When you hire someone, the first official step is issuing an appointment letter. This is an official document which confirms the hiring of an employee and is a legally binding document for both employer and employee.
It clearly states the role and responsibilities, lays out the job details, breaks down the pay, and mentions important terms. The tone is professional, and it also reflects the credibility of your company.
In this blog, we’ll break down, in just 7 simple steps, how to write a perfect appointment letter. No fluff, just what works. You’ll also find ready-to-use samples for different situations, which you can directly apply. Let’s get started.
Why are Appointment Letters Important?
Appointment letters may seem like a simple formality, but they serve multiple critical purposes, including:
- First, they’re the official record that you and the employee agree on something. This lays the foundation of transparency of what’s promised.
- Second, they set expectations from the very first day. The hired person knows the job, the salary, work hours and the benefits.
- Third, legally, an appointment letter is a protective document. In case of disputes, both sides can refer back to it for clarity.
- Finally, it helps build trust. When a company is transparent and organised in its communication, it sends a positive message to new hires of overall work culture.
That’s why you always, always have a solid appointment letter. Smart companies must follow this smart practice.
However, some people, including HRs, get confused between appointment letters, offer letters and joining letters. The next section clarifies the difference.
Appointment Letter vs Joining Letter vs Offer Letter
Appointment Letter vs Joining Letter
The appointment letter is issued by the employer to formally confirm a candidate’s selection. It lists the salary, role, start date, benefits, all of it. When the candidate signs it, it becomes a legal contract between both parties.
The joining letter, on the other hand, comes from the employee. It’s simply a written confirmation in which they give you the date of joining. Unlike the appointment letter, it doesn’t include detailed terms. No salary talk, no big details – just confirmation. That’s it.
Difference between Offer Letter and Appointment Letter
When someone is hired for the opening, you provide an offer letter to them as an invitation to seize that position. This letter has basic details like the position offered, tentative salary, and a proposed start date. Now this is in the employee’s hands to accept or negotiate the offer.
Whereas, an appointment letter is given once the candidate accepts the offer.
To summarise:
- Offer Letter – first proposal from the employer.
- Appointment Letter – final, detailed employment contract.
- Joining Letter – the employee’s confirmation to start on the agreed date.
Appointment Letter Format
<Company Letterhead> Date: <DD/MM/YYYY> To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> Dear <Candidate Name>, We are pleased to confirm your appointment as <Job Title> with <Company Name>. Your skills and experience will add value to our team and support our business goals. Position: <Job Title> Start Date: <Start Date> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: <Annual Salary / Monthly Salary> Payment Frequency: <Monthly / Bi-weekly> Benefits: <Health Insurance, Provident Fund, Paid Leave, etc.> Other Compensation: <Bonuses, Incentives, Commissions> — if applicable
Work Schedule Work Hours: <e.g., 9:00 AM to 6:00 PM> Work Days: <e.g., Monday to Friday> Location: <Workplace Address or Remote>
Your employment will be governed by the company’s policies, which may be updated from time to time. Please review this letter and confirm your acceptance by signing and returning a copy on or before <Reply Date>. We look forward to a successful working relationship. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment for the position of <Job Title> at <Company Name> as outlined in this letter. I agree to the terms and conditions stated above. Signature: __________________________ Date: __________________________ Sincerely, <Your Name> <Your Position> <Company Name> |
How to Write an Appointment Letter in Five Steps?
Here are seven steps to write this letter to ensure everything’s included.
Step 1. Use the Company’s Letterhead
The letterhead makes the document look formal and authentic. It also assures the candidate that it’s an official communication.
Step 2. Mention Date and Candidate Details
The issuing date should be there. Then the candidate’s full name, address, contact number. You want it clear who this is for.
Step 3. Keep Subject Line Clear
A short and precise subject such as “Appointment Letter – [Job Title]” immediately tells the reader the purpose of the letter.
Step 4. Confirm the Role and Details
In the opening lines, mention the job title, joining date, department, reporting manager, work location, and working hours. All upfront.
Step 5. Salary, Benefits and Terms Explicitly
Write the exact salary figure, payment cycle, perks (provident fund, health insurance, gym membership, meal subscription, or anything that your company provides. Then the rules like probation period, notice period, and confidentiality clauses to avoid misunderstandings later.
Step 6. Request the Employee’s Signature
A signed copy confirms that the employee accepts the terms. That’s the proof they agree. So it’s best practice to request a signed duplicate for company records.
Step 7. End with a Positive Note
Close the letter with a warm and encouraging statement, expressing your excitement about their future contributions to the company which gives them a big morale boost.
Appointment Letter Samples & Templates
1. Sample Appointment Letter Format (Full-Time)
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> Dear <Candidate Name>, We are pleased to confirm your appointment as <Job Title> with <Company Name>. We believe your skills and expertise will significantly contribute to our organisation’s growth. Position: <Job Title> Start Date: <DD/MM/YYYY> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: ₹<Annual/Monthly Salary> Payment Frequency: Monthly Benefits: Health Insurance, Provident Fund, Paid Leave Other Compensation: <Bonuses/Incentives> (if applicable)
Work Schedule Work Hours: 9:00 AM to 6:00 PM Work Days: Monday to Friday Location: <Workplace Address>
Your employment will be governed by the company’s policies, as amended from time to time. Please sign and return a copy of this letter by <Reply Date> as confirmation of your acceptance. We look forward to a long and successful association. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment for the position of <Job Title> at <Company Name> as outlined above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
2. Sample Appointment Letter Format (Part-Time)
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> (Part-Time) Dear <Candidate Name>, We are pleased to appoint you as <Job Title> (Part-Time) with <Company Name>, effective from <Start Date>. Your expertise will help us achieve our goals while offering you flexibility in working hours. Position: <Job Title> Start Date: <DD/MM/YYYY> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: ₹<Hourly/Monthly Salary> Payment Frequency: Monthly Benefits: <Mention any applicable benefits, if any> Other Compensation: <Bonuses/Incentives> (if applicable)
Work Schedule Work Hours: <Specify Hours, e.g., 4:00 PM to 8:00 PM> Work Days: <e.g., Monday, Wednesday, Friday> Location: <Workplace Address or Remote>
Please sign and return a copy of this letter to confirm your acceptance. We welcome you on board. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment for the position of <Job Title> (Part-Time) at <Company Name> as per the terms above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
3. Sample Appointment Letter Format (Temporary/Contract)
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> (Contract Basis) Dear <Candidate Name>, We are pleased to offer you the position of <Job Title> with <Company Name> on a contract basis for a period of <Duration, e.g., 6 months>, starting from <Start Date>. Position: <Job Title> Start Date: <DD/MM/YYYY> Contract Duration: <Duration> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: ₹<Monthly Salary> Payment Frequency: Monthly Benefits: <Mention if applicable> Other Compensation: <Bonuses/Incentives> (if applicable)
Work Schedule Work Hours: 9:30 AM to 6:30 PM Work Days: Monday to Saturday Location: <Workplace Address>
This appointment is valid only for the specified period and may be renewed subject to mutual agreement. Acknowledgment and Acceptance I, <Candidate Name>, accept the contract appointment for the position of <Job Title> at <Company Name> as per the above terms. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
4. Appointment Letter Format for Interns
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment as Intern – <Department Name> Dear <Candidate Name>, We are delighted to appoint you as an Intern in the <Department Name> of <Company Name> from <Start Date> to <End Date>. This internship will provide hands-on experience and exposure to our industry. Position: Intern – <Department Name> Start Date: <DD/MM/YYYY> End Date: <DD/MM/YYYY> Reporting To: <Manager Name / Designation> Stipend and Benefits Work Schedule Work Hours: <e.g., 10:00 AM to 5:00 PM> Work Days: Monday to Friday Location: <Workplace Address>
This internship does not constitute an offer of employment but may lead to future opportunities based on performance. Acknowledgment and Acceptance I, <Candidate Name>, accept the internship at <Company Name> as per the above terms. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
5. Appointment Letter Format for Remote Employees
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> (Remote) Dear <Candidate Name>, We are pleased to appoint you as <Job Title> with <Company Name>, working remotely from your preferred location. Position: <Job Title> Start Date: <DD/MM/YYYY> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: ₹<Annual/Monthly Salary> Payment Frequency: Monthly Benefits: <Mention any applicable benefits> Other Compensation: <Bonuses/Incentives> (if applicable)
Work Schedule Work Hours: <Specify, e.g., 9:00 AM to 6:00 PM IST> Work Days: <e.g., Monday to Friday> Location: Remote – <City/State, if applicable>
You will be required to comply with company policies and attend virtual meetings as scheduled. Acknowledgment and Acceptance I, <Candidate Name>, accept the remote appointment for the position of <Job Title> at <Company Name> as per the above terms. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
6. Probationary Employee Appointment Letter
(Company Letterhead) Date: DD/MM/YYYY To, <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment for the Position of <Job Title> – Probationary Basis Dear <Candidate Name>, We are pleased to appoint you as <Job Title> with <Company Name> on a probationary basis for <Duration, e.g., 6 months>, starting from <Start Date>. Position: <Job Title> Start Date: <DD/MM/YYYY> Probation Period: <Duration> Department: <Department Name> Reporting To: <Manager Name / Designation> Compensation and Benefits Salary: ₹<Annual/Monthly Salary> Payment Frequency: Monthly Benefits: <Mention applicable benefits> Other Compensation: <Bonuses/Incentives> (if applicable)
Work Schedule Work Hours: 9:00 AM to 6:00 PM Work Days: Monday to Friday Location: <Workplace Address>
Confirmation of your employment will be subject to satisfactory performance during the probation period. Acknowledgment and Acceptance I, <Candidate Name>, accept the probationary appointment for the position of <Job Title> at <Company Name> as per the above terms. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
Domain-Specific Appointment Letter Templates
1. Appointment Letter for Managerial Position
(Company Letterhead) Date: <DD/MM/YYYY> <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment Letter – Managerial Position Dear <Candidate Name>, We are pleased to appoint you as <Designation, e.g., Operations Manager> with <Company Name>. Your leadership skills and experience will play a pivotal role in guiding our teams towards operational excellence. Position: <Job Title> Start Date: <Start Date> Salary: <Annual Salary> Reporting To: <Reporting Manager’s Name & Designation> Compensation and Benefits: Salary: <Annual/Monthly> Payment Frequency: <Monthly/Bi-Weekly> Benefits: <Health Insurance, PF, Paid Leaves, etc.> Work Schedule: Hours: <9:00 AM – 6:00 PM> Days: <Monday to Friday> Location: <Work Location> You will be responsible for strategic planning, team management, and ensuring smooth departmental operations. Please confirm your acceptance by signing and returning this letter by <Reply Date>. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment on the terms mentioned above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
2. Appointment Letter for Accountant
(Company Letterhead) Date: <DD/MM/YYYY> <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment Letter – Accountant Dear <Candidate Name>, We are delighted to offer you the position of Accountant at <Company Name>. Your expertise in financial management and attention to detail will be valuable to our accounting processes. Position: Accountant Start Date: <Start Date> Salary: <Annual Salary> Reporting To: <Finance Manager/Head of Accounts> Compensation and Benefits: Salary: <Annual/Monthly> Payment Frequency: <Monthly/Bi-Weekly> Benefits: <PF, Health Insurance, etc.> Work Schedule: Hours: <9:30 AM – 6:30 PM> Days: <Monday to Saturday> Location: <Office Address> You will be responsible for preparing financial reports, maintaining ledgers, and ensuring compliance with tax regulations. Please sign and return this letter by <Reply Date> to confirm your acceptance. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment on the terms mentioned above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
3. Appointment Letter for Marketing Professionals
(Company Letterhead) Date: <DD/MM/YYYY> <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment Letter – Marketing Executive/Manager Dear <Candidate Name>, We are excited to welcome you as <Job Title, e.g., Marketing Executive> at <Company Name>. Your creativity and market insights will be key to driving our brand growth and outreach. Position: <Job Title> Start Date: <Start Date> Salary: <Annual Salary> Reporting To: <Marketing Head/CMO> Compensation and Benefits: Salary: <Annual/Monthly> Payment Frequency: <Monthly> Benefits: <PF, Health Cover, Travel Allowance, etc.> Work Schedule: Hours: <10:00 AM – 7:00 PM> Days: <Monday to Saturday> Location: <Work Location> You will be responsible for planning marketing campaigns, managing promotions, and coordinating with the sales team. Please confirm your acceptance by signing and returning this letter by <Reply Date>. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment on the terms mentioned above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
4. Appointment Letter for Software Developer
(Company Letterhead) Date: <DD/MM/YYYY> <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment Letter – Software Developer Dear <Candidate Name>, We are happy to appoint you as Software Developer at <Company Name>. Your technical expertise and problem-solving abilities will greatly contribute to our software development projects. Position: Software Developer Start Date: <Start Date> Salary: <Annual Salary> Reporting To: <Technical Lead/Project Manager> Compensation and Benefits: Salary: <Annual/Monthly> Payment Frequency: <Monthly> Benefits: <PF, Health Insurance, Work from Home Options> Work Schedule: Hours: <9:30 AM – 6:30 PM> Days: <Monday to Friday> Location: <Work Location/Remote> You will be working on designing, coding, and maintaining software applications as per project requirements. Please confirm your acceptance by signing and returning this letter by <Reply Date>. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment on the terms mentioned above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
5. Appointment Letter for Sales Executives
(Company Letterhead) Date: <DD/MM/YYYY> <Candidate Name> <Address> <City, State, PIN Code> Subject: Appointment Letter – Sales Executive Dear <Candidate Name>, We are pleased to appoint you as Sales Executive at <Company Name>. Your ability to connect with customers and achieve sales targets will be crucial for our business growth. Position: Sales Executive Start Date: <Start Date> Salary: <Annual Salary + Incentives> Reporting To: <Sales Manager> Compensation and Benefits: Salary: <Annual/Monthly> + Incentives Payment Frequency: <Monthly> Benefits: <Travel Allowance, PF, Health Insurance> Work Schedule: Hours: <9:30 AM – 6:30 PM> Days: <Monday to Saturday> Location: <Office/Field Work> You will be responsible for generating leads, meeting clients, and closing sales as per company goals. Please confirm your acceptance by signing and returning this letter by <Reply Date>. Acknowledgment and Acceptance I, <Candidate Name>, accept the appointment on the terms mentioned above. Signature: ___________________ Date: ___________________ Sincerely, <Your Name> <Your Position> <Company Name> |
Generate Appointment Letters in a Click with NYGGS HRMS
Manual letter writing takes time and is prone to errors. Sometimes it’s just another administrative task that HRs hate. But with NYGGS HRMS software, you make the process faster and as easy as a mouse click while being accurate with details. Here’s how NYGGS HR Software can help you:
1. Use the Templates
You can store templates and auto-fill fields like name, salary, and joining date.
2. Role-Based Customisation
Some roles need unique clauses. HRMS tools allow dynamic formatting based on job profiles.
3. Bulk Letter Generation
Need to send letters to 100 trainees? You can do it in one go.
4. Digital Signatures
No need to print. Letters can be signed and accepted digitally.
5. Central Record-Keeping
NYGGS HRMS stores appointment letters securely and links them to employee profiles.
6. Generate All HR Letters in a Few Clicks
Not just appointment letters, but you can automate all HR letters (offer letter, joining letter, experience letter and more) generation with a few clicks.
Consequently, using an HRMS automates the letter-writing task, completing this repetitive process in seconds rather than the hours it used to take. Would you like to learn more? Contact us for expert support.
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