Appointment Letter


HR Glossary

Appointment Letter

Post the hiring process, the appointment letter is the first official document handed out by the company to the selected candidate. Read this blog further to understand more about the appointment letters in detail.

What is an Appointment Letter?

It is an official document given out by the company to the candidate who has been selected for the job.

The letter confirms that a particular candidate has been appointed for the job. The letter of appointment is sent after the candidate has been selected for the job and has accepted the offer letter

The letter is a fairly detailed document that consists of crucial details such as designation, salary, start date, etc. It clears everything about the job or any doubts regarding the job that the candidate might have.

When is the Letter of Appointment Given?

It is given after the selection process is completed. A letter of appointment basically confirms the appointment of a person to a particular job and the candidate’s acceptance of it.

It is provided by the company after a candidate has been selected and accepted the offer letter.

Importance of an Appointment Letter

It is a really critical official document for both the employer as well as employee. 

This contains the complete details of the job role and the company’s expectations of the employee. The letter contains terms and conditions in detail and acts as an employment contract.

The letter of appointment is signed by both parties and each gets one copy of the letter. The receiver of the letter needs to go through the letter carefully as it contains all the information regarding the job such as salary, designation and company logo etc.

Is is also accepted in the court of law to deal with any discrepancies that may arise in the future. 

Letter of Appointment Format

Here is a list of items that must be mentioned –

  1. Designation
  2. Job location
  3. Date of joining
  4. Salary and perks
  5. Working hours
  6. Terms and conditions
  7. Leave policy

Keep the following things in mind while writing a letter of appointment –

  • Start off the letter by addressing the person and signifying your name and designation.
  • Be concise and clear in conveying all the necessary details regarding the job to the receiver.
  • Provide the receiver with all the necessary information and terms and conditions of your company.
  • Mention the roles and responsibilities of the receiver.
  • Sign the appointment letter with your full name and the official stamp.
  • Ask the receiver to sign the letter and send a copy back to you.

Take a look at this sample format template for better understanding-

Letter of Appointment

This is a sample format for getting an idea about writing a letter of appointment. that you can use alongside your templates or content writers.

Difference Between an Appointment Letter and an Offer Letter

Here are some of the key differences between a letter of appointment and an offer letter-

FeaturesAppointment LetterOffer Letter
PurposeProvide a detailed employment contractOffer a position
TimelineAfter acceptance of offer letterAfter the interview process
Legally ValidYesYes

Hope this blog was helpful and provided some value to you. To know more;

Recommended Content

Video Interviews can simplify your hiring 

Don’t let a packed schedule be a hindrance in recruitment. Use structured interviews with the power of video to screen applicants. Understand the communication skills, motivation and job skills using video interviews.


Complete Guide to Pre Employment Testing

Move over from pen-paper based tests and manually checked assignments to pre employment assessments. Democratise your organizations hiring by screening for skills before you interview.


How can Employers adapt to Remote Hiring

With most jobs going remote, your best applicants could be in Melbourne or Miami. From remote screening and virtual interviews, to remote onboarding, Learn the best practices to get started.


Frequently Asked Questions

How do I write an appointment letter?

  • Include a heading
  • Begin with a kind hello
  • Provide the position
  • Provide a job description
  • Include a start date
  • Talk about working hours
  • Describe the advantages
  • Include any extra criteria

What should be included in an appointment letter?

  • Designation
  • Date of Joining
  • Location of Employment
  • Benefits and Salary
  • Working hours
  • Leave policy and terms and conditions

How do I ask HR to send an appointment letter?

With due respect, I am writing to confirm my appointment to the position of __________ (your designation). Despite the fact that it has been one week since my start date, I have not received my appointment letter. Please issue my appointment letter, which would be greatly appreciated.

Why is an appointment letter important?

Appointment letters are HR letters that are sent after a candidate accepts a position. This is a legal document produced by the firm that selected the candidate. This letter indicates that the candidate has been “appointed” to the position

Can we work without an appointment letter?

If you have any problems with them, send a legal notice to the Reporting manager, HR, and Company Director. If there is no appointment letter or offer letter, your services are considered temporary.

Can I accept the appointment letter and not join?

It has no effect because you have not joined or claimed responsibility for that position. You can simply advise HR that you do not desire to join and are looking for new employment.

Enhance your Recruitment process with the best Skill Assessment Software!

Saving your 3x the time, effort, and money and Hire top talents 10x faster and easier!

  Extensive Question Library
  2500+ Pre-Built Skill Tests
  ; AI Webcam Proctoring
  ; Customizable Assessments