In general, the candidate successfully joining the company as an employee will receive an appointment letter on their first day or within the first week of work. Appointment letters are usually issued after the offer letter in order to give them a detailed description of the position offered.
As an HR personnel, you need to know how to write a letter of appointment since this shows professionalism, improves employer branding, and helps retain new hires.
In this article, we will show you the standard format of an appointment letter as well as expert tips to write one.
As the name suggests, a job appointment letter confirms the appointment of a candidate to a particular job and their acceptance of it. This document is officially given out by the company after the selection process is completed and the candidate has accepted the offer letter.
To make sure the letter clears everything about the job, it should include crucial details such as:
For employers, the letter of appointment plays an important part in the hiring process and employer branding. A comprehensive company appointment letter demonstrates your professionalism and transparency, which may influence the final decision of the candidate.
Besides that, this legal document constitutes a formal contract of employment for the candidates if they’re officially hired. In case of any discrepancies that may arise in the future, it is also accepted in a court of law.
Though these two documents are both sent to the candidate after a successful interview, they serve different functions.
First of all, candidates get an offer letter after they've cleared all rounds of interviews. Once they've accepted the terms and conditions of the offer, the HR department will issue the official appointment letter to them.
Another key difference is that the general purpose of offer letters is to offer a candidate a job and to spell out the details regarding that role. Appointment letters meanwhile work like a detailed contract of employment. For that reason, the appointment letter, along with salary details, should also provide further information about employee benefits, a code of conduct, as well as company policies.
The appointment letter format should follow a formal business letter because it's a legally binding document.
In this paragraph, you will learn about the letter of appointment’s format which includes 6 main sections:
At the top of the appointment letter for employees, you’ll need to include the following information:
Example from a private company appointment letter format:
Name of employee: Kevin Pullman
Address of the Employee: 3107 Woodbridge Dr, Austin, TX 78703
“Dear [Name of the candidate]” and “Greetings, [Name of the candidate]” are the most common ways, especially for a basic appointment letter. Note that you should address them by their first name instead of their last name.
Avoid using informal salutations such as:
In the opening paragraph, it’s essential to include a congratulatory note and the recipient’s official job title.
Example of how to start off an appointment letter for teachers:
This is in reference to your job application followed with subsequent interviews you had with us.
We are pleased to appoint you to the position of ESL teacher in our organization, SJI English Center, with effect from 12/12/2022 on the following terms and conditions:
Here comes the most important section in a job appointment letter where you'll have to be concise and clear in providing the receiver with all necessary details regarding the job, including:
📝 Note: Depending on their job role and your organization, you can remove or add any sections in the employee’s appointment letter.
Example from an appointment letter for a teacher:
Effective January 22, 2022, you have been appointed as a Classroom Teacher with an annual starting salary of $49,970.
If you wish to accept this offer of appointment in our school under the conditions set out in the attached Conditions of Service for Teachers in Private Schools, please kindly sign the Letter of Acceptance and Conditions of Services.
After that, a meeting with the principal of Morrison Academy will be held and you will be told about all the rules and regulations along with the working pattern of our school. We hope that you will be glad upon this news and respond to us within 3 working days.
In addition to the above, an appointment letter for an internship should also mention the duration and stipend for the applicant.
Example from an internship appointment letter:
Please see below the specifics regarding your internship with IVEE Media:
I hope that your association with the Company will be successful and rewarding. Please indicate your acceptance of this offer by signing below and returning it to [email protected]. If you have any questions, please do not hesitate to contact me.
💡 Reminder: To close the letter of appointment, make sure you’ll ask the recipient to sign the document and send it back before the deadline.
Since the letter of appointment format follows a formal business letter, you should include proper sign-offs such as:
Here's how to end an appointment letter:
[Name of HR Personnel]
[Name of the Company]
I agree to the appointment and accept the above terms and conditions of service.
Employee Name: ....................................
Employee ID : ....................................
Now that we may already know how to write an appointment letter, let's take a look at the example of a basic appointment letter below.
Appointment Letter for Staff Nurse
December 1st, 2022
148 Sims Pl, #01-192, Singapore 380048
Mr./Ms. Julie Chen
Address: 60 Goodman Rd, Singapore 439023
Heartiest congratulations! Based on your interview, we are hereby pleased to inform you that our board of directors has appointed you to our hospital, Max Healthcare, for the position of Senior Staff Nurse.
We are very glad to have you on board with us and hope that you will join this role from December 1st, 2022. The monthly salary in respect of this appointment will be S$3,100 per month. Your working hours will be 8:00 to 18:00, and you will get 1 vacation per week.
Please kindly find all details about your position’s benefits, including health care, transportation, and group insurance in the file attached below.
If you are interested in our proposal, please revert by signing and attaching all the required documents immediately within 3 days. According to the guidelines, you will have to serve our hospital for at least 6 months.
Looking forward to working with you.
Director: Benson Ryan
Employee Name: Julie Chen
Employee ID: 987124A
Looking to write a letter of appointment for new employees? Feel free to use our ready-to-use appointment letter format in word below.
Date: [Date issued]
LETTER OF APPOINTMENT
Dear [Employee's name],
Referring to your recent interview for the position of [job title], we are pleased to offer you the position with our company, [company’s name] effective from [employee’s joining date] under the following terms and conditions:
We congratulate you on your appointment, and kindly ask you to review these conditions. Please reply with your acceptance or declination within [number of weeks or days] weeks (or days) via [[email protected]].
[Name of HR Personnel]
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— Originally written by May Luong —