When do you need an appointment letter? Why do you need an appointment letter? Why is a letter of appointment important? In this guide, we’ll be showing you how to write a letter of appointment for anybody be it for a job, employee, college and company.
Generally, an appointment letter can be written for different purposes. The most common type being a job appointment letter. This is usually written from an employer informing an applicant that he/she has been offered an appointment to work with a company or organization.
What is An Appointment Letter?
An appointment letter is an official document written by a person or company conveying a decision to assign a certain task to the addressee. This document makes the appointment official and binding once the appointee accepts his/her appointment.
The letter of appointment is normally issued after a series of hiring procedures have been followed by the organization to choose the most qualified applicant. In most cases, the hiring procedures may be classified.
A letter of appointment can also be written to seek an audience with a higher official of any company or government office regarding some survey or to discuss official business.
To guide you through the process of writing an appointment letter, we’ve provided some important steps on how to write a perfect letter. Knowing the essential ingredients of a professional appointment letter can help you in terms of the overall form and structure of your letter.
Tips For Writing A Letter of Appointment
Below are the essential tips for writing a substantial and comprehensive appointment letter.
Keep it short and concise – There is no need to write a long epistle. Keep the letter very short and concise. Use a straightforward and easy to comprehend language. Don’t write a verbose appointment letter.
Provide a call to action – You need to make the letter active rather than passive. This can be done by adding a call to action. Add a statement mandating the addressee to acknowledge his appointment or attend the consultation that is scheduled.
Use a formal font size and style – There is no need to beautify a letter of appointment. Use a professional font size and style when writing. You can use Calibri or Times New Roman. Keep the font size between 12 and 14.
Use a simple language – There is no need for grammar when writing an appointment letter. Remember it is a formal and legal document and must be written in clear terms.
Proofread your letter – Before sending your letter, ensure it is being signed by all the needed signatories. Proofread to eliminate grammar errors, wrong punctuation, and many more.
How to Write a Letter of Appointment
Keep in mind that a letter of appointment is an official letter and should be treated as such. Below is a step by step guide on how to write an appointment letter.
- Always begin your appointment letter by clearly stating your name, title, address and the company name. Also, do not forget to add the date of correspondence just below your address details.
- Include the name of the receiver and the address in your letter. Since you might have met before, it is proper to use an appropraite salutation.
- State clearly the subject line of your appointment letter. By so doing the receiver can know the content just at first glance.
- Start your letter by confirming to the receiver of their appointment of the position while indicating the reporting date. If the appointment required them reporting to the office on an early date, let them know while clearly indicating the date and time.
- If your company places new recruit on probation, state it in your letter. Remember to include the probation period and other details that might be affected such as salary during that period and thereafter.
- Also, don’t forget to mention details on relevant tax deductions and bonuses on your appointment letter.
- Before closing your letter, remind the receiver of their expected duties and obligations in relation to their position.
- Sign off officially with full names, signature, organization stamp and seal.
Sample Appointment Letter
(Name of Successful Applicant and Address)
Dear Sir/Madam, (You may state name)
Welcome to our company. With reference to your application for the captioned post and subsequent test and interview, we are pleased to inform you that you have been selected for the post of Marketing Executive in the FMCG department of the company on the following terms and conditions:
Date of Appointment
You will be appointed as a Marketing Executive with effect from 6th of May, 2019.
The probation period will be six months. However, after the said period, it can be extended at the discretion of the company for a further period of next six months.
Salary During Probation
During the probation period, you will be entitled to fixed salary of US $ 1000 per month.
Appointment after Expiry of Probation Period (in case found suitable)
After the expiry of probation period, if you are found suitable by the company for the same post or a different post, you will be confirmed in your appointment on a salary of US $ 1800 according to the scale of Marketing Executive as per US Bureau of Labor Statistics, plus other incentives, allowances and contributory provident fund. If you are not found suitable for the post, your appointment might get terminated at the discreetness of the company and in case of such termination you will have no right or claim against the company.
You shall abide by the terms and conditions of the standing orders and the rules and regulations of the company as in force from time to time.
To Obey Orders and Directions of the Manager
You shall obey the orders, directions of the Manager and other superiors and officers of the company.
We are looking forward to work with you. I am sure that will be reciprocally beneficial for both the parties. Please bring a signed photocopy of this letter stating the acceptance of the terms and conditions of the company, on the date of joining. Here’s hoping that you will enjoy working with our company and that it will help you achieve great heights in your career.
(Sign of the Manager)
Human Resource Manager
Email Format for Letter of Appointment
The following is the email format to be followed for appointment letter
Dear Ms/Mr _______________
We are in receipt of your application for the post of _____________. We are pleased to inform you that our organization has found you eligible for the profile described.
You are requested to report at our office as per the given address below at 9:30 AM on ___________ (date from when the individual is expected to join) in approval to your appointment.[Name of the Company]
Complete address with phone numbers/landmarks (if any)
This is to inform you that this letter will be null and void in case you do not report at the date and time specified in this letter.
As per our Company policy, you will be on Contract for a period of _____ (specify the period as per the HR policy) and then, based on your performance and review you will be taken to the next level of employment in the organization.
During your Contract period, you are entitled to take ________ (specify the leaves that the employee can take as per your Leave policy). In cases of emergency for any extra leave requests, however, the decision will be upon the management.
We hope to have a long successful professional relationship with you and wish you all the very best.
(Designation of the authority)
cc: Human Resource Department
As you can see, an appointment letter is a very important document. The samples provided on this page contains a set of core information as well as clear instructions on how to write a letter of appointment. Importantly, since acceptance or rejection of the offer may require serious consideration, it’s a good idea to provide a timeline. Ask your recipient to submit a formal response within a certain number of hours or before a specific date.