An Appointment Letter also known as Employment offer Letter or Job Appointment Letter. It is a Legal and official Document issued by an Organization to a qualified and Selected candidate to offer a job and employment in an organization.
Qualified Candidate means a candidate or a job applicant who has applied for the job in the organization and has qualified from all the round of interviews and finally selected by the Management to offer a job to work within the organization. As it is an official letter therefore the appointment letter format should be formal and must be on company’s letterhead. For quick and ready reference, we have added some ready made appointment letter sample template which are free to download in word and pdf form for quick leaning.
Usually, letter of appointment is issued to the candidate before his/her joining so that the candidate can go through with all aspects of job offering with all other terms and condition thoroughly and can also tender his/her consent via Acceptance Letter in reply by signing a duplicate copy of the Appointment Letter and submit back to the employer as a token of acceptance for record and reference.
Issuing an appointment letter is one the most important exercise of a recruitment & selection. The role of HR is to create a well-crafted letter followed with the right Appointment Letter Format and must give full disclosure to all employment clauses and other terms and conditions offered from the employer’s side so that the candidate can convey his / her joining date by accepting all terms and conditions. The followings Points should be covered in an ideal appointment letter format:
To learn more about the right appointment letter format, please go through with the enclosed letter of appointment sample template which will help learning about how to write a better appointment letter for a job.
Before we proceed it is worth mentioning that the term appointment letter can have two different implications. When people speak of appointment letter they refer to an appointment letter from a company to employee, confirming employment. But an appointment letter may also mean a letter written requesting for an appointment. For example, while applying for a visa an individual will write a letter for appointment request to schedule the visa appointment. The visa appointment letter sample below will help clarify the difference.
Now back to the letter of appointment. After all the formalities of the recruitment process have been completed and verified, and if the candidate is selected, the company will issue an offer letter before releasing the appointment letter for the job.
If you find yourself in the position of having to write a letter of appointment for someone here are a couple of things to remember.
Letter of appointment are always printed on the letterhead of the company and signed by the Management, HR Manager from Human Resource Department or the person authorized to hire the candidate.
The appointment letter format should follow a formal business letter format because it is a legally binding document. The job appointment letter marks the beginning of an employee’s journey and should signify the origin of something new and exciting. The tone of the letter should instill expectations but clearly present the agreed upon terms of employment.
Open on a congratulatory note and end with a warm welcome, but make sure the body of the letter contains the exact details of the offer. Remember to mention essential information, like job title, start date, start time, office location, salary and the name of the immediate superior. If the company requires background checks for new employees, prior to employment, make sure that this is stated clearly in the letter. It would be a good idea to let your legal team have a quick glance at the letter before you send it to the candidate.
Find below 20+ Appointment letter Sample Template in word doc and Pdf Format for Sample Example
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Use Company Letterhead
Sample Template for Example
[City, State, ZIP Code]
Subject: Appointment Letter for the post of (Mention Position Title)
Dear [Employee's Name],
We are happy to extend our heartfelt congratulations on your selection for the position of [Job Title] at [Company Name]. We believe your skills, experience, and qualifications make you a valuable addition to our team.
Job Title: [ Mention the Job Title/ Position ]
Department: [ Department Name ]
Location: [Office Location]
Compensation Package: (Mention Salary)
Benefits: You will be entitled to our comprehensive benefits package, including health insurance, retirement plans, and paid time off (PTO). Further details will be provided during your orientation or onboarding process.
Reporting to: [Supervisor's Name and Title]
Employment Status: You will join us as a [Full-Time/Part-Time] employee.
Probationary Period: As part of your onboarding process, you will be on a probationary period lasting [Specify Duration]. This period will allow us to assess your performance, after which your employment status will be formally reviewed.
Work Schedule: Your regular working hours will be [Specify Hours], [Specify Days], with scheduled breaks as per company policy.
Joining Formalities:
On your first day, we request that you report to the HR Department to complete all necessary paperwork and formalities and bring all your certificates as per company policy.
As a member of the [Company Name] team, we expect you to adhere to our company policies and code of conduct. You will receive copies of these documents during your orientation.
Additionally, you will be required to sign a confidentiality agreement and any other relevant agreements.
Performance Evaluation: We conduct regular performance evaluations to provide feedback and assist you in achieving excellence in your role.
Termination Notice: Please be aware that both you and Company [Name of the Company] retain the right to terminate the employment contract at any time, with or without notice, and for any reason.
Benefits Eligibility: You will become eligible for our employee benefits program on [Specify Date of Benefits Eligibility].
Vacation and Leave: Your employment entitles you to [Specify Number] days of paid vacation per year, in addition to other leave benefits outlined in our employee handbook.
At-Will Employment: This appointment letter signifies at-will employment, meaning that it is not a contract for employment. It confirms your at-will status, allowing either party (you or the company) to terminate the employment relationship at any time, with or without cause or notice.
Acceptance:
To formally accept this appointment, please sign and return a copy of this Letter of appointment by [Date]. This will serve as your acknowledgment of the terms and conditions outlined above.
We are excited to welcome you to the [Company Name] team and are eager to witness the valuable contributions we are confident you will bring to our organization. If you have any questions or require additional information, please feel free to reach out to [HR Contact Name].
We congratulate on your appointment, and we eagerly anticipate your start date.
[for Company Name]
[ Manager Name with Designation ]
Use Company's Letterhead
Mr./Ms. Name of the candidate
Subject: Appointment Letter for Engineer Trainee
Dear (use first name of the candidate)
Refer to your application for the Trainee position and subsequently an interview held in our office on (Mention date of final interview),we are pleased to offer you an appointment as “Engineer Trainee on the following terms and conditions:
The salary of the staff is confidential hence you are requested not to reveal the same to others.
for Company name
(Name with Designation & Signature of Authorized Signatory)
Acceptance
I have read the terms and conditions of this appointment letter and confirm my acceptance of the same.
(Signature and Date)
Name of the employee
Name: Mr/Ms. _________________
Complete Address: _________________
City, State & Pin _________________
Sub: Offer cum Appointment Letter
Please refer to your interview we had at our office. We are pleased to offer you an appointment in our company as Team Leader and as described your initial joining will at office at New Delhi.
Your appointment will be subject to the terms and conditions indicated in “Annexure - A” attached and the Rules and Regulations of the company prevailing from time to time Details regarding your salary and other allowances & perquisites are indicated an Annexure – B.
We hope to provide you a challenging and rewarding career ensuring a high level of job satisfaction and sample opportunities for career development.
Please return the duplicate copy of this letter duty signed as an acceptance of our offer of appointment along with terms of appointment (Annexure – A), details of perquisites (Annexure – B), your salary details (Annexure – C), duty executed by you.
With best wishes,
(Name of the signing Authority with Designation)
Terms of Appointment
Every appointment with be subject to the Rules and Regulations of M/s. ____________________, enforce and as amended from time to time. Where the company changes or introduces policies and procedures in relation to its staff members these will be deemed to apply to the employment.
Every employment will commence from the date of joining as mentioned in the Appointment letter. There will be a Probation period of three months and confirmation of employment will be based on satisfactory performance during this period.
During the probation period, the employment can be terminated by either party by giving one week’s notice. After the confirmation of employment the same may be terminated by either party by giving one month’s notice in writing or one month’s basic salary in lieu of notice should the circumstances warrant it.
The staff member will be liable to transfer to any place of business of the organization whether existing or acquired later on or from one department to another or from one discipline to another in the interest of the company.
The staff member may be retired on reaching the age of 58 years, if found necessary by the company.
While employed with the company:
The contract of appointment shall be deemed to have executed in the National Capital Territory of Delhi and the staff member shall be under the administrative control of the Corporate as well as Head Office even though such staff member may be servicing outside Delhi. In case of any dispute or difference regarding terms and conditions of the appointment the cause of action would be deemed to have arisen with the Jurisdiction of the National Capital Territory of Delhi.
I shall abide by the above terms and conditions.
(Signature of Mr. ____,) Date: ______,
Details of Perquisites & Allowances:
Name - Mr. _______________
Basic Salary - __________________
Date of Joining - __________________
Probation - Three months from the date of joining.
Confirmation - On successful completion of probationary period.
In addition to the basic salary mentioned in the Annexure – C of this letter, other allowances and benefits payable will be as unde.
1. House Rent Allowance
00% of the Basic Salary
2. Leave Travel Allowance
Equivalent to half month’s basic salary per annum claimable only after completion of each year of continued service.
3. Medical Reimbursement
Half month’s basic salary per annum in the first year credited on six monthly basic for self and dependents as declared at the time of joining. Subsequently in second year and onward the medical reimbursement will be admissible @ one month basic salary.
4. Composite Reimbursement
Up to Basic salary one month at actual.
Compos to reimbursement can be claimed under any of the following heads:
1. Outfit Reimbursement
up to Basic salaries
Up to Basic Salary which can be claimed every month as actual conveyance from home to office and back.
3. Association Benefit
In addition to the above you will also be eligible to a sum on Rs. _________/- on successful completion of 3 Years of continued service with M/s.______________,
4. Provident Fund
5. E.S.I. if applicable
(Name of the signing Authority with Designation)
Date: ______
Use Company's Letterhead
Name of the employee : _________________
Complete Address : _________________
City, State & Pincode : _________________
Subject: Letter of Appointment for the Post of (Mention Job Title)
Dear, (Use First name)
This is in reference to your Job application followed with the rounds of Interview had with us.
We are pleased to appoint you to the position of (Job Title) in our organization, with effect from ( mention date of joining on or before) on the following terms and conditions:
I extend a warm welcome to you and wish you all the best for a successful career.
For (Mention the Company Name)
Signature & Name of Manager
Acceptance
I have read the terms and conditions of this appointment and confirm my acceptance of the same.
( Name & Signature of the new employee )
Name of the Appointee
City, State with Pin code
Dear _________ (Use the First name)
We (firm) are pleased to appoint you as (Mention job role) as per the following terms of appointment (Agreement)
The employee shall be paid a monthly remuneration and reimbursed for the expenses incurred in relation to official work subject to the prevailing tax laws.
Components
Amount (Rs.)
Total per month
Total per annul
PF Employer Contribution Per Annum
EX-Gratis (Per Annam)
Annual Cost to Company (CTC)
Your salary shall be subject to statutory deductions as applicable from time to time and the allowances shall be subject to statutory variances if any.
For (Company Name)
Signature
Authorized Signatory ( Name & Designation)
I have read and understood the above emoluments and hereby confirm my acceptance of the same.
Name with Signature
Date_________
SUBJECT:- APPOINTMENT TO THE POST OF______________
We are pleased to confirm that you are in our employment w.e.f. ____________________Presently you are in our employment as __________at a salary of Rs._______H.R.A. Rs. __________per month. Further you are in the service on the following terms and conditions:
That the services are liable to be terminated with one month notice or payment of salary in lieu thereof on either side.
2.On confirmation you will be further entitled to other benefits as may be admissible to other confirmed employees of your category.
3.That it will be the discretion of the Management to assign you any work and regulate the working hours the normal working hours or duties shall be 9 hours with one hours as rest.
4.You will be a full time employee of the ___________________________will not work any where else nor accept any payment in cash or kind from the other candidates / organization.
5.You will discharge your duties faithfully and observe the timings regulated by the Management from time to time.
6.That if any misconduct is alleged against you, you can be suspended from duty without wages. However, if you are held guilty of all or any of the charges leveled against you, you will be treated absent from duty during the period of suspension.
7.In all other matters included removal from service on disciplinary grounds or any other matter, you will be Governed by the ____________________________rules as in force or which may be enforced from time to time.
8.This office is subject to your being declared medically fit by our medical officer (Medical checkup) and verification of original certificates.
9.You are requested to sign the duplicate copy of this letter as a token for acceptance of the duties and responsibility as token of acceptance of the above terms and conditions.
President
I confirm the contents of the letter as correct and accept the Employees Service Rules of the Society.
Signature of Employee
Subject: Appointment Letter
We are pleased to confirm your appointment in the (Organization Name) on the following terms and condition:
Designation___________
Present Salary:_________
Grade:_________________
Scale of Pay:____________
During the employment with us the following will be among-st the principal terms of employment:-
a)You will abide by the working hours of the establishment. You are liable to be transferred from one shift to another or one department to another or from one establishment to another existing or likely to come into existence anywhere in India without any extra remuneration.
b)You will abide by the Service Rules of the Company which are in force for the time being or which may come into force from time to time.
c)You shall not carry on any business or engage in any avocation full or part time: or enter for any part of your time in any capacity the services of or be employed by any other company or firm whether engaged in similar business.
d)You shall be responsible for the safe keeping and return in good condition and order of all our property such as tools, equipment instruments books uniforms etc. Which may be in your use custody or charge? We reserve our right to deduct the money value of all such changes from your wages or dues and take such other action as may be deemed proper in the event of your failure to account for such property to our satisfaction.
e)While discharging your duties, you shall observe utmost civility towards the customers your superior’s fellow employees and all such persons who have dealings with the Company.
f)You will be entitled to benefits of leave and employees of the Company under the Factories Act.
g)You shall keep us informed of any change in your local or permanent address or in your civil status.
h)If during your employment with us your conduct or behavior is not satisfactory or is found unbecoming on is detrimental or warrants further investigation you are liable to be suspended from duty. During the suspension period you will be paid subsistence allowance as per the Model / Certified Standing Orders.
i)The management may in the event of fire Act of God catastrophe epidemic riot civil commotion stoppage or shortage of shortage of fuel power slow or broke – down of Machine or finance you may be laid & off or retrenched as may be considered necessary. In case off lay & off or retrenchment for any reason as mention above you shall be paid compensation as per the previsions of Industrial Disputes Act 1947.
j)Your services may be terminated at any time by giving one month notice in writing on either side. In case you leave the services without giving the requisite notice, we shall have the right to deduct as liquidated damages an amount equivalent to as deduct salary / wages from the money or moneys that may be due to you.
k) You shall retire from the services of the Company at the age of 58 years and for the purpose of calculating this age, the official records of your age with the company will be treated as final Record of your age.
l)Your services are also liable to be terminated on one month’s notice or salary in lieu of notice for any reason including the followings.
I.Continued illness for a long time or frequent intermittent illness.
II.Physical or mental disability or infirmity defective eye – sight or hearing etc.
III.Reasonable doubt of commission of any act of serious misconduct.
IV.Bad reputation or receipts of report from police or any Government Department.
V.Continued low efficiency or poor working.
VI.Conviction in a Court of law for any offence including moral turpitude.
VII.Absence on account of arrest or detention by the Government under the Defiance of India Rules or under any other law.
Your faithfully,
(For_________)
(DIRECTOR)
(Candidate Acceptance)
I hereby accept the employment on the terms and conditions mentioned above and fully explained to me further agree that in the event of any declaration given by me is found to be false, then my services shall stand terminated forthwith.
(Signature of the Applicant)
Subject: Offer of an Appointment
Dear Mr./Ms._______
With reference to your application & subsequent interviews with us we are pleased to offer you the post of (Mention Position) in our organization as per agreed terms and condition.
Your consolidated package will be as per dissuasion at the time of interview you will be on probation period for six months from the date of joining. Your date of joining will be on or before date__(Mention Joining Date)__. The detailed Appointment Letter and Job Description will be issued later on.
Please find a duplicate copy of this letter and return it back to us duly signed as a token of your acceptance.
We welcome you in our organization and wish you a long and prosperous career with us.
With best wishes
Cordially,
For_____,
(Signature and Seal)
SUBJECT:- APPOINTMENT TO THE POST OF (mention Position).
We are pleased to confirm that you are in our employment w.e.f. ____________________Presently you are in our employment as __________at a salary of Rs._______H.R.A. Rs. __________per month.
Further you are in the service on the following terms and conditions:
For__________________________(Regd.)
President
Acceptance from Employee
I confirm the contents of the letter as correct and accept the Employees Service Rules of the Society.
Signature of Employee
We have pleasure in appointing you as PRODUCT SUPPORT EXECUTIVE of Digital Publishing Department, Delhi Office in our organization, effective dated (________)on the following terms and conditions:
You will be placed in the appropriate band / responsibility level of the Company, and will be entitled to compensation (salary and other applicable benefits) as detailed in Annexure *A* Compensation will be governed by the rules of the Company on the subject, as application and/or amended hereafter.
Your salary will be reviewed on date (________)and on wards or at such other time as the Management may decide. Salary revisions are discretionary and will be subject to and on the basis of effective performance and results. The entire appraisal of the salary would be considered as hike minimum of 5% in the basic salary. Apart from appraisal promotion will be done on three years of working cycle. Appraisal and promotion are also the management discretion. Also, the bonus will be facilitated on month (_________) as on the basic pay.
Your initial positing will be at DEHRADUN – UTTARAKHAND However, your services are liable to be transferred at the sole discretion of Management, in such other capacity as the company may determine to any department / section, location, associate, sister concern or subsidiary, at any place in India whether existing today or which may come up in future. In such a case, you will be governed by the terms and conditions of the service application at the present placement location.
4.Absence / Leave Rule
Absence for a continuous period of ten days without prior approval of your superior, (including overstay on leave / training would result in your losing your lien on the service and the same shall automatically come to an end without any notice or intimation.
Leave You will be eligible to the benefits of the Company Leave Rules on your confirmation in the Company’s Service as detailed in Annexure *A* During the period of your employment with the Company’s you will devote full time to the work of the Company. Further, you will not take up any other employment or assignment or any office honorary or for any consideration in cash or in kind or otherwise, without the prior written permission of the Company.
You will be on a Probation period for the Six month Based on your performance your services will be confirmed with the company in written after six months. During the probation period your services can be terminated with seven days notice on either side and without any reasons whatsoever. If your services are found satisfactory during the probation period, you will be confirmed in the present position and thereafter your services can be terminated on one month’s notice on either side. The period of probation can be extended at the discretion of the Management and you will continue to be on probation till an order of confirmation has been issued in writing once confirmed you position as a full time employment with the Company and you shall devote yourself exclusively to the business and interests of the company. You will not take up any other work for remuneration (part time or otherwise) or work in an advisory capacity or be interested directly or indirectly (except as shareholder / debenture holder), in any other trade or business during your employment with the company. Without permission in writing of the Board of Directors of the Company. You will also not seek membership of any local or public bodies without first obtaining specific permission from the Management.
You will not (except in the normal course of the Company’s business) publish any article or statement delivers any lecture or broadcast or makes any communication to the press including magazine publication relating to the Company’s products or to any matter with which the Company may be concerned unless you have previously applied to and obtained the written permission from the Company’s. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter. You will not at any time, during the employment or after without the consent of the Board of Directors disclose or make public except on legal obligations, any information regarding the Company’s affairs or administration or research carried out, whether the same is confided to you or becomes known to you in the course of your service or otherwise.
If you conceive any new or advanced method of improving designs / processes / formulae / systems, etc in relation to the business / operations of the Company, such developments will be fully communicated to the company and will be and remain the sole right/propend of the Company. You will be required to maintain utmost secrecy in respect of Project documents commercial offer design documents Project cost & Estimation. Technology. Software packages license, Company’s policy, Company’s patterns & Trade Mark and Company’s Human assets profile. Also the usage of personal USB Drives and CD ROMs are strictly prohibited within the organization. In any case. If you want any kind of data, inform the immediate superior authority and he/she will provide the same.
You work in the organization will be subject to the rules and regulations of the organization as laid down in relation to conduct and other matters. You will always be alive to responsibilities and duties attached to your office and conduct yourself accordingly. You must effectively perform to ensure results
If any declaration given or information furnished by you, to the company proves to be false, or if you are found to have willfully suppressed any material information, in such cases you will be liable to removal from services without any notice.
The retirement age is 60 years. You will retire from the employment of the Company at the end of the month in which you attain 60 years of age.
11.Termination of employment
During the probationary period and any extension thereof, your services may be terminated on either side by giving one week’s notice or salary in lieu thereof. However on confirmation the services can be terminated from either side by giving one-month (30 Days) notice or salary in lieu thereof. Upon termination of employment you will immediately hand over to the Company all correspondence specifications, formulae, books, documents market data cost data drawings effects or records belonging to the Company or relating to its business and shall not retain or make copies of these items. Upon termination of employment you will also return all company property which may be in your possession.
This is subject to your being and remaining medically fit while working in the organization.
13.If at any time in our opinion which is final in this matter you are found non-performer or guilty of fraud, dishonest disobedience, disorderly behavior, negligence, indiscipline absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you.
14.You will not accept any present commission or any sort of gratification in cash or kind from any person party or firm or Company having dealing with the company and if you are offered any you should immediately report the same to the Management.
15.You will be responsible for safekeeping and return in good condition and order of all Company property which may be your use custody or charge.
16. All legal matters are subject to Delhi Jurisdiction.
Please confirm your acceptance of the appointment on the above terms and conditions by signing and returning this letter for our records.
Your faithfully.
For Company Name: _____________________________
Signature
HR Manager
I have read the terms and conditions of this appointment and confirm my acceptance of the same.
(Signature and Date)
Mr. ______________