How To Write a Job Appointment Letter (With Samples)

Whether you are a hiring manager, recruiter or HR personnel, you may be responsible for writing an appointment letter. This is a formal document that states the terms and conditions of an employee's new role. Learning how to write an appointment letter can help you effectively and professionally confirm a new team member's position. In this article, we explain what a job appointment letter is, list steps to help you write one and provide a template and some samples you can reference when drafting your own.

Related: What Is a Recruiter? A Complete Guide

What is a job appointment letter?

A job appointment letter is a formal document that officially offers employment to a candidate. HR professionals, such as hiring managers or recruiters, send this document to an ideal employee after a successful interview or after negotiating the job offer. Typically, HR professionals offer employment first, and the candidate has a certain amount of time to review the offer and negotiate the terms and conditions, such as salary and benefits. Then, they can send an official appointment letter.

The letter is a separate document that confirms a new team member's terms and conditions. You can send this after an employee has officially accepted the role and negotiated their benefits. You may customise a job appointment letter for your company and the role you are filling. Here are some things you might include in your document:

• Job title

• Job description

• Official start date

• Typical hours

• Salary

• Benefits

• Additional employment conditions

• Next steps and deadlines

Related: How To Write a Job Offer Acceptance Letter (With Samples)

How to write an employment appointment letter

Consider following these steps to help you write a job or employment appointment letter for a new team member:

1. Add a header

An appointment letter is a formal document, and to keep it looking professional, it is best to add a formal letter heading. At the top of your letter, write your recipient's name and contact information, the date and your contact information. By keeping these important details at the top, you can make it easier for the recipient to contact you back. You may also add your company logo or letterhead, if applicable.

Read more: How To Write a Formal Letter

2. Include a greeting

After your heading, you can include a greeting and introduction. Try to keep this professional by using the candidate's last name and a salutation such as "Dear." You may also begin with a brief introduction sentence, thanking the candidate for their time during the interview process and subsequent conversations.

3. Choose a format

When writing the contents of your letter, you can select from one of two common formats. You can write the letter in traditional paragraph style, with the contents written in full sentences. Alternatively, you can use a modern style, with the key sections separated and in bold font. When writing an appointment letter online, it can be easier to read the information when it is bold and separated but both formats are acceptable. Consider your company's communication style and preferences when choosing a format.

4. Offer the position

In your introduction paragraph, formally offer the role to the recipient. You may have already sent a separate job offer letter or email, but it is important to state this information clearly in the appointment letter. Your team may store this document in an employee's file, and it can serve as an official record describing the terms of the position.

In the offer, include the official job title. Consider using positive and professional language to send a welcoming message. This can help show the recipient you are excited about them joining your company.

5. Describe the role

In the next paragraph or section, briefly describe the role and the primary duties. You can do this in a brief paragraph or by listing a few key bullet points. By keeping your expectations clear, you can ensure your prospective team member fully understands their new role.

6. Include the starting date

Next, include the recipient's start date. You may have discussed this date with the recipient during the interview or job offer stage, but it is important to clearly state this information in the job appointment document. If you discussed a certain date already, you may reference any previous conversations briefly.

7. State the position's hours

In the next section, include the position's hours. This can vary depending on the role and your company. For example, you can list the daily hours with the start and end time, or the weekly expectations. In this section, you may also include whether the role is full-time or part-time. Also, include whether the hours are firm or flexible.

8. Include the official salary and benefits

During the interview round or the job offer stage, you may discuss salary expectations with a candidate. You may also negotiate and determine a final salary. In the appointment letter, you can include the official salary for the role. In this section, state whether your company plans to pay the employee hourly or as a salary.

Under the salary, consider listing the benefits briefly. These are an important part of a compensation package, and it can be helpful to record this information for future reference. This can include insurance plans, pension plans, stock options, tuition assistance and wellness packages. If these benefits begin at a certain date, consider stating the conditions in this section. For example, some companies offer tuition assistance after the employee has worked for three months.

9. Include additional conditions

If there are additional terms and conditions that are important for the role or your company, list them toward the end of your letter. This might include details about the official contract, the dress code or the employee handbook.

10. Close your letter

At the end of your letter, include any next steps, such as whether the recipient needs to sign a document or complete a form online. If there is a deadline for accepting, include the date you need the response. Then, you may end the letter with a formal close, such as "Sincerely," and sign your name.

Related: Business Letter Format and Example

Job appointment letter templates

Here are templates you can use when drafting your own letter:

Template one

Here is a template for a traditional paragraph style letter:

[Recipient's name]
[Recipient's address]
[Recipient's phone number]

[Date]

[Your name]
[Your workplace address]
[Your phone number]

Dear [Mr/Ms/Dr recipient's last name],

[Introduction paragraph briefly thanking the recipient]

[Paragraph stating the position name, description, start date and hours]

[Paragraph describing the salary and benefits]

[Brief paragraph describing any additional considerations, if applicable]

[Closing paragraph with next steps]

Sincerely,
[Your name]
[Your title]

Template two

Here is a template you can use when sending a letter online or when you want to highlight the key information to make it easier to read:

[Recipient's name]
[Recipient's address]
[Recipient's phone number]

[Date]

[Your name]
[Your workplace address]
[Your phone number]

Dear [Recipient's name],

[Introduction paragraph briefly thanking the recipient]

Position: [Position name]

Job description: [Brief paragraph or bullet points describing primary duties]

Start date: [Date employment begins]

Position hours: [Daily, weekly or monthly hours expectations]

Salary: [Official salary]

Benefits: [Brief list of benefits]

Additional conditions: [Short paragraph describing any additional considerations]

[Closing paragraph with next steps]

Sincerely,
[Your name]
[Your title]

Job appointment samples

Here are two samples you may reference when writing an appointment letter:

Sample one

This is a sample showing the traditional paragraph style:

Raj Patel
111 Greenville Building
Whitefield, Bengaluru 560048
+91-11111-55555

June 30, 2021

Diya Reddi
444 Main Street
Whitefield, Bengaluru 560048
+91-22222-11111

Dear Mr Patel,

Thank you for taking the time to interview with our hiring team. After careful consideration, we would like to officially offer you the role of senior marketer.

As senior marketer, you will oversee a team of 12 junior marketers. You can expect to manage the advertising schedule, assist with website design and supervise four marketing campaigns. Your role shall begin on July 12, 2021, and we expect you to report to the office Monday through Friday from 9 a.m. to 5 p.m.

The salary for this position is ₹5,40,000 per year. You will receive medical insurance, a pension plan and 25 paid days off each year, starting after 90 days of employment.

Please review and sign the attached Employee Contract form if you accept these conditions. On your first day of employment, please bring photo identification. We look forward to working with you.

Sincerely,
Diya Reddi
Hiring Manager, Better Way Markets

Sample two

Here is a sample letter in a different format, with the key elements separated:

Leah Dhar
121 Park Street
Brookefield, Bengaluru 560037
+91-12345-12345

July 6, 2021

Avi Shah
333 Mall Road
Brookefield, Bengaluru 560037
+91-99999-00000

Dear Ms Dhar,

Thank you for taking the time to meet with our hiring team. We are pleased to formally offer you the role of customer service manager on the following terms and conditions:

Position: Customer service manager

Job description: Oversee a team of 30 customer service representatives, manage customer surveys and log customer comments

Start date: August 1, 2021

Position hours: Monday through Friday, 10 a.m. to 6 p.m.

Salary: ₹5,00,000 per year

Benefits: Insurance, pension and 20 paid days off

If you accept, please review and sign the attached forms before July 20, 2021.

Sincerely,
Avi Shah
Hiring manager, Tech World Electronics