Letter of Appointment with 20+ Free Sample Template in Word & PDF Also Appointment Letter Word Format for Example

An Appointment Letter also known as Employment offer Letter or Job Appointment Letter is a Legal and official Document issued by an Organization to a qualified and Selected candidate to offer a job and employment.

Qualified Candidate means a candidate or a job applicant who has applied for the job in the organization, has qualified from all the rounds of interviews, and has finally been selected by the Management to offer a job to work within the organization. As it is an official letter therefore the appointment letter format should be formal and must be on the company’s letterhead. For quick and ready reference, we have added some ready-made appointment letter format Word doc PDF as sample templates which are free to download for quick use and learning.

15 Plus Letter of Appointment Sample Template For Example

Usually, a letter of appointment is issued to the candidate before his/her joining so that the candidate can thoroughly review all aspects of the job offering and all other terms and conditions. The candidate can also tender his/her consent via an Acceptance Letter in reply by signing a duplicate copy of the Appointment Letter and submitting it back to the employer as a token of acceptance for record and reference. 

Appointment Letter Word Format

Issuing an appointment letter is one of the most important exercises of recruitment & selection. Here the role of HR is to create the right Appointment Letter Format which must include full disclosure of all employment clauses and other terms and conditions offered by the employer’s side so that the candidate can convey his / her joining date by accepting all terms and conditions. The following points should be covered in an ideal appointment letter format:

  1. Use the Company’s Letterhead with the name & address of the organization
  2. Letter of appointment Issuance Date
  3. Full Name and address of the Candidate
  4. Job Title / Position offered
  5. Job Description, Role & responsibilities
  6. Nature of Job  a. Permanent    b.   Temporary    C. Contractual
  7. Office Timing & Attendance System
  8. Annual & Monthly salary with breakup
  9. Perks and other Benefits (if any)
  10. Employment Terms & Conditions
  11. Brief of various company policies
  12. Reference or attachment of Employee Handbook or HR Manual
  13. Time length of the contract / Appointment (if any)
  14. Date of joining
  15. Checklist of Documents need to be submitted at the time of joining
  16. Security requirements
  17. Commitment or declaration
  18. Provision regarding termination

To learn more about the right appointment letter format, please go through the appointment letter format Word sample template which will help you learn how to write a better appointment letter.

Before we proceed it is worth mentioning that the term appointment letter can have two different implications. When people speak of an appointment letter they refer to an appointment letter issued from a company to its new employee, confirming the employment. But an appointment letter may also mean a letter written requesting an appointment for a specific meeting. For example, while applying for a visa an individual will write a letter of appointment requesting to schedule the visa appointment. The appointment letter sample below will help clarify the difference.

Now back to the letter of appointment. After all the formalities of the recruitment process have been completed and verified, and if the candidate is selected, the company will issue an offer letter before releasing the appointment letter for the job.

How to Write an Appointment Letter?

If you find yourself in the position of having to write a letter of appointment for someone here are a couple of things to remember.

  1. Letter of appointment are always printed on the company’s letterhead and signed by the Management, the HR Manager from the Human Resource Department, or the person authorized to hire the candidate.
  2. The appointment letter format should follow a formal business letter format because it is a legally binding document. The appointment letter marks the beginning of an employee’s journey and should signify the origin of something new and exciting. The tone of the letter should instill expectations but present the agreed-upon terms of employment.

Open on a congratulatory note and end with a warm welcome, but make sure the body of the letter contains the exact details of the offer. Remember to mention essential information, like job title, start date, start time, office location, salary, and the name of the immediate superior. If the company requires background checks for new employees, before employment, make sure that this is stated clearly in the letter. It would be a good idea to let your legal team have a glance at the letter before you send it to the candidate. 

Find below 20+ Appointment letter format Word in doc PDF Sample Template for Example & Free Download

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