Appointment Letter Format | Job Appointment letter Sample Template

Appointment Letter Format
Reading Time: 2 minutes

There are various kinds of letters in employment and business. In today’s blog, we will be learning about the appointment letter. This article covers the definition of basic appointment letter, its importance, and appointment letter sample for employees.

You can also download the appointment letter format or the job appointment letter sample template format in word for free.

What is an appointment letter for employee?

In simple words, appointment letter can be defined as a format letter by an employer to candidate who is offered to join the organisation. When a candidate shows interest in an open position at any company and successfully clears all their selection rounds, the candidate is provided with a job appointment letter.

There are two types of appointment letter: Job letter and Internship letter.

This official letter helps leaving no doubts behind. A basic appointment letter contains of CTC, roles and responsibilities, job location, etc.

The significance of an offer letter/ salary certificate is to convey the requirements and deal clearly to the employees for smooth employee management.

Let us learn more about a basic appointment letter format and its content:

Appointment letter sample for employee-

Below are prime elements of appointment letter:

  • Letter of appointment
  • Job title
  • Joining date
  • Pay details
  • Workplace terms
  • Types of leaves
  • Termination conditions
  • Allowances and compensation

Also read – Experience letter format [Download for free]

Here is the sample appointment letter format-


[Date, Month, Year]

[Candidate Name] [Address]

[City], [State] [Pin code]

Subject: Appointment for post of [Designation]

Dear [Mr./Mrs.] [Candidate Name],

We are pleased to offer you, the position of [Designation] with [Company name] on the following terms and conditions:

Commencement of employment

Your employment will be effective as of [Starting Date, Month, Year]


Your salary and other benefits are as follows: [XYZ]

Hours of Work

The normal working days are [Start Day] through [End Day]. You will be required to work for such hours as necessary for the proper discharge of your duties to the Company. The normal working hours are from [Start Time] to [End Time] and you are expected to work not less than [Number of Hours] hours each week, and if necessary, for additional hours depending on your responsibilities.


You are entitled to casual leave of [Casual Leave] days,

You are entitled to [Sick Leave] working days of paid sick leave, and so on…

Acceptance of our offer

Please confirm your acceptance of this Contract of Employment by signing and returning the duplicate copy.

We welcome you and look forward to receiving your acceptance and to working with you.

Yours Sincerely,

[Name of HR manager]



Download FREE Appointment letter format


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