How to Write and Format an Appointment Letter

Guide to write an appointment letter

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.

An appointment letter 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. 

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

Note: An appointment letter is issued soon after the employee-to-be accepts a job offer. It should not be confused with an offer letter which is written to invite the candidate to join the organization. An appointment letter is issued after the employee-to-be submits all the required documentation outlined in the offer letter.

Types of Appointment Letter

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

  • Fixed Term appointment letters are meant for employees who are hired for a limited time 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 below 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, and not just write but write an up to standards appointment letter professionally, is imperative. The assortment contents in the letter should be structured in a way that effectively communicates its purpose. This article will provide employers with a step-to-step guide on how to write an appointment letter.

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 at the top center position.

For example:

FidBit Data and Market Research company

Address: 36th Marble Ave, Chelsea, NC 1234
Tel: (222) 5638-7367
[Company Email]

Tip: Employers who want the appointment letter to look professional and official, including a letterhead, is a simple way to achieve this. For example;

Date and employee’s details

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

For example:

Date: 5th 06 20XX,

John Blair,
Address: 2334 Peach Street
Brighton, NC 3455
Email: [email protected]
Phone no: 3648 (7738)- 647
Dear Mr. Blair,

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 had 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 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 – Job 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 – The appointment should 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 who the notice should be addressed o.
    • 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.

For example:

It is with great joy I am informing you of your appointment as the Chief Data Analyst at FidBit Data and Market Research Company. Your official duties will begin as of 30th 06 20XX under the following terms and conditions.

Salary: $20000 per month.

Working hours: The official working hours will be 40 hours per week or 8 hours a day. You are expected to work from 9:30 A.M to 5:30 P.M from Monday to Friday. You shall be entitled to a 30-minute lunch break at your time of choosing within the working hours.

Leave policy: employees of FidBit are entitled to vacation, maternity leave, holiday leave, and ailment leave as stipulated in the company constitution article 34A. Kindly refer. Management shall not be liable for any false interpretation or lack thereof of the company’s constitution.

Benefits: As the occupier of the Chief Data Analyst, you shall be entitled to health benefits, transportation coverage, and pension as outlined in the company constitution article 5. Kindly refer.

Probation period: You shall be subjected to an 8 weeks probation starting as of 30th 06 20XX and ending 30th 08 20XX. 

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 terminating 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 probation 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.

Note: Employers cannot subject employees to a probation period without informing them of its execution.

Mention applicable taxes and deductions

Then, 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.

Tip: Do not assume the employee-to-be is aware of all taxes and deductions that are applicable in the organization. Not including this information in an appointment letter can be termed an intentional omission of pertinent information that is influential on the employee’s decision to accept the position.

Outline the responsibilities

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

For example:

Below are your responsibilities in the company;

Collection and interpretation of data on sales numbers, logistics, market research, and other behaviors from our clients.
Analyzing data.
Reporting results obtained from analysis and identifying patterns of interconnected data sets.
Develop ways to optimally utilize data to help our clients.

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 travels 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 acceptance of the job. The employee is also expected to include the date of signing.

For example:

Finally, we congratulate you for getting this appointment and look forward to working with you.

Sincerely,
[Employer signature]
Angie Brown
Human Resources
[Employee signature]
[Name of employee]

Here’s a list for your reference:

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

Templates and Examples

basic appointment letter
naukrigulf.com

new appointment letter
indiafilings.com

    Related Samples, Formats & Templates

    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 an appointment letter 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 – 12 (12 being the most preferred).
    • Present necessary details: The appointment letter 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 appointment 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. Short appointment letters also help the employer to avoid contradictory statements which can be misinterpreted. 
    • Avoid sarcasm or informal phrases: Slang should be avoided throughout the letter. Keep in mind the letter is an official document. Therefore, statements made in the appointment letter should be written such 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 appointment letter should be error-free, that is, with no grammatical errors or typos. These can be avoided by proofreading the letter once one finishes writing. Grammatical errors and typos are seen as a lack of keenness and are a sign of low levels of professionalism.

    Conclusion

    An appointment letter is written by an employer to the chosen candidate after the interview process. Employers can write the appointment from scratch or use an appointment letter template. The fundamental elements of an appointment 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 the appointment letter, they are entitled to what was communicated in the letter, and if there is room for misinterpretation, it might be costly to the employer.

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