Letter of Appointment Template
An appointment letter or Offer letter is given to an employee by the employer. Get the accurate format of an appointment letter as explained by the experts at Vakilsearch.
Overview of Appointment Letter Format
An appointment letter is a formal document that offers a job to a candidate and outlines the terms and conditions of the employment. It is typically sent by the hiring manager or HR department to the selected candidate after they have accepted a job offer.
The appointment letter should be clear, concise, and easy to understand. It should include all of the essential information about the job, such as
The appointment letter should also state that the employment is subject to the company's policies and procedures, which will be provided to the new employee upon hire.
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When Is a Letter of Appointment Provided?
A letter of appointment is typically provided to a candidate after they have accepted a job offer. The letter serves as a legal document that outlines the terms and conditions of the employment, including the job title, start date, salary, benefits, and job duties.
In some cases, the letter of appointment may be provided on the first day of work. However, it is more common for the letter to be sent to the candidate in advance, so that they have time to review it and ask any questions they may have.
It is important to note that the letter of appointment is not the same as an offer letter. An offer letter is a preliminary document that expresses the company's intent to hire the candidate. The acceptance of the offer letter signals the candidate's agreement to the terms and conditions of the employment. The letter of appointment is a formal document that confirms the employment relationship between the company and the new employee.
Here are some of the reasons why a letter of appointment is provided:
How Do You Write a Letter of Appointment?
To write a letter of appointment, you can follow these steps:
1.Start with a header. This should include the company name, address, and contact information.
2.Include a greeting. Address the candidate by name and express your excitement about offering them the position.
3.Offer the position. Clearly state the job title, start date, and salary.
4.Describe the role. Briefly summarize the job duties and responsibilities.
5.List the benefits. Outline the benefits that the employee will be eligible for, such as health insurance, paid time off, and retirement savings plans
6.Specify the probation period. Most companies have a probation period during which the new employee's performance is evaluated. Be sure to specify the length of the probation period in the letter of appointment.
7.State the termination policy. Briefly explain the company's termination policy, including the notice period required for either party to terminate the employment relationship.
8.Include an acceptance signature line. This should include the employee's signature and the date on which they signed the letter.
Format of the Appointment Letter
[Company Name] [Address] [Phone Number] [Website]
[Date]
[Employee Name] [Address]
Dear [Employee Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. Your start date will be [Start Date].
Your salary will be [Salary] per [Pay Period]. You will also be eligible for the following benefits:
Your working hours will be [Start Time] to [End Time], [Days of the Week]. Your job duties and responsibilities will include:
This appointment is subject to a probationary period of [Probation Period]. During this time, your performance will be evaluated to ensure that you are a good fit for the position and the company.
If you accept this offer, please sign and return a copy of this letter by [Acceptance Deadline]. You can contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any questions or clarifications.
We look forward to having you join our team!
Sincerely, [Your Name] [Your Title]
Acceptance Signature
[Employee Name]
[Date]
Schedule I - Compensation Details
Salary Structure
| Basic Salary | |
| House rent allowance | |
| Medical allowance | |
| Leave travel allowance | |
| Additional Benefits | |
| Performance incentive | |
| PF contribution | |
| ESI contribution | |
| Stock option | |
| Car | |
| Telephone |
Schedule II - Employee Duties & Responsibilities
Duties:
Responsibilities:
Why Vakilsearch ?
One must be very careful while drafting an appointment letter. The details of the company and the terms and conditions must be specified rightly. If anything is missed in the appointment letter, it could be of great trouble in the future. Now, at Vakilsearch, you can seek our expert advice for the same. We can cross-check details and also provide you with the necessary advice.
Frequently Asked Questions (FAQs)
If you are a selected candidate, an appointment letter will be sent as soon as the final interview is over. But it depends on a lot of factors. It could take one week to a month for the appointment letter to be issued.
A letter of appointment serves as an official confirmation of a candidate's employment. It will include every detail regarding your job and other details.
No! It must be written and sent on company letterhead and signed by HR.
The HR manager is responsible to draft the appointment letter.
