Appointment Letter: Your Official Guide to Joining Our Team

Here are some frequently asked questions (FAQs) regarding appointment letter:

Q: What is an appointment letter?

A: An appointment letter is a document that confirms the employment of an individual in a company or organization.

Q: What should be included in an appointment letter?

A: An appointment letter should include the following information: job title, job description, salary, benefits, start date, probationary period (if applicable), work hours, and any other relevant details specific to the position.

Q: Is an appointment letter legally binding?

A: Yes, an appointment letter is a legally binding document that sets out the terms and conditions of employment.

Q: Who should sign an appointment letter?

A: The employer and the employee should both sign an appointment letter.

Q: When should an appointment letter be issued?

A: An appointment letter should be issued before the start date of employment.

How to write an appointment letter:

1. Start with the date and the company’s letterhead.

2. Address the letter to the selected candidate and begin with a warm greeting.

3. State the position for which the candidate has been selected and mention the key responsibilities and duties of the role.

4. Outline the terms and conditions of the employment, including the start date, work hours, probationary period (if applicable), salary, and benefits.

5. Provide any additional information that may be relevant to the position or company.

6. Conclude the letter with a positive statement welcoming the candidate to the organization and expressing your excitement to work with them.

7. Include any attachments or documents that the candidate needs to sign and return to accept the job offer.

8. Close the letter with your signature and the signature of the authorized representative of the company.

Sample of appointment letter

[Company Letterhead]


[Employee Name]
[Employee Address]
[City, State ZIP Code]

Dear [Employee Name],

We are pleased to offer you the position of [Job Title] at [Company Name]. We were impressed with your qualifications and experience, and we believe that you will be a valuable addition to our team.

Your starting date will be [Start Date], and you will report to [Manager Name]. Your starting salary will be [Salary], which will be paid on a [Pay Frequency] basis. You will also be eligible for the company’s standard benefits package, which includes [List of Benefits].

As a [Job Title], your duties will include [List of Key Responsibilities and Duties]. During your first [Probationary Period], you will be on probationary status, and we will evaluate your performance to ensure that you are meeting the expectations of the role. At the end of the probationary period, we will evaluate your performance and determine whether to continue your employment.

You will be expected to work [Number of Hours] hours per week, which may be subject to change according to the company’s needs. We expect you to be punctual and to report to work on time. In addition, we expect you to adhere to all company policies and procedures, including the [List of Specific Policies].

Please note that this appointment is contingent upon the successful completion of a background check, and the submission of any other required documents.

We are excited to welcome you to the [Company Name] team and look forward to your contributions. Please sign and return the attached copy of this letter to indicate your acceptance of this offer.


[Your Name]
[Your Title]
[Company Name]

I accept the appointment as stated above,

[Employee Signature]

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