Appointment Letter – Format & Sample
Appointment Letter – Format & Sample
An appointment letter or employment letter is a formal letter provided in writing to a candidate joining for employment. Appointment letters are usually provided after offer letter on the first day of the candidate starting work. This letter describes in length the position offered, salary, benefits, confidentiality policy, work policy, starting date, and important information about the employment. The candidate usually would receive the letter of appointment on the first day after beginning employment and would return a signed copy back to the employer indicating acceptance of the letter of appointment. This article explains the letter of appointment and gives the downloadable file of the appointment letter format in Word and PDF format as well as joining letter format in Word and PDF.
When is the Appointment Letter Provided?
This appointment letter can be used by an HR Manager of the Company or a Manager of a Company offering a job to a prospective hire. This letter of appointment puts formally and in writing all else that was still left unsaid at the time of employment, fills in the blanks connects the dots about any questions or details the employee may still have had and gives him a feel about the daily work and day to day responsibilities expected of him.
These letters are provided on the day of joining of the employee, printed on the letter head of the business. One copy of the mutually signed letter of appointment is retained by the Employer, while another signed document is retained by the Employee.
Download Appointment Letter Format in Word & PDF Format
You can also download the appointment letter format in word and PDF format in the following formats.
How to Create an Appointment Letter?
Appointment letters are printed on letterhead of the employer and signed by the Management or HR Manager authorized to hire the candidate. In case the candidate accepts the position, the candidate must sign a copy of the letter and return it to the employer to indicate acceptance of employment, after which a contractual obligation to be fulfilled by both parties has come into existence and become binding.
What is a Joining Letter?
A letter of joining, also known as a job acceptance letter, is a formal document sent to your new employer as a response to your letter of appointment. It officially confirms your acceptance of the job offer and its terms (salary, start date, etc.) as outlined in the original offer letter. This letter serves as a record of your employment agreement and marks the beginning of your official relationship with the company. You can use the joining letter format in Word to craft your letter as best as possible.
What to include in the Joining/ Job Acceptance Letter?
These are some of the elements taken from the various joining letter formats in Word, which can be incorporated into your letter:
- Your Contact Information: This section provides your contact details (name, address, phone number, and email) for the company’s reference.
- Date: Include the date you write the letter.
- Recipient Information: Here, you address the hiring manager by name and title, along with the company name and address.
- Acceptance of Job Offer: This is the core part of the letter. You clearly state your acceptance of the offered position (job title) at the company, referencing the date of the offer letter.
- Confirmation of Start Date: Reiterate your official start date as mentioned in the offer letter.
- Reporting Manager: If you know who you’ll be reporting to, mention their name and title here.
- Acceptance of Terms: Briefly acknowledge that you’ve reviewed and accepted the terms of the offer, including the salary and benefits package.
- Closing and Signature: Close the letter with “Sincerely” followed by your typed name and a signature (if sending a physical copy).
Download Format of Joining Letter PDF
Use the following to download the joining/job acceptance letter format in PDF.