Appointment letter

What is appointment letter?

An appointment letter is offered to new hires once they've agreed to join, confirming their selection for the role. It usually lists the key responsibilities of an employee along with their compensation details, employment terms and conditions, start date, probation period, work schedules, benefits, and more.

Why is an appointment letter necessary?

Offering an appointment letter is essential for a variety of reasons. It serves as a formal document that reassures new hires of their employment with their organization. It helps them understand what's expected from them in terms of their role while providing information on other key factors such as their pay, working hours, and more. It also acts as a legal proof of employment that prevents disputes that may arise regarding pay, terms and conditions, or responsibilities.

When is an appointment letter issued?

An appointment letter is usually issued to new hires on their very first day of joining or a few days before their first day, mostly after they complete their background verification, document exchanges, and other prerequisites of their role.

Who issues an appointment letter?

The hiring team is responsible for extending the appointment letter to their new hires on behalf of their organization. The hiring manager prepares it and gets it authorized by the senior manager or the head of HR.

What is an example of an appointment letter? What is an example of an appointment letter?

Here's a sample of the appointment letter to help you get started:

Date: [DD/MM/YYYY]

To,

[New hire’s name]

[Address]

[Pincode]

Subject: Appointment letter

We’re pleased to inform you that you’ve been selected for the position of [Job title] at [Organization name], effective from [Date of joining]. This is a [full-time/part-time] role, and your working hours will be from [Start time to finish time]. Your base location will be [Standard work location] and you’ll be reporting to [Reporting manager’s name and their designation].

Your annual compensation will be [Amount] as detailed in the Annexure. Your probation period will last for [X] months, during which your performance will be evaluated by your reporting manager. Upon successful completion of probation, your employment will be confirmed shortly.

As a [Job title], your responsibilities will include, but are not limited to, the following:

[List their roles and responsibilities]

Please refer to the enclosed Annexure for all the other terms and conditions. Sign and return a copy of this letter to accept the appointment.

We look forward to a long and successful association with you.

Thanks and regards,

[Name]

[Designation]

[Company Name]

[Signature]

What's the difference between an appointment letter and a confirmation letter?

While an appointment letter is offered to new hires to let them know that they've been selected for their role on their first day or a few days before their first day, a confirmation letter is offered to employees once they successfully complete their probation.

Can an appointment letter be revoked?

Yes, an appointment letter can be revoked at the discretion of the HR team. It can be revoked under the following conditions:

The candidate fails to clear the background verification because of misinformation.
The candidate doesn't get the required work permit to be associated with their organization.
The candidate fails the medical or fitness test required by their role.
The organization undergoes sudden restructuring or economic conditions.