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.
[Mr./Ms. Full name]
Dear [Mr./Ms. Name]
Congratulations! We are excited to offer you a full-time position as a <Position Name> at <Company Name>. Based on your experience, the interviews, and your portfolio, we look forward to seeing how you will take our company to the next level.
As per your conversation with us, we would like to offer you an annual compensation of <Amount>. Your anticipated date of joining will be <Date> at <Office Address>. Please find attached an updated copy of the job description to familiarize yourself with the job responsibilities and duties.
Your appointment is subjected to the accuracy of the documents and testimonials provided by you and you being free from any contractual restrictions preventing you to take up this opportunity.
As an employee of <Company name>, you will have access to our comprehensive benefits program, which includes approved vacation days, health insurance, HRA, and tuition fee reimbursement. Please find the attached details of the complete benefits we offer you. Kindly sign, scan, and email your letter to me at <email ID of the hiring manager>. Please contact me directly via phone or email in case of any questions or confusions.
Kindly send in your email me by <Date> and I will initiate the rest of your onboarding process.
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
✓ 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
— 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
— 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
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!
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