Job Appointment Letter (12+ Sample Letters and Writing Tips)

Sample of Job Appointment Letter

Various kind of letters comes to mind when the word letter is mentioned. However, in this particular article, we will be covering the most important one of all which is a job appointment letter. A Job appointment letter can be defined as a formal written document which is directed to an applicant who has shown interest to a particular position in a company and has qualified in all levels of assessments.

Each time a company needs a person to fill a vacant position it calls for qualified applicants to send their applications. After receiving applications, a group of shortlisted applicants is then called for an interview, and depending on the kind of company/position it can be one or more interviews. After all these processes, the qualified candidate[s] will be issued a job appointment letter. 

Sample Job Appointment Letter

An official appointment letter should include the day of commencement, employee’s duties, workstation, working hours, cash compensation and working hours among other important details an employee should know before taking the job. Below is a sample of an appointment letter.

Employment Letter

(Your name)
(Your Address (Street Information))
(City, State, and Zip Code)


(Recipient’s Name (third party))
(Recipient’s Address (Street Information))
(City, State, and Zip Code)

Dear (Name),

We are pleased to inform you that you passed your interview and we are hereby offering you employment on contract basis for the position of a safety officer at XYZ Company. The terms and conditions of your employment are as follows:

  1. Day of Commencement

You are expected to report to your duties as from 24th October 2018. Your contract is based on a period of two years after which we may renew it based on your performance and mutual agreement.

  1. Reporting

You will report to your immediate supervisor on the said date. You are required to comply with the company’s rules and regulations at all given times and should always act in a manner that protects the company’s interest.

  1. Allocated Place of Work

You will be based at the company’s Headquarters in New York City.

  1. Roles and Responsibilities

Your roles and responsibilities are outlined in the job description which is an extension of this contract. Your signature will imply that you fully agree with all the terms and conditions laid out in this contract.

  1. Monthly Salary

You are entitled to a monthly compensation amounting to {Amount} which will be subject to all statutory and company deductions with regards to the law.

  1. Working Hours

Your working hours shall be from 9 a.m to 6 p.m (Monday-Friday). However, you may also be required to avail yourself outside these stipulated hours if the need arises.

  1. Leave

7.1 Vacation

You will be entitled to 21 working days of leave at full pay. However, the leave days should only be taken at a time most suitable for both you and your employer.

7.2 Sick Leave

You are entitled to up to (29) working days of sick leave at full pay.

7.3 Paternity Leave

You are entitled to a paternity leave of up to (two) calendar weeks of which you should apply seven days beforehand.

  1. Termination

This contract can be terminated:

By either party given a prior 30 working days written notice failure to which a compensation equivalent to a month’s salary will be awarded.
By the Employer on grounds of indiscipline or under-performance.
By the Employer on account of redundancy/retrenchment as per the law.

  1. Copyrights and Ownership

You shall not work with any other company either full time or part-time in a capacity that would create a conflict of interest with the company.

  1. Amendment and Enforcement

Any alterations or amendment to this contract shall be duly communicated in writing taking into consideration both the employer’s and employee’s views.

Your’s Faithfully
Veronica Vee
Human Resource Manager
XYZ Company

To affirm your acceptance to the terms and conditions laid out in this letter kindly sign below

(Date)    (Name)    (Sign)
(Witness)   (Sign)

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How to write a Job Appointment Letter

A professionally written appointment letter usually includes all the information one needs to know about that particular position, this includes important elements like;

Job Title

The official employee’s title for that particular position.

Commencement Date:

It is very important for the letter to clearly inform the candidate of the starting date and time in order to avoid all possible misunderstanding.


The salary for the appointed candidate is usually stated clearly in the job appointment letter and the mode of payments, frequency of payments, this will be important for the candidate to analyze and accept or open a room for negotiation if there will be any.


Here are included all the rules to abide within that particular position, this can be dress codes, punctuality and all other kinds of conditions required for the position.

Other Compensation:

These can reward that will be provided by the employer when certain targets are met, such kinds of bonuses or compensation will also be listed in a job appointment letter.

These elements and more of others like vacations, benefits will all be outlined in this particular document.

Writing a job appointment letter can be an overwhelming and tiresome work to do, particularly for one who is busy and needs no time to waste preparing this kind of documents. This is why it is crucial for you to use templates as examples which will guide you to prepare a professional job appointment letter. For this reason, I have set aside time to prepare well-written formal job appointment templates in word and PDF format which I provide for free on my website, in order to help those of you who have no time to waste trying to construct a formal and professional job appointment letter from scratch.

We have seen some of the things that should be included in a job appointment letter but we have to also understand that there are things not to include in the job appointment letter, it should be not that this kind of letter only invites the candidate to the particular position but it’s not the final document for the employee. 


There is still yet a contract which will be signed afterward,therefore all legal formalities will not be included in the letter instead they will be found in the contract. You should speak or call the candidate before issuing this letter because this will make it seem more enthusiastic and personal so avoid sending this letter without direct communication with the candidate. 

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