Simple Steps – How To Write An Appointment Letter

Everyone waits for the appointment letter after clearing the final rounds of interviews in both the public and private sectors. It is like an official stamp that shows that you got the job.

Definition of an Appointment Letter

An appointment letter is an official document confirming your new job selection. There are several details of the candidate’s roles and responsibilities, salary, starting date, etc., in this letter.

Further, you will receive this document mostly from HR’s end.

What is the Importance of an Appointment Letter?

This document is of utmost importance as it contains the official information from the company while appointing a new employer. There are details of the job role and responsibilities and terms and conditions. Additionally, the appointment letter must be signed by you and sent back to the officials.

If in case any irregularities are found in the future, this piece of the document becomes acceptable in a court of law.

The most important things mentioned in the appointment letter are as below:

  • Job location
  • Designation
  • Salary
  • Perks and allowances
  • Designation
  • Terms and conditions
  • Working hours

Format of an Appointment letter

There are many ways to write an appointment letter. However, check out some basic rules and points that you can follow while drafting a letter:

  • Write your name and designation and address the person you are sending the letter to. Do not forget to add the date and time below the address.
  • Be clear.
  • Add important details of the job requirements.
  • Write a detailed account of the roles and responsibilities of the employee.
  • Add complete details of terms and conditions.
  • Add your signature and official stamp at the end of the letter.
  • Do not forget to ask for a signed copy from the employee.

Samples of an Appointment Letter





Dear (Name of the candidate),

Appointed as (Name of the designation),

We are pleased to inform you that we are offering you the position with our company w.e.f (Date) under the following terms and conditions:

Salary: The salary offered to the candidate

Probationary Period: The probationary period as decided by your company, which is to be served by the candidate after joining the job

Working Hours: The working hours to be followed by the employee, Monday to Friday working, (Saturday & Sunday Off), Lunch Break: (_____________________ ).

Leave Policy: Mention the number of leaves per year. It also clearly entails the number of sick leaves, earned leaves, casual leaves, maternal leaves, paternal leaves, etc.

Notice Period Clause: when an employee decides to leave the company, they need to serve the notice period as decided by your company.

(Name of the employee),


(Name of the provider of appointment letter),


Actual Appointment Letter

Date: March 31, 2023


Rachel Green,

#100, Street 6

Bengaluru, Karnataka

Dear Rachel,

We are pleased to inform you that you have cracked the interview for our company’s ‘web developer’ job application. This appointment letter is the official document with all the terms and conditions to adhere with the company.

Designation: Web developer

Location: Bengaluru, Karnataka

Joining Date: May 1, 2024

Salary and Compensation: The CTC is 15 LPA, as mentioned in the attached detailed job description document. Apart from that, the tax deductions will be made at the source. When you complete the probation period of 2 months, you will be eligible to take leaves. Please refer to the ‘leave policy’ document for a detailed account of leaves.

Working hours: The working days are from Monday to Friday. Work timings are 10 AM to 6 PM.

Congratulations on your appointment! We wish you all the very best for your new journey with us. Expect complete support in your professional career and growth.

See you soon.


(Name and signature)

(Name of the employee),



The letter is an official document to appoint a new employee to an organization. Do not forget to add the details depicted in the post, such as salary details, terms, and conditions, leave policy, probation period, etc. Moreover, ask for a signed copy from the employee at the end to confirm their acceptance.

I hope the samples mentioned above will be helpful for you. In case of any queries, please feel free to comment below!

Good luck!

People are also reading:

Frequently Asked Questions

1. Is it compulsory to send an appointment letter to the new employee?

Yes, you must send an appointment letter to confirm the employee’s acceptance and tell them the details of your company.

2. Who sends the appointment letter to the employee?

The HR of the company must send an appointment letter to the employer.

3. Is an appointment letter a legal document?

Yes, an appointment letter is a legally binding document confirming an individual’s employment in a company.

4. Does the appointment letter contain salary details?

Yes. Appointment letters must contain the new employee’s salary details and other details of the taxation policy.

5. Can an employee reject the appointment letter?

Yes. An employee can reject an appointment letter without mentioning any reasons behind it.

Leave a comment