What is an Appointment Letter?
An appointment letter is a formal document issued by an employer to confirm a candidate's selection for a specific job role. It outlines key details, including job title, salary, job responsibilities, reporting structure, and terms of employment. The letter serves as an official offer and agreement between the employer and the employee, setting expectations and legal obligations for both parties. It is typically provided after the candidate accepts the job offer and before they commence employment.
An appointment letter includes remission, job title, job responsibilities, and joining date. Given below is a detailed take on what components are included in an appointment letter format. Appointment details: It mentions the date of joining, probation period, and other terms and conditions related to the appointment.
Compensation: It mentions the compensation and benefits employees will be receiving during their service period. Other benefits: It mentions other benefits, ESOPs, PF, perks, leaves, and holidays an employee will be entitled to. Responsibilities: It mentions the job roles and responsibilities employees are subjected to perform during their service period. Confidentiality: The confidentiality part in an appointment letter mentions that employees must adhere to the confidentiality policy of the company and must not share any information that may harm the firm’s reputation and business. Assignment of Intellectual Property: Employees must comply with the intellectual property rights and must share their ideas about new discoveries, inventions, techniques, improvements, and so on with their employer. Training contract: It mentions details about the training period, along with what needs to be completed during the given time. Notice period and termination: It contains details about the notice period an employee has to serve before terminating their services. Pre-joining Program: Refers to that statement in the job appointment letter that specifies the self-learning program during the time after one joins and prior to starting work with the organization.
How to Write a Job Appointment Letter?
Here is a step-by-step guide for writing a job appointment letter: Use formal letterhead: You can use your company letterhead or create a simple document with the company name, logo, and other contact information. Date of issue: Include the date of writing the letter. Addressing: The address will consist of the candidate’s full name and professional designation. Salutation: Use a professional salutation. Show excitement: Begin with showing excitement with that offer to the candidate. Thank him or her for showing such keen interest and for taking part in the process. Position and job title: Clearly explain what the job title and position are that is being awarded to the candidate. Complete terms and conditions of employment: State here the starting date, salary, benefits, hours of work, location of work, etc. Expressing confidence: Expressing faith in the candidate and expressing enthusiasm about his ability to contribute to the overall development of the company. Contact information: The letter should contain the concerned person’s name and phone number in case the candidate has any questions or concerns. Proof the letter and sign it: Proof the letter carefully to get rid of all errors, and put your signature right after opening.
FAQ's
1. Offer letter and appointment letter refer to the same document. What is the difference? After a candidate has successfully completed all rounds of interviews, he/she gets an offer letter. It is given on the first day of joining work after the candidate has gone through all formalities of joining. 2. Is an appointment letter legally binding? Yes, the appointment letter is a legally binding document and notifies the individual that an organization has offered them a specific job role, which they have accepted. 3. Can they withdraw a job offer after an employee signs it? No. The offer cannot be withdrawn after signing the appointment letter. The candidates can take action if such a situation arises. 4. What is the average time to receive an appointment letter after the offer letter? Different organizations have different timelines for issuing an appointment letter. Generally, an appointment letter is given on a joining date or after completing joining formalities. 5. What to do if you have not received your appointment letter after accepting the offer? Generally, an appointment letter should be issued to the new employee through Human Resources on the date of joining the new organization and someday after the completion of joining formalities. If the organization fails to issue you an offer, you may contact the HR department directly with your request. 6. Can an employer change terms of appointment letter after issuance? No, after the appointment letter has been issued, the employer will not change the terms of an appointment letter without taking the consent of the employee.