letter is a legal document. Errors in salary figures, dates, or role descriptions create problems later.
Appointment letter template
[Company Letterhead]
[Date]
[Candidate Name]
[Candidate Address]
Subject: Appointment for the position of [Designation]
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. Following your interview and the completion of our selection process, we are confident you will be a strong addition to the team.
Position details
Job Title: [Job Title]
Department: [Department]
Reporting Manager: [Manager Name]
Start Date: [Start Date]
Annual Salary: [Salary]
Responsibilities
In this role, you will be responsible for:
[List of primary responsibilities]
Work schedule
This is a [full-time/part-time] position requiring approximately [X] hours per week, [Start Time] to [End Time], [Days].
Leave and holidays
You are entitled to [X] days of casual leave and [X] days of paid sick leave per year. The company will notify all declared holidays at the start of each year.
Probation period
Your employment will begin with a probation period of [X] months, during which your performance will be reviewed against the expectations of the role.
Acceptance
Please sign and return a copy of this letter by [Date] to confirm your acceptance. For any questions, contact [Name] at [Contact Details].
We look forward to welcoming you to the team.
Sincerely,
[Your Name]
[Your Title]
FAQs
What’s the difference between an offer letter and an appointment letter?
The offer letter goes out after interviews to extend the job. The appointment letter is issued on or around the joining date, after the candidate has completed joining formalities.
Is it legally binding?
Yes. It confirms that a specific role has been offered and accepted under agreed terms. Both parties are bound by what it says.
Can the offer be withdrawn after signing?
Generally no. Once the appointment letter is signed, the offer is considered final. Candidates have legal recourse if an employer withdraws after that point.
How long does it take to receive one?
Most organizations issue it on the joining date or shortly after joining formalities are completed.
What if I haven’t received mine?
Contact HR directly. If you’ve completed your joining formalities and the letter hasn’t arrived, a follow-up request to HR is the right step.
Can the terms be changed after the letter is issued?
Not without the employee’s consent.
How do I respond to one?
Send an email to HR confirming acceptance or, if declining, stating so clearly.