How to Write Letter of Appointment Format

The first document given to a candidate who has passed the interview and been chosen for the position is the appointment letter.

Providing a formal letter in composing to a candidate for employment is known as an appointment or employment letter. On the first day a candidate begins work, appointment letters are typically given following an offer letter. The appointment letter goes into great detail about the job being offered, the pay and benefits, the confidentiality and work rules, the start date, and other crucial details. Normally, the appointment letter is given to the candidate on the first day of employment. The candidate then gives a signed copy of the letter to the employer as proof of acceptance. Learn how to write appointment letter format detailly.

When is An Appointment Letter Provided?

The HR Manager of the company or the Manager of a company providing a job to a potential hire can use this appointment letter format. This appointment letter formalises and documents everything that was unspoken just at employment period, fills in the gaps and ties together any unresolved questions or specifics the employee may have had, and gives him a sense of the daily tasks and obligations that are expected of him.

On the day the employee starts their new job, they are given appointment letters that are printed on the company letterhead. The Employer retains one duplicate of the mutually executed appointment letter, and the Employee retains a second copy.

How to Create an Appointment Letter?

Creating an appointment letter involves several key steps to ensure clarity and legality. Here’s a straightforward guide:

• Use Official Letterhead: Print the appointment letter on your company’s official letterhead.
• Authorised Signature: Have the letter signed by the Management or HR Manager who has the authority to hire.
• Include Acceptance Clause: Clearly state that the candidate must sign and return a copy of the letter to accept the position. This signed copy confirms the candidate’s acceptance of the job offer.
• Establish Contractual Obligation: Once the candidate signs and returns the letter, it creates a binding contractual obligation for both parties.

Sample Appointment Letter

Discreet Information- 

1. You will give the Company’s business during the course of your employment by giving it all of your time, focus, and skill. Without the prior approval of the Company, you are not permitted to engage directly or indirectly, relate yourself with, be involved with, be utilised or involved in any additional business or activities, hold any other office, work part-time, or continue pursuing any course of study at all.      
2. You must always uphold the strictest level of secrecy and keep all records, documents, as well as other confidential information pertaining to the business of the organisation that you may come into contact with or that may be confided in you as confidential. You also agree to use such records, documents, and information only in ways that are properly authorised and in the best interests of the company. Confidential Information is defined in this clause as data about the Company’s and its customers’ businesses that are not generally known to the public and that you may learn while working for the Company. This includes—but is not limited to—information about the company, its customer lists, employment policies, staff, and details about the company’s products and processes, which include concepts, ideas, projections, technology, manuals, drawings, designs, and specifications, as well as all papers, resumes, records, as well as other files containing such Confidential Information.     
3. You must always obtain permission before leaving the office with any confidential information.        
4. After this Agreement expires or is terminated, as well as while you are still employed by the Company, it is your responsibility to keep confidential information secure and not to disclose it.      
5.  In addition to any additional legal recourse the Company may well have against you, breaking the terms of such a clause will subject you to immediate dismissal under the previous clause.  

• Notices- At the Company’s registered office address, you may give notice to the company. The Company has the right to send you notices at the address you have provided in the company’s official records. 
• Application of Corporate Policy- The Company shall have the right to create legislation statements from time to time regarding things like personal leave, maternity leave, employee compensation, working time, transfer policies, etc. The Company may change these policy declarations at any time in its sole discretion. This Agreement shall not apply to any such policy decisions made by the Company, which must therefore be binding on you.
• Law and Jurisdiction that Apply– The Company’s employment of you is governed by Indian law. Only the High Court of the State shall have jurisdiction over all disputes.
• Acceptances of our Invitation- 

1. Please sign the duplicate copy of this employment contract to indicate your acceptance of it.      
2. We extend our warmest welcome to you and eagerly await your acceptance so that we can collaborate.

What is a Joining Letter?

Think of a joining letter as a handshake that seals the deal on your new position. It’s a formal note you send to your new employer officially accepting the job offer.  This letter acts like a two-way confirmation,  letting them know you’re excited to join the team and  outlining the agreed-upon details of your employment, like salary and start date.

Imagine it as a high five with your boss,  where you both acknowledge the amazing opportunity ahead and  get ready to hit the ground running together!

What to include in the Joining/ Job Acceptance Letter?

Your joining letter is like your official ‘welcome aboard’ pass.  Here’s what to pack in your letter to make sure it sets a smooth course for your new adventure:

• Your Info: List your name, phone number, and email address so your new company can easily reach you.
• Date it Up: Include the date you write the letter, like stamping your passport for the first day!
• Who to Send To: Address the hiring manager by name and title, mentioning the company’s address. It’s like sending them a formal invitation to have you on the team!
• The Big ‘Yes!’ This is the star of the show! Clearly write that you accept the job offer for the (position title) position, referencing the date you received the offer letter.
• Start Date Ready! Re-confirm your official start date as mentioned in the offer letter. This shows you’re organised and ready to hit the ground running.
• Meet the Boss (Maybe): If you know who you’ll be reporting to, mention their name and title here. It’s a good way to break the ice and show you’re eager to learn from them.
• Thumbs Up on the Details: Briefly state that you’ve reviewed and agree to the terms of the offer, including your salary and amazing benefits package.
• Wrapping it Up: Sign off with a classic ‘Sincerely,’ followed by your typed name and a signature (if sending a physical copy).

Conclusion 

Vakilsearch can offer you more information regarding this and also provide support for any additional help regarding the creation of an appointment letter. 

Also, Read:

• Role of an Auditor Under Companies Act 2013
• Statutory Audit in India
• Types of Directors in Companies under Act, 2013