Appointment Letter: Job Appointment Letter New Sample, Format Appointment Letter, Templates Doc

Appointment Letter: Get simple appointment letter format in word free download for a private company, readymade appointment letter Doc format, PDF Format here. In this post, we have provided a sample appointment letter for internship, executive, teacher, officials etc.

Vacancies released for a certain post by the company needs to be filled by the apt candidates, following thereby, the aspiring applicants are required to submit an application form for that respective post. The process of sorting the applications takes place following which the most eligible candidates are called for an interview. It is after then, that the final shortlisting takes place and the selected candidates are handed over an official mandatory document called the appointment letter as a means to keep a record that the employer has offered the job for the most suitable person.

Appointment Letter

An appointment letter is an integral official entity that is handed over to the eligible person as a record of being selected among the multiple for a specific post.

In other words, it is that a formal letter of consignment provided to a candidate in written format asking him/her to join the organization for employment. Issued by the HR Manager of the company, usually on the first day, it bridges the gap between the two parties and warranties the future aspects as a contract.

Appointment letter is handed over to the designated official viz. executives, managers, professionals and sometimes also for an internship. All the details which the company wants to convey out to the employee in order to clear him out about the facilities, the perks, the terms and conditions and the salary in return of what the company expects him to do as a day to day work are mentioned here.

Appointment Letter

Both the employer and the employee is required to keep a copy of the appointment letter as a purpose of future use.

The Appointment letter should COMPRISE OF:

  • The name, designation of the post assigned (Job title), Commencement date and the Joining date or the appointment date, the details of the employee i.e. Address, the posting locale, the hours of work as expected by the company and the transfer of the employee.
  • Also, the benefits, facilities and the salary (pay scale) details along with the obligations of the organisation should be mentioned.
  • The responsibilities which are assigned to the employee and the works he/she has to adhere to as given by the higher designated officials are also included in this letter.
  • The rules of promotion and the condition for termination, leave policy, probationary or any other notice period subject to later amendments are also written in this letter.

TONE AND LANGUAGE:

  • It should be woven with a greeting and a congratulating tone.
  • As it is for an official purpose, the professional consistency should not skip out but also a sprig of charming welcome greet should be maintained.
  • All the nook and corners of the rules and boundations of the organisation should be explained properly in this letter before giving it to the employee.

Musts of the Employer and the Employee:

  • Should be issued by the HR Manager or the HEAD of the organisation who is said to be the highest official. A Signature of him/ her must be present in this letter as a matter of final consent.
  • The employee is asked to submit his signature as a final confirmation to the agreement by the specific date assigned to him for submission of the appointment letter by the authority.
  • Each of the two agreed parties should keep a copy of the appointment letter.
  • A government ID Proof should be attached with the letter by the employee to the employer as a verification of the identity and citizenship of the country.

Difference Between the appointment letter and the offer letter:

People often get confused between an appointment letter and an offer letter. Both the terms in an informal system are generally used interchangeably but in actual they are not same. The purpose of both the documents is different. Checkout what are the key differences between these two mentioned in the table below-

Offer letterAppointment letter
An offer letter is simply a corresponding document send by an employer to offer a job to the candidate. Appointment letter is a legal document that is sent to the candidate when he/she has accepted the job offer.
The offer letter contains the details only about the company and if necessary, it will by itself mention the information of the candidate it is requiring in order to hire him/her.Whereas for the appointment letter it will contain both the details of the employer and the employee in a statement form.
The offer letter is sent from the company to the eligible person with a choice to have a look on the benefits of the company and its terms and if agreed he/she can answer back by his/her signature and the details needed for the company.In case of appointment letter, it is a final confirmation letter in a statement form given to the employee for the designated post.
The offer letter is always given prior to the appointment letter.It is given after offer letter to hired person.
Table of difference b/w Offer and appointment letter

SAMPLE JOB APPOINTMENT LETTER FORMAT:

#1 JOB APPOINTMENT LETTER 

(Date/Month/Year)
(Selected Candidate Name)
(Address Line 1)
(Address Line 2)
(City, state, Pincode)

Subject: Appointment for the designated post( DESIGNATION NAME)

Dear (Mr/Miss/Mrs) (selected candidate name),

As per our conversation (THROUGH Interview/Verbal/Recommended Communication), we are pleased to offer you, the position of (Designation/ post name) with our organisation, (Company Name). We would like to share with you the following terms and conditions of our organisation:

  1. Commencement of Employment 

The term of your joining will be effective, as of( JOINING DATE/MONTH/YEAR)

2. JOB TITLE/Designation:

You are designated for the post of (Title Name) and your reporting authority will be (Name of the Authority, Designation).

3. HOURS of Work and Promotion:

You have been assigned to work as (FULL/PART TIME STATUS) employee and your promotion will be based on the service you have provided, following which the record of the daily tasks done as assigned by the official.

4. Posting/ Site location:

Your posting will be at (City, State) and it will be later coordinated by the company as per your feasibility.

5. Probationary period and termination:

The first month will act as your probationary period and in this period the company may terminate you at any time due to unsatisfactory work.  

6. Notice Period :

In order to resign the notice should be given prior to resignation( prior time duration).

7. Leave Policy:

You are required to submit your leave application to the authorities atleast (Day Duration ) prior. And your leave will be granted only on the consent of the (HR/HEAD) authority.

8. Salary: 

You will receive the a monthly salary of (Rs____) as per the conversation.

(Name of the Employee)                                                      (Name of the Employer)

(Signature).                                                                            (Signature)

It is how one should draft appointment letter. Check below appointment letter sample for different job positions.

Templates For Different Appointment letters:

Checkout and download the pdfs of different appointment letter template given as under-

1. The Internship Appointment letter:

Whenever we are required to selected for any internship, the appointment letter has the temporary benefits just to provide you with basic application in the market world. As there is a release for the vacancy in some companies which provides the sophomores to work out with them they offer them with certain criteria. The internship lets the freshers get a basic idea of the course and their stand in the application world. They work under a delegate and their tenure is a maximum of 6 months. Following is the sample for the internship appointment letter:

Internship Appointment Letter

(Date/Month/Year)

(Selected Candidate Name for Intern)
(Address Line 1)
(Address Line 2)
(City, state, Pincode)

Subject: Appointment for the designated post( DESIGNATION NAME)

Dear (Mr/Miss/Mrs) (selected candidate name of Intern),

As per our conversation (THROUGH Interview/Verbal/Recommended Communication), we are very humbly glad to offer you, this internship for the course of ( Internship course name) with our organisation, (Company Name). We would like to share with you the following terms and conditions of our organisation

Commencement of Internship:
The term of your joining will be effective, as of( JOINING DATE/MONTH/YEAR)

Internship Position:
You are designated for the post of intern (Full time/Part time ) and your reporting authority will be ( Name of the Authority, Designation).

HOURS of Work :
You have been assigned to work as (FULL/PART TIME STATUS) employee with a minimum of (___ hours) each day.

Posting/ Site location:
Your internship will be held at (City, State) and it will be later coordinated by the company as per your feasibility.

Stipend:  
You will receive the a monthly stipend of (Rs____) as per the conversation .

(Name of the Intern)                                                      (Name of the Employer
(Signature).                                                                            (Signature)

2. The Executive Appointment Letter:

Many companies have a vacancy for their executive posts. The executives are a graduate or a higher level permanent employee with a probationary period to validate their skill to the company. They receive a salary per month and work under the authorities superior to them. The benefits of the company are given to them. Following is the sample for an executive appointment letter:

Executive Appointment Letter

(Date/Month/Year)

(Selected Candidate Name)

(Address Line 1)
(Address Line 2)
(City, state, Pincode)

Subject: Appointment for the designated post( DESIGNATION NAME)

Dear (Mr/Miss/Mrs) (selected candidate name),

Congratulations! A heartiest welcome to our team as ( POSITION TITLE) to the department of (______). Following are the details written below:
– You have a commencement date of( JOINING DATE) and you should report at (ORGANISATION NAME) by ( TIME).
– You will be paid a salary of (___), with promotion on basis of your satisfactory work and thereby increment.
– A probationary period of (____) will be going on.
– Please carry a fitness certificate as a proof of medically fit person.
– You are included in all the benefits of the organisation and provided with perks and facilities.
– As per the notice policy, in order to resign, as per the policy, you need to give a notice of (_____) prior.

Wish you all the very best!

Sincerely
HR Manager
(Organization Name)
Signature

Date

3. The Administrative Appointment letter:

The highest officials of an organisation with a lot of experiences and knowledge in their career bags lets them bag this appointment letter. The whole benefit of the organisation is given to them and they are to administer their subordinates. They have a fixed tenure. Following is the template for administrative professional appointment letter:

(Date)

(Address)

Dear (Candidate’s Name)

We are very delighted to offer the post of ____(designation name) in the branch of ___(sector name) at __(Administrative department name). Having added you in our departments both a boon for you and us. This appointment will be fruitfully effective____(date). We hope that you are delighted to the same degree and thereby following are the rules and regulations which we would like to share with you:

Job Responsibilities​ :​ You  are expected to handle departmental assignments.

Salary:​ Emolument on per month basis will be (INR).​          

Transportation Charges: ​ The posting charges will be reimbursed in case you are transferred​ to another sector.

If you have any query regarding your stay with respect to carry out the required function of your newly attained position, you are required to contact the HR Department or the employment Accommodation Cell at __(Email Address).

This appointment is dependent upon the proof of eligibility for employment in the __(particular state). Also, we require the official copy showing your highest earned degree with an official copy containing the official signature of the Director/Registrar, having a university seal, printed on secured paper. We will not consider a photocopy as an official institutional document. Please keep notice that the official copy is sent immediately to __(Email address).

Best Regards,

College Name
Signature
Head of the Administration

4. The Faculty/Staff Appointment letter:

In order to appoint an affiliate guest faculty, some institutions release a non-tenurable vacancy with a temporary ambience. They are not or very little subject to the benefits of the company and they can be replaced anytime. Following is the template for faculty appointment letter:

(Date/Month/Year)

(Selected Candidate Name)
(Address Line 1)
(Address Line 2)
(City, state, Pincode)

Subject: Appointment for the designated post( DESIGNATION NAME)

Dear (Mr/Miss/Mrs) (selected candidate name), We are very glad to offer you the position of ( FACULTY DESIGNATION) in the (BRANCH/ DEPARTMENT NAME) at the (SCHOOL/COLLEGE NAME). This branch is one of the best branches of our prestigious institution.

The duration of your term (Term Duration) is effective from( Commencement date) to (ending date). Your total credits will be (___) during the year. All the benefits available for your designation will be allotted to you with your salary being (___).

Please mark that the contract of your employment is non-tenurable which means that you can be terminated or replaced as per the Administration Rules and governing body of our institution. A schedule of your responsibilities is attached with this letter for which you need to adhere to. This letter, along with the enclosed schedules outlines the obligations of the institution and yourself as per the employment conditions and as governed by the laws of the Province of India. Any queries or doubts, you can refer to the HR Department who will provide you with further details lest immigration work. Wish you all the very best! Sincerely Dean (Organisation Name)

Signature                                                                    Date

5. University Member appointment letter:

The university appoints its staff in either executive/administrative department in order to have various lookouts. The job responsibilities a temporary tenure and include no benefits of the university. Still, a certain amount of lump sum is paid. Following is the template for a university appointment letter:

Date/Month/Year)

(Selected Candidate Name)
(Address Line 1)
(Address Line 2)
(City, state, Pincode)

Subject: Appointment for the designated post( DESIGNATION NAME)

Dear (Mr/Miss/Mrs) (selected candidate name),

We are very glad to offer you the position of ( POSITION TITLE OF MEMBER ALLOTED) in the (DEPARTMENT NAME) at the (UNIVERSITY NAME). As you are being allotted the university membership, the betterment of it lies in your hand.

The duration of your term (TEMPORARY EMPLOYMENT TERM) is effective from( Commencement date) to (ending date).As this is a contractual post you will be excluded from all the benefits or facilities provided by the university in your salary being (___).

Please mark that the contract of your employment is non tenurable which means that you can be terminated or replaced as per the Administration Rules and governing body of our institution. A schedule of your responsibilities is attached with this letter for which you need to adhere to.

This letter, along with the enclosed schedules outlines the obligations of the institution and yourself as per the employment conditions and as governed by the laws of the Province of India. Any queries or doubts, you can refer to the HR Department who will provide you with further details lest immigration work.

Wish you all the very best!

Sincerely

Dean
(University Name) 

6. Appointment Letter for Accountant

Checkout the simple appointment letter format for appointing an accountant in an organization-

Date:

To,

Name of the Selected Candidate,

Address of the employee,

Dear (Name of the selected Candidate)

This is with reference to your job application and subsequent conversations you has with us at the interview held on (Date). The discussions were held on following terms and conditions of the job-

1. Job Title/Designation: Accountant

2. Job Location: _________ (Mention conditions- of any )

3. Commencement of Employment: Your employment with us will be effective from ____________ (date).

4. Employee Salary & Compensation: Your salary will __________ (Salary Amount) per month. The total Cost to Company CTC will be ______________ per annum as mentioned in document enclosed. Deduction of Tax and other statutory deductions will be done at source. You will receive the variable amount which will be strictly based on your performance. Once your probation period will be over, you will become eligible for leave as per the company policy.

5. Working Hours: Working days here start from Monday and ends on ________ (Mention Day). Working hours your designation will be ___________(mention working hours).

We congratulate you on your appointment at ______(company name) and wish you a long career with us. We are looking forward to have a fruitful collaboration with you for organizational development as well as for your professional growth.

All the best

Sincerely

(Company Name)

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Conclusion:

Whenever you are assigned to a specific task officially you will be required to have your appointment letter as a mean of valid surety from the organization. A contract of agreement with the consent of both the parties will be built and therefore there is a mean of mutual understanding with interest of needs from the either side.

So, this time if you are offered with a job with an appointment letter congratulate yourself with the successful achievement of your self for you are lucky enough to have attained the position surely and give a thumbs up to yourself and wish yourself a very best of luck for your future pathway.

FAQ’s:

Is appointment letter necessary a confirmation to the job?

Yes, it is the final consent letter regarding the appointment of the candidate for the specified post issued by the head of the organization

What are the necessary points in an appointment letter?

The necessary points which are to be considered while writing an appointment letter are-
Commencement date, Your responsibilities, Your title, Location of posting, Leave policy, Hours of working, Probationary period, Perks and salary, Terms and conditions.

Is it issued to all candidates called for an interview?

No, it is only given to the one and only selected candidate after the interview.

Is it necessary to keep the appointment letter as a matter of record?

Yes, it is an integral part of your service provided to the company and a backup to your career.

Is appointment letter and offer letter same?

No, appointment letter and offer letter are totally different although they both are issued by the company. An appointment letter is issued by the once the job applicant has accepted the company’s job offer whereas an offer letter is the proposal sent to the applicant by the company to fill the vacant post.

Hope, the sample of appointment letter shared helps. If you have any query, feedback or improvement in regard to appointment letter sample and templates, you can share it with us in the comment section.

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