An appointment letter is an essential document during every organisational hiring process. The letter confirms the candidate’s appointment to a dedicated post within the organisation. By delivering this letter, employers also inform employees about the organisation’s policies, employment rules and regulations, as well as the employment commencement date and other relevant details.
As a human resource manager, it can be challenging to write a domain-specific appointment letter for every employee. A ready-to-use and legally sound letter not only helps employers maintain professionalism while delivering welcome mail to employees but also streamlines the entire hiring process and ensures smooth transitions. In the modern HRMS, the appointment letter samples are also added to the employees’ ESS portal for future review.
In this article, we will discuss what an appointment letter is and outline the key details that should be included in it. We have also provided a selection of appointment letter format free templates designed to simplify the process and save you time.
What is an Appointment Letter?
An appointment letter is an official confirmation from an employer to an employee about the employee’s employment in a specific organisation. The letter is issued by employers to selected employees and includes the job title, work scope, joining date, salary, work location, terms of employment, and company policies.
Organisations consider it a formal confirmation of the employee’s job offer and the official commencement of their employment tenure, ensuring that both the employer and employee are aligned on expectations from the outset.
Simple Appointment Letter Format in Word
Here is the ready-to-use appointment letter format, available for download by clicking below.
Download Appointment Letter format in Word
Download Appointment Letter Format in PDF
Appointment Letter Format
Appointment letter writing styles may vary from domain to domain. If employers want to write a letter for a digital marketer, the content of the letter would be entirely different from that of a software developer or an HR professional. Similar to joining letter format, here are some examples of appointment letter formats for various domains.
1. Appointment Letter for Software Developer (Permanent Role)
Appointment Letter
[Company Letterhead]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
Subject: Appointment as Software Developer
Dear [Employee Name],
We are pleased to appoint you as a Software Developer in the [Department Name] at [Company Name], effective [Joining Date], permanently.
You will report to [Reporting Manager’s Name] and be based at [Work Location]. Your annual CTC will be ₹[CTC], as detailed in Annexure I.
You will be on probation for six months, with standard working hours, leave entitlement, and benefits such as PF, gratuity, and health insurance, as per company policy.
You are expected to comply with all company rules and maintain strict confidentiality. Either party may terminate this agreement with one month’s written notice or salary in lieu.
Please confirm your acceptance by signing and returning a copy of this letter.
We welcome you to [Company Name] and look forward to your contributions.
Sincerely,
[Authorised Signatory]
[Designation]
[Company Name]
2. Appointment Letter for Marketing Professionals
Appointment Letter
[Company Letterhead]
Date: 18th June 2025
To,
Mr./Ms. [Employee Full Name]
[Employee Address]
Subject: Appointment for the Position of Marketing Executive
Dear [Employee Name],
We are pleased to offer you the position of Marketing Executive at [Company Name], effective from [Joining Date]. This is a permanent role, subject to a probation period of six months.
Your responsibilities will include planning and executing marketing campaigns, conducting market research, assisting with brand promotions, and engaging clients. You will report directly to the Marketing Manager or as directed by management.
Your annual CTC will be ₹[CTC Amount], with further details outlined in the enclosed annexure. You will be entitled to leave and benefits in accordance with the company’s policies.
This employment is subject to the company’s rules, code of conduct, and confidentiality obligations. Either party may terminate this agreement with one month’s written notice or salary in lieu thereof.
Kindly sign and return the duplicate copy of this letter as your formal acceptance.
We are excited to have you on board and look forward to your contributions to our marketing team.
Sincerely,
[Authorised Signatory Name]
[Designation]
[Company Name]
3. Appointment Letter for HR Professionals
Appointment Letter
[Company Letterhead]
Date: 18th June 2025
To,
Mr./Ms. [Employee Full Name]
[Employee Address]
Subject: Appointment as Human Resources Executive
Dear [Employee Name],
We are pleased to appoint you as Human Resources Executive at [Company Name], effective [Joining Date]. You will report to the HR Manager and be based at [Office Location].
Your annual CTC will be ₹[CTC Amount], subject to deductions, with a detailed salary structure enclosed. Working hours are [9:30 AM to 6:30 PM], Monday to Friday.
You will serve a six-month probationary period, during which your performance will be regularly reviewed. Your responsibilities will include recruitment, onboarding, engagement, compliance, and other HR functions.
Please maintain confidentiality and follow all company policies. Either party may terminate employment with 30 days’ notice or salary in lieu.
Kindly sign and return a copy of this letter as confirmation of acceptance.
We welcome you to the team and look forward to your contributions.
Warm regards,
[Authorised Signatory Name]
[Designation]
[Company Name]
4. Appointment Letter for Sales Executive (Permanent Role)
Appointment Letter
[Company Letterhead]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Address]
Subject: Appointment as Sales Executive
Dear [Employee Name],
We are pleased to inform you that you have been appointed as a Sales Executive at [Company Name], with effect from (Date)
Terms and Conditions:
- Designation: Sales Executive
- Department: Sales & Marketing
- Reporting Manager: \[Name]
- Monthly Salary: ₹\[Amount] (Breakup in Annexure)
- Probation Period: 3 months
- Incentives: Performance-based as per sales target achievement
- Travel & Reimbursements: As per company policy
- Working Hours: \[Time Frame]
- Leave Policy: As per the HR manual
- Termination: One-month notice by either party
Kindly acknowledge this letter and confirm your acceptance.
Sincerely,
[Authorised Signatory]
[Name & Designation]
[Company Name]
5. Appointment Letter for Intern
Appointment Letter
[Company Letterhead]
Date: 18th June 2025
To,
[Intern’s Full Name]
[Address]
Subject: Appointment as Intern
Dear [Name],
We are pleased to offer you an internship at [Company Name] in the [Department Name], for the period from [Start Date] to [End Date]. This internship aims to provide practical exposure and hands-on experience in [mention area, e.g., Marketing, HR, Software Development].
Internship Details:
- Designation: Intern
- Duration: [e.g., 3 months]
- Stipend: ₹[Amount] per month
- Reporting To: [Supervisor’s Name & Designation]
- Working Hours: [e.g., 10:00 AM to 5:00 PM], Monday to Friday
You are expected to maintain the confidentiality of all company-related information during and after your internship.
Please note that this internship does not guarantee permanent employment. Kindly sign and return a copy of this letter as confirmation of your acceptance. We look forward to your valuable contribution during the internship.
Sincerely,
[Authorized Signatory Name]
[Designation]
[Company Name]
6. Appointment Letter for Contractual Employee
Appointment Letter
[Company Letterhead]
Date: 18th June 2025
To,
Mr./Ms. [Employee Full Name]
Subject: Appointment as [Job Title] – Contractual Employment
Dear \[Employee Name],
We are pleased to appoint you as a [Job Title] at [Company Name], for a contractual period of [Duration, e.g., 12 months], effective from [Start Date].
Employment Type: Contractual
Contract Period: From [Start Date] to [End Date]
Salary: ₹[Monthly Amount], payable monthly
Place of Posting: [Location]
Working Hours: As per company norms
Duties: As assigned by your reporting manager
Leave Policy: As per contract norms
Termination: One-month notice or salary in lieu thereof, by either party
This contract may be renewed based on performance and organisational needs. Please sign and return the duplicate copy of this letter.
Regards,
[Authorised Signatory Name]
[Designation]
[Company Name]
7. Appointment Letter for Fresher (Entry-Level Full-Time Role)
Appointment Letter
Company Letterhead
Date: 18th June 2025
To,
Mr./Ms. [Full Name]
[Address]
Subject: Appointment as [Job Title] – Fresher Position
Dear [Employee Name],
We are pleased to offer you the position of Job Title at Company Name, effective from Joining Date. This is a full-time, permanent position based on the successful completion of your probation.
Terms of Employment:
- Designation: [Job Title]
- Department: [Department Name]
- CTC: ₹Annual Amount, detailed in Annexure I
- Probation Period: e.g., 6 months
- Reporting To: Manager’s Name
- Location: [Work Location]
- Working Hours: [e.g., 9:30 AM to 6:30 PM]
- Leaves & Benefits: As per HR policy
- Code of Conduct: You are expected to adhere to company policies, ethics, and confidentiality standards.
- Termination: One-month written notice or salary in lieu thereof
Please sign and return the duplicate copy to confirm your acceptance.
Welcome aboard, and we look forward to your valuable contributions.
Sincerely,
[Authorised Signatory Name]
[Designation]
[Company Name]
How to Write an Appointment Letter
We have already highlighted the key points that should be mentioned in the appointment letters, but what additional points should be included, and what writing style in the letter best retains your professionalism and engages the newly joined employees? Apart from standard components such as name, designation, salary, and joining date, specific technical aspects and clauses must be addressed to make it a legally sound and professionally appropriate document.
➔ Add a Letterhead
Before initiating an appointment letter, HR should add an official letterhead which must include the company name, logo, address and contact details. A professional letterhead maintains professionalism and keeps transparency between the employers and employees. It should be like this,
[Your Company Letterhead or Logo]
[Company Name]
[Company Address]
[Phone Number]
[Email Address] | [Website]
Date: [DD/MM/YYYY]
➔ Add the Subject Line
After adding the letterhead, as per the letterhead documentation rule, add the subject line immediately before the body of the letter. Employers can add the section by highlighting ‘Subject: Appointment as [Job Title] to maintain clarity of the appointment email.
➔ Include A Greeting
After your heading, you can include a greeting and introduction. Maintain a professional tone by using the candidate’s last name and a salutation, such as ‘Dear’. You may also begin with a brief introduction sentence, thanking the candidate for their time during the interview process and subsequent conversations.
➔ Choose the Right Format
When writing the appointment letter, employers should maintain a formal, professional, and respectful tone. Human resources should use unambiguous language. Although employers may have a passion for writing, avoid using jargon unless it is industry-specific and necessary.
➔ Describe the Work Scope
In the appointment letters, employers should clearly outline the work scope, specify the job position, and indicate whether it is permanent or temporary, as well as the duration of the probationary period. It is also essential to mention whether the employee is hired on a contractual, part-time, or permanent basis.
➔ Mention Starting Date
Employers should clearly state the employee’s start date of employment when writing an appointment letter. This will build transparency and maintain clarity in the employee-employer relationship.
➔ Describe Compensation Structure
In every appointment letter, the CTC and net salary should be mentioned properly. Along with it is also mandatory to highlight the salary breakup in the right way. Within this letter, statutory benefits such as Provident Fund, Gratuity, ESI, insurance details, bonuses, allowances, and incentives are outlined.
➔ Highlight Leave Policy
The leave policy must also be included in this letter. Employers should consist of the leave entitlements (such as earned leave and casual leave). Companies should mention that detailed policies are available in the employee handbook.
➔ Close your Letter
At the end of your letter, include any next steps, such as whether the recipient needs to sign a document or complete a form online. If there is a deadline for accepting, include the date by which you need a response. Then, you may end the letter with a formal close, such as ‘Sincerely’, and sign your full name.
Elements of an Appointment Letter
Before processing an appointment letter, employers should have a clear understanding of what should be included in the letter, so that they can maintain professionalism and provide accurate information about the office’s norms. Here are the points, highlighted below, for a better understanding. Employers can utilise a recruitment management system for receiving comprehensive assistance.
1. Job Title and Position
Employers can mention the employee’s designation in the minute details of the appointment letter. Additionally, employers can include the employee’s job title, department name, domain details, and the name of the reporting manager. The process helps the employee understand their role within the organisation and sets the foundation for future performance evaluations.
Example:
Congratulation! You have been appointed as a Digital Marketing Executive in the Marketing Department of our company. And your reporting manager will be the Digital Marketing Manager (Name – Ambika Sharma).
2. Date of Joining
In the appointment letter, the employee’s starting date of employment should be specified. The joining date helps both employees and employers maintain accurate employment records and document their interactions. Additionally, by noting the date, HR notifies them of the next steps in the onboarding process.
Example:
“Your employment with the company will commence on 1st July 2025.”
3. Work Location
In this letter, companies must specify the location of employment. It is especially essential in companies with multiple branches. It may also include a clause stating the possibility of transfer. In the post-pandemic era, many companies are recruiting remote employees or offering hybrid work arrangements. If any companies offer hybrid work opportunities or remote work, they should inform employees of this in the appointment letter.
Example:
Your initial place of posting will be our Mumbai office. However, the company may transfer you to the Pune location based on business requirements. We will share the details throughout your onboarding process.
4. Working Hours and Days
An appointment letter ensures the working hours and weekly off. Hence, employees have proper clarity on the expected work schedule, which helps manage work-life balance expectations. Along with HR, also attach the company annexure with the letter.
Example:
According to company policy, employees’ working hours are 9:30 AM to 6:30 PM, Monday through Friday. Every employee is required to work a minimum of 9 hours over the specified 5 days.
Additionally, employees are often required to work on the first Saturday as needed by the work schedule.
5. Salary and Compensation
In the appointment letter, salary details, including CTC, net salary, and their proper distribution, along with other benefits such as PF and ESI, must be highlighted. If the employee’s salary is taxable, it is essential to include the tax-related details in the letter. Sometimes, it is more helpful to attach a separate annexure for a detailed breakdown than to mention it separately.
Example”
“Your annual CTC will be ₹6,00,000, payable as per the company’s payroll schedule”.
6. Leave Policy
In the appointment letter, one of the essential items to be mentioned is the leave policy and associated time-off rules. If employers highlight the leave policy in the appointment letter, it clarifies the employment term and maintains transparency in the employer-employee relationship.
In the letter, employers may mention the total leave counts, including casual leave, sick leave, earned leave, and holidays, according to company norms and labour laws.
Example”
“You are entitled to 18 days of paid leave annually, subject to approval by your reporting “.
7. Terms of Employment
In an appointment letter, the employee’s probation duration, confirmation, notice period, or terms of termination, resignation or forced resignation should be appropriately highlighted, irrespective of whether the position is temporary or permanent.
8. Confidentiality and Non-Disclosure Clauses
Many appointment letters include clauses related to confidentiality, non-disclosure, and non-compete agreements to protect the employer’s confidential information.
Why are Appointment Letters important?
An appointment letter also serves as a formal contract, ensuring that both the employee and the employer understand and agree upon the terms. Employees can refer to their appointment letter if they have any questions or concerns. This way, they avoid infringing on company policies, stay aware of their rights, and ensure that they are treated fairly at their workplace.
An appointment letter is a formal document that states the terms of employment for the employee. Once negotiations over salary and benefits are complete and the employee accepts the offer letter, the appointment letter serves as formal confirmation of the job position.
Final Thoughts
A well-drafted appointment letter protects the interests of both parties by laying down clear expectations and obligations. It serves as a foundation for a transparent and professional relationship between the employee and employer. If you’re issuing or receiving one, always read it carefully, and don’t hesitate to ask questions for clarity.
