An appointment letter is a formal document sent out by companies whenever a candidate gets selected for a position. Usually, the HR department handles this. If you are new at it or not very comfortable writing an appointment letter, then you are at the right place.
This article will discuss what an appointment letter is, the steps to write one, and provide ready-to-use Word and PDF templates for free.
Here’s how you can create and manage employee letters on RazorpayX Payroll, using best-in-class templates crafted by our team of experts.
Table of Contents
An appointment letter is a document that officially confirms a candidate’s employment. Typically, after a successful interview, the candidate is issued an offer letter . After this, the candidate gets a certain time period to review and negotiate the terms and conditions of the offer, like salary structure . Once the negotiation is done, the HR department issues the official appointment letter to the candidate.
Now that we know the basics of an appointment letter, let us look at what goes into it.
[Company Logo]
[Company Name]
[Company Address]
[Date]
Dear [Employee’s Full Name],
We are delighted to officially appoint you to the position of [Job Title] at [Company Name]. We were highly impressed with your qualifications, experience, and interview performance, and we believe you will excel in this role.
Appointment Details:
– Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
Benefits and Perks:
– [List of Benefits and Perks]
Please report to the [Location/Branch Name] on [Start Date] at [Reporting Time]. This appointment is subject to the terms and conditions outlined in the company’s policies, a copy of which will be provided to you for your reference.
We eagerly anticipate your contributions and growth within our organization.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
[Company Logo]
[Company Name]
[Company Address]
[Date]
Dear [Employee’s Full Name],
We are delighted to officially appoint you as an Accountant at [Company Name]. Your qualifications and experience in finance make you an ideal candidate for this role, and we are confident that you will contribute significantly to our financial management.
Appointment Details:
– Job Title: Accountant
– Department: Finance
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Salary or Compensation Details]
Job Responsibilities:
– [List of Accountant Responsibilities]
Benefits and Perks:
– [List of Benefits and Perks]
Please report to the [Location/Branch Name] on [Start Date] at [Reporting Time]. This appointment is subject to the terms and conditions outlined in the company’s policies, which will be provided to you for your reference upon joining.
We look forward to your valuable contributions to maintaining our financial health.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP]
[Date]
Dear [Intern’s Full Name],
We are pleased to offer you the opportunity to join our team as an intern for the [Internship Title] position at [Company Name]. Your enthusiasm and potential align well with our internship program’s objectives.
Appointment Details:- Internship Title: [Internship Title]
– Department: [Department]
– Start Date: [Start Date]
– Duration: [Duration (e.g., 3 months)]
– Stipend: [Stipend Details]
Expectations and Benefits:
– [Internship Expectations and Benefits]
Please signify your acceptance of this internship appointment by signing and returning a copy of this letter by [Acceptance Deadline]. If you have any questions or require further information, please reach out to [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We look forward to your contribution and learning during the internship.
Best Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
[Company Logo]
[Company Name]
[Company Address]
[Date]
Dear [Employee’s Full Name],
We are pleased to extend an offer for the position of [Job Title] on a contract basis at [Company Name]. Your skills and expertise align well with our project’s requirements.
Job Title: [Job Title]
– Project/Contract Duration: [Contract Duration]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Contract Compensation Details]
Contract Terms:
– [Contract Terms and Conditions]
Please confirm your acceptance of this contract appointment by signing and returning a copy of this letter by [Acceptance Deadline]. You can contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any queries or clarifications.
We look forward to your valuable contributions during the contract period.
Best Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
[Company Logo]
[Company Name]
[Company Address]
[Date]
Dear [Employee’s Full Name],
We are pleased to inform you of your appointment as a Probationary [Job Title] at [Company Name]. Your skills and potential align well with our team’s needs, and we are excited to have you on board.
– Job Title: [Job Title]
– Department: [Department]
– Reporting to: [Supervisor/Manager Name]
– Start Date: [Start Date]
– Compensation: [Probationary Compensation Details]
Probationary Period:
– [Probationary Period Details]
During the probationary period, your performance and fit within our organization will be evaluated. Based on a successful review, you will be considered for full employment with [Company Name]. Please refer to the company’s policies for more information.
Please confirm your acceptance of this offer by signing and returning a copy of this letter by [Acceptance Deadline]. Feel free to contact [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number] for any queries.
We look forward to your contributions and growth within our team.
Warm Regards,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Although an offer letter and an appointment letter have a lot in common, there are some differences.
Offer Letter
Appointment Letter
RazorpayX Payroll is an HR and payroll software that helps businesses retrieve templates for appointment letters and other HR letters like offer letters , relieving letters etc. The software also allows customising the letter templates based on specific requirements.
RazorpayX Payroll is an end-to-end solution for all HR tasks, including employee onboarding, payroll management, employee self-service, and full & final settlement.
