Company Appointment Letter – Format, Samples, and Examples

Company Appointment Letters

As a recruiter or personnel in the human resource arm of a company, there are multiple skills required and necessary in carrying out the designated duty of hiring new staff members. One of such skill is drafting a proper appointment letter addressed to new employees. However, writing an appointment letter professionally is an indispensable skill that many individuals struggle with.

Whenever a company employs a new individual in a job position, the appointment letter is the medium through which confirmation of the job offer is sent. The company’s human resources department handles this. This article will give a detailed explanation of what a company appointment letter is and provide a step-by-step guide on how to draft an appointment letter effectively and officially.

An appointment letter is an official document that outlines the terms, conditions, and other important information concerning the new employee’s role and benefits

After the primary recruitment process of application and interviews and specific candidates have been offered job positions, there is a need for an official confirmation of the employment of those candidates. An appointment letter is issued to serve this purpose. When writing an appointment letter, certain things must be included to make it as professional as possible.  The letter is customized and arranged according to the type of organization and the job the recipient has been employed to do. It stipulates the designation of the new employees and other relevant information and job description.

Tip: When to provide?

An appointment letter is usually expected to be issued on the first workday of the new employee. There must be a mutual signing of the letter by both the employer and the employee. The presence of the signatures of both parties confirms that the employee has accepted the employment contract terms and is therefore legally bound by them.

Offer Letter vs. Appointment Letter

An offer letter is often conflicted with an appointment letter. As a person working in HR, you shouldn’t make that mistake. While they share some similarities, they serve different purposes.

An offer letter is issued after the company offers a job to the candidate. The candidate is expected to respond to the offer from the company within a specific time frame. On the other hand, an appointment letter is issued after accepting the offer by the candidate. It is the final confirmation of the employment of the recipient.

Writing a Company Appointment Letter

Writing an appointment letter isn’t as difficult as it may sound. Following the necessary steps and guidelines listed below will help you avoid mistakes and create professional and straightforward appointment letters:

Header

The letter should begin with a header of the concerned company. The company’s letterhead is the first item visible on the appointment letter. A company’s letterhead is the medium for any official correspondence.

The following information must be included:

Employee’s name and contact information

A company appointment letter contains the recipient’s details, the new employee hired by the company. These details include name, contact information (phone number, email), and address.

The date of appointment letter issuance

The date on which the appointment letter is written should be added beneath the employee-to-be details.

Add your company’s name and contact information

On one side of the letter, add the name of your company. In addition, the appointment letter should include address and contact information such as email addresses and phone numbers.

Mention the subject of the letter

 At this point, after the salutations, the reason for the letter should be highlighted. This is called the topic or subject of the letter. So, an appointment letter should be given a subject that reveals what it is about.

Salutation

Salutations such as “Dear sir/Madam” or “Dear Mr/Mrs/Miss/ with the last name of the employee-to-be should be used in the appointment letter. Salutations should be cordial but professional.

Introduction

The introduction begins with the main body of the letter. First, congratulate the employee on securing employment with the company and welcoming them as a staff member. This would give off a positive notion to the employee-to-be and anticipate resuming in a comfortable working environment.

State the purpose clearly

The letter’s purpose should be stated clearly.  It should be explained unambiguously that the letter is an appointment letter to confirm employment and highlight the job description, roles, and benefits of the employee-to-be after accepting the job offer from the company.

Body

The body of the appointment letter adequately outlines the significant content. This is the part where the letter starts. The body of the letter gives the job description as follows:

Offer the position

In this part of the letter, you are expected to officially present the position’s offer to the employee-to-be. Mention the job title they have been employed to fill up by the company. Once again, use a welcoming but professional tone to show how valued they are and how their services will help take the company forward.

Place of posting

If necessary and applicable, mention the location of their work placement. The recipients should be informed of where their place of posting is. In addition, the city and state of posting should be stated. Also, they may be transferred to other locations where the company has a business or eventually have some time in the future.

Describe the responsibilities

Next, you should provide a detailed description of the job and the primary responsibilities that come with it. This ensures that the employee-to-be understands what their new role entails as a new staff member. The description should not be vague; it should be as specific and expressive as possible to avoid any confusion on the part of the recipient.

Clarify the starting date

In continuation, the date on which the recipient is expected to resume employment duties should be stated and clarified in the appointment letter. Again, the date format should be done in the commonly used mode for clarity and easy understanding.

State job hours

The working hours should be stated clearly. In addition, daily working hours, start and end times should be mentioned correctly in the company appointment letter addressed to the employee-to-be.

State the leave policy

The recipient should also be aware of the leave policy and the benefits they are entitled to as company employees. For example, the number of available leaves per year should be stated. It should also be known if employees are entitled to special leave requests for childbirth/care, holidays, etc.

Mention the duration of the probation period

Suppose it is in the company’s policy to have probation periods for new employees before they are permanently employed. In that case, the duration of such a period should also be mentioned in the letter.

Include the official salary

During the employment process, the salary for the job role must have been concluded already. However, it is also necessary that the appointment letter consists of the official salary that the company intends to pay the recipient.

Explain other benefits

You should also explain other benefits available to employees of the company such as health insurance plans, car loan facilities, pension package, etc.

Include terms and conditions

The terms and conditions of the employment contract, in general, should not be omitted in a company appointment letter. All working terms and conditions concerning the job position should be known to them. Nothing should be omitted, and the recipient should easily understand.

Conclusion

After completing the main body of the appointment letter, you need to complete the letter by concluding and stating if there is any other important thing the recipient must do before resuming their new job role. For instance, the deadline for responding to the application letter and accepting the job should be added in the concluding paragraph of the letter.

Signoff

To bring the letter to an end, add the word “Sincerely” just under the concluding paragraph as a final acknowledgment of the recipient.

Your name and signature

Complete the signing off by adding your full name and signature to finally bring the appointment letter to a close.

Tip: Basic private company format

This format is to be employed when writing a company appointment letter. The primary private company format to be employed contains the name of both the company and the recipient who is to be employed.

It will necessarily contain other information such as the date of commencement of the job, the date of joining, the job title, the location of where the job duties are to be carried out, the roles and responsibilities that come with the job role, leave policy, salary, working hours, etc. The letter should be well detailed and contain all terms and conditions as earlier mentioned. A private company usually follows this format when drafting an appointment letter. 

Company Appointment Letter

Use the following Company Appointment Letter templata and sample to include all essential information in your letter:

Template

[Recipient’s name]
[Address]
[Contact address]

 [Date]

 [Company’s name]
[Address]
[Contact address]

 [Subject of the letter]

 Dear [Mr/Mrs /Miss recipient’s last name],

[Introduction paragraph with greetings and congratulatory messages]

[Paragraph stating the purpose of the letter]

[Paragraph offering the job position, place of posting, and describing responsibilities][Paragraph clarifying starting date, stating the hours of job, stating the leave policy, and the duration of probation period]

 [Paragraph describing the salary and benefits]

 [Brief paragraph describing terms and conditions]

 [Conclude by declaring the deadline to confirm the job]

 Sincerely,

[Your name]

[signature]

 

Sample

Matthew Abel,
10, Westside Avenue,
California, Los Angeles.
+1 7596…….

 December 12, 20xx

 All view logistics,
345, Minister Road,
California, Los Angeles.
234 22244455

 Subject:  Letter of Appointment

Dear Mr. Abel,

It is with great pleasure that I congratulate you for completing the recruitment process for our company. You are one of the few people who have been employed in one of our vacant positions.

I write to inform you that we are offering you the position of shift manager, you will be in charge of monitoring warehouse activities on specific shifts. Your main posting is at our large warehouse; however, you may be posted to smaller warehouses if deemed necessary. You are expected to resume work duties on the 15th of December 2021. Working hours shall be from 8 am- 5 pm for your day shifts from Monday to Friday. Note that you shall be placed on a three-month probation period which will be used to assess your productivity and work ethic.

 The salary for this Job position is $1000 per month. In addition, you are entitled to a pension package, health insurance, and 25 days’ leave each year.

 Please take your time to read through and sign the attached Contract form with other employment terms and conditions before the stipulated date for work resumption if you accept these conditions. We look forward to working with you.

Sincerely,

Anthony.

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      Letter Writing Tips

      If you are writing an appointment letter, these are significant tips that will help in creating well detailed but yet simple ones:

      Begin and end your letter in a friendly manner

      Remember to employ a friendly and polite tone while writing the appointment letter. Also, maintain an optimistic language from the beginning to the end of the letter. 

      Adopt a professional format

      You may decide to write in the standard format of paragraphs while writing your letter. However, you can also write in key highlighted sections to make reading easy. Use your company’s official style when choosing a format.

      It should be easy to understand

      Make your letter as easy to understand as possible. For example, communicate your points without using ambiguous words or phrases.

      Apply proper writing tools

      Use the recommended font type, size, and required editing instructions. Outline the information being passed across to make the letter easy to read. Employing the use of outlines also ensures that valid information is not missed and muddled up in the body of the letter. The use of bullet points should be adopted where necessary.

      Avoid grammatical mistakes

      Be careful to avoid grammatical errors and mistakes. Edit the letter until you are sure there aren’t any mistakes. Make use of spell checkers and note how well punctuations are used.

      Do not omit any crucial information

      Input all necessary information required to be present in a company appointment letter. Don’t miss anything that you must compulsorily add to an appointment letter.

      Conclusion

      This article has expressed how to write a company appointment letter. It explains what it means and how it differs from other employment letters that the HR department deals with. It also provides a step-by-step guide on drafting a proper appointment letter, complete with a template and a sample letter for those interested in drafting top-notch and professional appointment letters.

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