Preparing A Job Appointment Letter

Prepare a comprehensive & legally binding job appointment letter. Have a motivated workforce & stay away from future conflicts

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What is A Job Appointment Letter?

A job appointment letter is a document issued by a company to an individual formally inviting him/her to join as an employee, to fill a particular position in the organization. Prior to issuing the job appointment letter, the individual is interviewed and tested to ensure that he/she has the necessary qualifications to be hired. For this reason, an appointment letter will comprise various information such as job requirements or job description, salary details, joining date, and in some cases, company rules and regulations.

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Benefits Of A Job Appointment Letter

  • A job appointment letter will comprise information on employee remuneration - gross salary, net salary, insurance, including stock options profit-sharing ratio, and leave policies and tax deductions.
  • An appointment letter can also be used as a letter of reference when applying for VISAs to foreign countries.
  • A job appointment letter can also serve as a legally binding document in case of any future conflicts between the employer and the employee.
  • Checklist Points For An Appointment letter Format

  • Company header
  • Company Name and address
  • Employee’s Name and address
  • Employee Designation
  • Job Description and Responsibilities
  • Status Of Employment
  • Salary Details
  • Duration Of Employment
  • Joining Date
  • Documents To Submitted At The time of joining
  • Commitment or declaration
  • How to Write a Basic Appointment Letter Format

  • A basic appointment letter format begins with the company name, logo, and address, and the date of correspondence.
  • Address the letter to the employer with the right salutation.
  • Clearly state the subject line of the appointment letter, to indicate to the employee that the letter is a job offer.
  • Commence the letter by confirming that he/she has been hired along with the joining date.
  • In case, if the employee is required to report earlier to the office for signing the contract or for other formalities, mention the date and time.
  • In case, if there is a probation period, remember to include the total duration of the probation, as well as other information on remuneration if it affects salary during that period, and thereafter.
  • Mention remuneration details, including tax deductions, bonuses, etc, on your appointment letter.
  • If the job entails travel, please make sure to mention that as well, as part of the appointment letter format.
  • Sign off your letter of appointment officially with full names, signature, organization stamp and seal.
  • FAQs on Preparing A Job Appointment Letter

    Is an appointment letter legally binding?

    Yes, an appointment letter is legally binding, once an employee signs and accepts the position.

    However, if the job does not materialize, the employee cannot seek any legal recourse against the employer.

    Can an employer rescind a job offer after an employee signs the appointment letter?

    Yes. An employer may rescind a job offer based on legally valid reasons. If not, the employee may sue or take legal action against the employer.

    What is the difference between a basic appointment letter and a contract?

    A basic appointment letter is a formal employment offer that provides basic details about the job, and expectations.

    A contract, on the other hand, provides a full scope of the employment, including responsibilities, duration, and type.

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