How to Write an Appointment Letter? [Sample Included]

An appointment letter is a document which gives a kick start to an employment relationship. Sending an appointment letter is a formal way to communicate to the candidate that yes, he/she has been chosen for the required position and hence is given this opportunity to start a new professional journey with your organization. An appointment letter allows you to document the key points about the job you are offering to the candidate. You must know how to write an appointment letter if your organization is on a hiring spree.

People often get confused between the questions: What is an appointment letter? and What is an offer letter? An offer letter or the ‘Letter of Intent’ reiterates that a company has decided to offer an employment opportunity to a deserving candidate and details like compensation and joining date. Most companies also request necessary documents, like certified copies and photographs for employee verification. However, an appointment letter is issued after the offer is accepted and it should reflect every required job detail, including salary, other benefits, work schedule, and important procedures.

While drafting an appointment letter, you need to ensure that being an HR manager or a recruiter, you don’t promise more than you can actually deliver. Keep the tone direct and positive, and let the candidates know why they have been chosen while recognizing the skills and experience they bring to your company.

Appointment Letter Sample

Here's an appointment letter sample you can tailor according to your situation.

Also Read - How to Respond to a Job Offer Letter?

Components of an Appointment Letter

The appointment letter must have the following details –

✓ Job responsibilities

✓ Work hours

✓ Compensation

✓ Bonuses

✓ Benefits

✓ Transfer terms

✓ Leave entitlement

✓ Termination or resignation clause

Appointment Letter Processing

As discussed, an appointment letter is produced after the offer letter or the Letter of Intent has been accepted by a candidate. Most of the companies provide the appointment letter at or near the start date of employment, while some of them provide the letter after the probation period with the firm ends. In the latter case, this is evidence of the appointment of the candidate in a certain position.

Also Read - A Quick Checklist Before You Accept a Job Offer

Do’s

-- Read the appointment letter carefully and mention all the required details

-- Emphasize any contingencies already discussed in the interview process

-- Take a look at the appointment letter samples available online to find out the various ways employers compose the job offers

-- Prompt the recipient to respond with their acceptance

Don’ts

-- Miss mentioning your contact information

-- Forget to ask the recipient to send a signed copy

-- Mention anything associated to the employment contract

-- Forget to mention correct reporting relationship or hierarchy

Conclusion

Appointment letters help the candidates to understand all the essential details about the job as well as policies of the organization. It is important for the hiring manager to send a carefully drafted appointment letter and convey accurate information. It should be direct and concise and must be drafted in a way that the new employee feels positive and comfortable about his/her position and the organization. Take this opportunity to give some positive vibes to the candidate as this could be a beautiful beginning of a long-term relationship!

Image reference- Pixabay