How to Write (Format) an Appointment Letter | 30+ Samples

An appointment letter is an official letter given to a job candidate after a successful interview informing them that they have been selected or employed for the position.

It is written by the organization (employer) that did the hiring. An appointment represents the official beginning of the employee-employer relationship. Also, it is an indication that the employer is satisfied with the employee’s qualifications and is willing to assimilate them into the organization. 

It also presents the employer with an opportunity to express their delight and congratulate the selected candidate. It is advised to start the working relationship on a good note; employers should make sure the employee understands that.

Samples and Examples

Below are sample letters that serve as valuable resources for individuals like you who are seeking guidance in creating professional and effective appointment letters. By using these samples, you can benefit from a streamlined process, ensuring clarity, adherence to formalities, and a professional tone, ultimately making a positive impression on the recipients.

Format of an Appointment Letter 01

Format of an Appointment Letter 02

Types of Appointment Letter

Basically, there are three common types of appointment letters namely; Fixed Term, Temporary, and Continuing appointments:

• Fixed Term appointment letters are meant for employees who are hired for a limited period of one year or more. In these letters, the employment may be extended up to two years.
• Temporary appointment letters are formed for employees hired for a short-term period of less than one year. The period after extension should amount to eleven months of service.
• Continuing appointment letters are for employees who work thirty-two hours a week.

Writing an Appointment Letter

As an employer, knowing how to write a standard appointment letter professionally is imperative. The contents of the letter should be structured in a way that effectively communicates its purpose. This article will provide employers with a step-by-step guide on how to write one:

Add a letterhead

The first item that should appear on the appointment letter is the company’s letterhead. A letterhead is a pre-printed heading that is included in organizational documents like letters or memos. It includes the name of the organization, mailing address, contact information, and sometimes the logo or emblem of the company. It is placed in the top center position.

Date and employee’s details

After the letterhead, include the date when the letter was written and then the employee-to-be details (recipient). This is inclusive of their name and address. The following item to insert is a salutation.

Inform about appointment

The next step will be to declare the purpose of writing the appointment letter, which is to notify the candidate of their appointment for the position they have applied for.

The following details should appear at this point:

• Welcome the employee. The first paragraph should be written with the purpose of congratulating the employee on securing employment with the organization and welcoming them into the company. This not only confirms employment but also conveys that the company is happy to have employed the individual and is looking forward to their joining the company for immediate deployment.
• Mention the position. It should be made clear which designation the candidate has been offered. The designation should be specific, and vagueness should be avoided. Do not leave it for the employee to conclude for themselves. For example, titles like “Manager” are not enough to specify the position; opt to include more details like “Assistant Administrator of The Head Office, New York.”
• Add the reporting date. Let the employee-to-be know when they are required to start the job. The date should be given in the format of date, month, and year for specificity.
• Terms and conditions. Jobs always come with terms and conditions. It is the duty of the employer and the right of the employee to be informed of applicable terms and conditions before agreeing to accept a job. Remember, terms and conditions are typically mentioned during the recruitment process. Terms and conditions address the following aspects of the employment position.
  • Salary – The amount of money the employee-to-be will be compensated for their contribution to the organization should be indicated.
  • Working hours – State the number of hours they are required to work in a week. It must also be clear when working hours begin and end.
  • Leave policy – Employees are entitled to a number of leaves per year. Where the number varies from one organization to another, an employer should award his or her employees leave for reasons such as maternity leave, vacation, earned leave, etc. the appointment letter should clarify the company’s policy on leaves.
  • Notice period – The letter should also state how many days employees have prior to issuing an employment termination notice before leaving the company. Indicate to whom the notice should be addressed.
  • Bonus details – Sometimes, employers award bonuses to their employees for exemplary efforts or certain duties/activities. The appointment letter should state if this is the case in the organization. Again, this can be an incentive for them to join the company.

Include employment “at will”

This statement is included in all appointment letters and the meaning and purpose of employment “at-will” is basically the right of the employer to terminate the employee without having to state or explain the cause of termination of employment. This should be included in the letter.

Mention the trial period (if any)

If the employee-to-be will be subjected to a trial period, also known as probation, it should be stated at this point. Employers use probationary periods to evaluate the employee’s performance and determine if they are indeed a good fit for the job, so it is not a promise of permanent employment.

Mention applicable taxes and deductions

Inform the employee-to-be of applicable deductions and taxes. This ensures they are aware of the taxes and deductions they will be subjected to, and once they accept the job, they cannot claim to have been misinformed. Providing this information protects the employer from potential lawsuits from employees claiming they are being wrongly deducted and taxed.

Outline the responsibilities

Next, make the duties and responsibilities that come with the job known to the employee-to-be. Be as specific as possible. The last thing employees want is to sign up for a job that is associated with certain responsibilities, only to find out they are being assigned different roles.

Add other details

After outlining the employee’s responsibilities, add any miscellaneous information that is important for the employee to be aware of. For example, some of the details that can be included in this section are details about travel and transfers. Since some jobs require movement from one place to another, it is important to inform the employee-to-be so that when making the decision to accept the offer, they are aware of what the employer expects of them.

Signatures

An appointment letter, like all official letters, ought to have a closing. The employer can close the letter by including a congratulatory statement and reassurance of their support for the appointment. Afterward, the employer can sign off the letter with a complimentary close, their name, and signature. Just below the employer’s name, there should be a provision for the employee to sign as an acceptance of the job. The employee is also expected to include the date of signing.

Here’s a list for your reference:

• Address of the employee
• Salutations
• Congratulations and welcome paragraph
• Essential information
• Signature and date

Sample Job Appointment Letters

Related Samples, Formats, and Templates

• Job Appointment Letter Samples – Letters to Appoint for a Job
• Temporary Appointment Letter Samples – Letters to assign temporary appointments.
• Employee Appointment Letter Samples – To write appointment letters to employees.
• Trainee Appointment Letter Formats – To appoint a trainee to the department.
• Company Appointment Letter Templates – Writing appointment letters for a Company.
• Internship Appointment Letter Formats – Free formats for internship appointment letters.
• Agent Appointment Letter Examples – To request an appointment with an agent of an agency.

Professional Tips for Writing

As an employer, there are certain things one can take into consideration or adopt when writing an appointment letter to improve its quality. They include:

• Choose the right font style and size: Considering that it is a formal letter, it has to be legible and neatly presented. The way to achieve this is by selecting an appropriate font such as Cambria, Times New Roman, or Calibri and using a font size of between 10 and 12 (12 being the most preferred).
• Present necessary details: It should present all the pertinent information pertaining to the appointment. The information given in the letter should be enough to assist the employee-to-be in making a decision. Do not force the candidate to have to call to get important details, such as salary. However, even if one feels like they have given all the necessary information, they should always include contact details that the employee-to-be can use in case they have any queries.
• Keep it clear and brief: The letter should be kept short and to the point. Avoid including unnecessary information that does not add value to the letter. Lengthy appointment letters tend to be monotonous and full of repetition, two undesirable qualities of formal documents. Brief letters also help the employer avoid contradictory statements that can be misinterpreted. 
• Avoid sarcasm or informal phrases: Slang should be avoided throughout the letter. Keep in mind that it is an official document. Therefore, statements should be written so that they mean exactly how they can be interpreted. Rhetoric and sarcastic statements must be avoided. Also, avoid writing words in all capitals, for it is seen as a command and is impolite.
• Check grammatical errors: The letter should be error-free, that is, with no grammatical or typographical errors. These can be avoided by proofreading the letter once one finishes writing. Such errors are seen as a lack of keenness and are a sign of low levels of professionalism.

Free Downloads

Appointment Letter Sample 01

Appointment Letter Sample 02

Conclusion

An appointment letter is written by an employer to the selected candidate after the interview process. Employers can write it from scratch or use a template. The fundamental elements of this letter include company letterhead, employee information, salutation, designation, date of joining, terms and conditions of employment, congratulatory statement, and letter closing. Appointment letters should maintain a positive tone all through. Vague statements and phrases should be avoided, for once the employee-to-be signs it, they are entitled to what was communicated in the letter, and if there is room for misinterpretation, it might be costly to the employer.

About This Article

Authored by:

Adam M.

Resume Writing, Career Counseling, LinkedIn Professional

Adam M. stands as a seasoned expert in the realm of resume writing and career counseling, boasting an impressive track record that spans over 18 years. Throughout his esteemed career, he has meticulously crafted 5,500+ resumes and optimized 2,000+ LinkedIn profiles, ensuring that each one resonates with recruiters and stands out in the competitive job market. Holding a Master's degree in Career Counseling, Adam's holistic approach goes beyond mere resume writing; he delves deep into an individual's career trajectory, offering invaluable guidance to navigate the professional landscape successfully.