An appointment letter is more than just a piece of paper but an emotion for the employee who passes so many recruitment stages to get that one letter. It is also essential for an HR manager, recruiter, or HR professional, as it is the final document they use to inform the employee about his benefits and daily expectations. All of this makes knowledge of appointment letter format almost essential!
When Is An Appointment Letter, And When Is It Extended?
An appointment letter is a final letter that notifies all the appointment details to the employee like,
- Job Title
- Description
- Official Start Date
- Daily Expected Hours
- Salary and Other Benefits
- Additional Terms
- Next Steps
Typically, the employer sends the Offer Letter once they finalise their ideal candidate after the final interview. Now the candidate has a pre-specified time in which he can negotiate on the final salary and other terms.
Once the negotiation is over, the employer hands over the appointment letter on the employee’s first day.
Often, people confuse an offer letter with an appointment letter, while both are different. The offer letter is sent after the interview and the latter after the negotiation is done and the deal is final.
Note:
- The appointment letter is made on the company’s official letter pad.
- A duly signed appointment letter is a legal document. However, the employee cannot take legal action against the employer if they still do not get the job.
What Are The Components Of An Appointment Letter Format?
#1: Header
An appointment letter is formal, so it demands a formal header. It includes employee name, address, your name and address, and date on the left top corner.
#2: Greeting
Start the letter with a formal salutation, ‘Dear’ followed by the employee’s name. Next, thank the candidate for their time in the recruitment process.
#3: Position
Start the first para by conveying the job title. You must have already conveyed this before, but it is essential to share this again.
Please make a note to use a formal yet welcoming tone to make the candidate feel that you are excited to have them.
#4: Job Description
Briefly and clearly describe the role and expected duties from the candidate. This gives the candidate exact information about what is expected from him, and he can perform and deliver better.
#5: Starting Date
Include the date the candidate is expected to start work. This is a previously agreed-upon date during the interview or the job offer letter stage.
#6: Position’s Hours
Any and all info regarding the working hours should be mentioned here.
#7: Official Salary And Other Benefits
Mention the agreed-upon salary and other benefits like insurance plans, pension plans, allowances, etc.
#8: Additional Conditions
This part includes other conditions like dress code, employee handbook, or even details about the official contract.
#9: Close Letter
Lastly, mention the next steps like signing the letter. End the letter with Sincerely and your name and designation.
An HR professional needs HR letter format for every letter type with company letter head and uniform format, including appointment letter format. Therefore, don’t hesitate to check out the HROne letter format library, as it provides letter templates for every need!
Here Are Two Appointment Letter Templates
Template One: (The Traditional Version)
[Employee Name]
[Employee Add.]
{Employee Phone Number]
[Date]
[Your Name]
[Workplace Address]
[Your Phone Number]
Dear [Mr/Ms/Dr Employee’s last name],
[Para 1: Briefly thank the employee]
[Para 2: State the position name, description, start date and working hours]
[Para 3: Briefly explain salary and benefits]
[Para 4: Any additional considerations]
[Close the letter with next steps]
Sincerely,
[Your Name]
[Your Title]
Template Two: [The Modern Minimalism]
[Employee Name]
[Employee Add.]
{Employee Phone Number]
[Date]
[Your Name]
[Workplace Address]
[Your Phone Number]
Dear [Employee Name],
[Briefly thank the employee in intro para]
Position: [Position Name]
Job Description: [Small para or concise bullet points describing expected duties]
Start Date: [The date when the employee joins]
Working Hours: [Daily, weekly, or monthly hours]
Salary: [Final CTC]
Benefits: [A small list of other benefits]
Additional Conditions: [Other conditions]
[Close it with next steps]
Sincerely,
[Your Name]
[Your Title]