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Appointment letter template format

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Appointment letter template format
April 14, 2019 Anniversary Wishes For Parents 4 comments

Find Job Appointment letter format in word doc & pdf for sample and example. Letter of appointment is issued to all from staff to director, find free template.

An appointment letter is written to inform an employee of the terms of employment, salary, benefits eligibility, effective date, union representation, and other important information about the appointment change.


The Department of Enterprise Services (DES) Small Agency Assistance (SAA) encourages the use of a formal appointment letter as a follow-up to a job offered by phone or in-person. SAA has developed some appointment letter templates that can be used to inform employees of their new position, salary increase, or new appointment status.


If you are missing information to complete the appointment letter, need assistance determining what type of letter should be used, or if you need a different type of letter, contact the Small Agency Assistance Team. Some of your questions may be answered by reading the Frequently Asked Questions.

Letter templates that apply to staff represented by WFSE:

Letter templates that apply to non-represented employees:

Letter templates that apply to Washington Management Service (WMS) or Exempt employees:

Sample and writing guides: An appointment letter is written by the employer to a selected candidate in an interview session letting them know of.

9+ Appointment Letter Templates

appointment letter template format


Name of successful applicant


City, State, Zip Code


Dear [insert name of addressee];


Paragraph 1: State appointment directly

Example: I am pleased to appoint you as the new Marketing Manager of ABC Company beginning July 1, 2017.


Paragraph 2: Acknowledge and advice legalities regarding the appointment.

Example: The document attached outlines the company’s proposed terms and conditions regarding your appointment. If  there is anything listed in this offer that you are not clear about, disagree with, do not fully understand, or want to discuss, please feel free to contact me via phone [insert phone number] or email [insert email address] so that we can discuss the matter properly.


Paragraph 3: Include terms and limitations of appointment.

Example: Should the proposed terms and conditions be acceptable to you, and are therefore willing to take this appointment, please sign the copies of this letter, as well as the appointment agreement. Please return all the necessary documents to the Human Resources Department by [insert date]. If we don’t get a response by the end of office hours on the set date, the offer will automatically be withdrawn.


Closing Paragraph

Example: Welcome to the team, the company is looking forward to working with you.



[Your Name and Signature]


Name of Company



Acknowledgement Receipt: Indicate employee’s agreement of the terms and conditions stated in the documents.

Example: I, [insert name of successful applicant], have read and reviewed the terms and conditions of my appointment as set forth by my employer through this letter. I have herein attached the signed agreement. By doing so, I agree to accept this offer, and I fully understand the circumstances stated in this agreement as well as the terms and conditions set forth by the employer.


Signed by: (Name and Signature)                                                                          Date:


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33+ Appointment Letter Templates – Word, PDF

appointment letter template format

Appointment Letter Sample

Appointment letters can be great to receive and better to give. If you are looking for an appointment letter sample, get more than that, right here, in the following write-up...
After giving the offer letter to a candidate, the next step is to give an appointment letter to him. This is the function of the human resource department of an organization. Basically, it is a legal document that plays a role of a written proof or confirmation that an organization has decided to appoint a candidate and that the candidate has agreed to work for the organization in return for pay. All the major rules of the organization, terms and conditions of employment are listed in detail in an appointment letter.

What is an Appointment Letter?

An appointment letter must state all the fundamental terms and conditions of employment without any errors and contradictions. As a human resource person, you must know what the fundamental rules, terms and conditions of the organization and employment are, as those terms are described as the roots of a contract between the employer and employee. The contract is considered as void or valid depending on whether these terms are clearly stated or not. An application letter that does not state the terms of employment clearly, will fail as a contract between the employer and employee as many complications and problems may arise later. But this does not mean that every single term and its details should be stated in the appointment letter. Doing this, will make it too lengthy and unclear. The illustration given below will show you how to write it correctly. You will also notice in the following letter that there are some terms and conditions of the employment that are considered to be implied and often, these are not stated in the letter.

Basics in an Appointment Letter

An appointment letter is always drafted on the company's letterhead with the company logo, address and contact numbers. As shown in the following sample, any appointment letter is dated and it has a reference number too. It is always addressed to the candidate/applicant using the address that he/she has provided in the application letter. The heading of an application letter is always in bold and capital format, usually placed at the center of the letterhead page. You must take care of the line spacing. Keeping the one-line spacing format between the heading and the first paragraph is considered standard according to any appointment letter.

The first paragraph must inform the applicant that he/she has been appointed for a particular position in the organization and that he or she must sign the letter within a specified time because it cannot be left open forever by any applicant. The following paragraphs must state all the terms and conditions of the employment along with the company policies and rules. One most fundamental statement which you will observe in any appointment letter sample and you must include is that the employee is subject to deployment or transfer to any area where the organization operates including associated companies and subsidiaries.

The appointment letter is always signed by an executive who has the authority to hire and to fire any employee, usually the CEO or the Managing Director of a company. It is always advisable to take 3 copies, one for the company records and filing, one for the applicant and one signed by the applicant and returned to the company. If the company policies and terms of the employment are too lengthy, you must add a booklet of the company policies and terms signed by the CEO as an enclosure to the appointment letter. That way, you are keeping the letter short and simple and also providing a detailed information on company terms of employment to the applicant.

Sample Appointment Letter

(Letterhead and Address of the Organization)

(Name of Successful Applicant and Address)
Dear Sir/Madam, (You may state name)

APPOINTMENT AS____________

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 March, 2010.

Probation Period
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.

Standing Orders
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.

Yours faithfully,
(Sign of the Manager)
Personal Manager

I agree and accept the above terms/conditions.
(Applicant's Sign)
Mr. Applicant

There are many such samples that can be given in short. These days, companies add an enclosure of company policies and terms of employment separately along with the letter. If you are considering the above sample appointment letter, you must change the words a bit so as to personalize your company's appointment letter. Here's wishing you all the best.

Free sample to write effective letter of Appointment with all the easy tips and ideas. Basic points to keep in mind will writing professional business appointment.

Department of Enterprise Services

appointment letter template format

An appointment letter (also called an employment letter or job offer letter) is a formal letter that includes the details of a job offer to a candidate. This is the official document which states that the candidate meets all the requirements of the job profile and the company makes an offer to the candidate by giving an opportunity to the candidate to work with the company.



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Details contained in the appointment letter are:

  • Appointment letter date
  • Candidate name and address
  • Location of the job posting
  • Congratulatory statement
  • Job Designation  
  • Job role (permanent or full-time)
  • Roles and responsibilities
  • Reporting heads
  • Annual compensation offered for the candidate
  • Expected joining date
  • Work Timings
  • Work ethics
  • Leave policy
  • Benefits
  • Details of remuneration (including provident fund, allowance, incentives, and bonus)
  • Holiday list and leave details
  • Probation period details
  • Annual salary hike
  • Travel (if required or not)
  • Exit procedure

An appointment letter also has other policy details of the company. Such as:

  • Confidentiality information
  • Conflict of interest
  • Rules and regulations that employees must adhere to (general and specific)
  • Retirement age
  • Notice period details
  • Terms and conditions of the company (for employees)
  • Transfer details (if any)
  • Contract/bond details
  • Termination details
  • Complete address of the company
  • Company details (brief introduction of the company)

Once the appointment letter is issued, the candidate must acknowledge the same, furnish the required documents and join the company on the date agreed upon. The appointment letter is an official document stating that the employee is to report to work on a particular day and adhere to the defined rules and terms of the company.

This is why it becomes vital to read through the appointment letter thoroughly, understand the conditions and terms within, and only then sign the document. The appointment letter is an official document and it is valid in the court of law as well in case of any disputes.

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Appointment letters can be great to receive and better to give. If you are looking for an appointment letter sample, get more than that, right here, in the following.

appointment letter template format
Written by Shagis
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