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Make an appointment letter
October 18, 2018 Anniversary Wishes No comments

Letter Samples. Appointment · Doctor Appointment · Job Appointment · Missed Appointment · No Show Appointment · Appreciation · How to Write a Letter of.

Sample Letter Of Appointment
For Senior/Middle/Junior Management
Example Template

Date: _________

Name of the employee


Dear (First name of the employee),

This has reference to the discussions you had with us. We are pleased to offer you the position of “_________________” at level ___________in the management cadre of our Company, on the following terms and conditions:

1. Basic Salary: Rs. _________/- (Rupees ______ only) per annum. You will be entitled to further review of your compensation as per the company practice. This will be linked to your performance and will be at the discretion of the management.

2. H.R.A. / Accommodation: 60% of your basic salary will be paid to you as house rent allowance. If you are provided a company accommodation, the same will be regulated by the relevant policy, for which you may refer our Company Leased Accommodation (C.L.A.) policy on our ___________ site.

3. Special Allowance: Rs. _________/- (Rupees ______ only) per annum.

4. Food Coupons: You will be entitled to food coupons worth Rs. _____/- per month. You may choose to opt out of this, for which you need to indicate your choice to your HR manager. For details where these coupons are applicable, you may refer our directory on our_______site.

5. Leave Travel Assistance: Rs. ___________/-(Rupees _______ only) per annum for each completed year of service as per the rules, payable on a yearly basis.

6. Domiciliary Medical Expenses: Rs. __________ (Rupees ________ only) per annum for each completed year of service as per the rules, payable on a monthly basis.

7. Hospitalization: You would be covered under the Company´s Hospitalization scheme. For details you may refer our Hospitalization policy on our ________site.

8. Provident Fund: The Company will contribute 12% of your basic salary towards Provident Fund. Similar deduction will be made from your salary.

9. Superannuation: If you indicate specific desire to do so, the Company will contribute 15 % of your basic salary per annum towards superannuation fund till you attain the age of 58 years. The benefits of this contribution will be made applicable to you, totally in accordance with the terms of the scheme. Please refer to Mr. _______ for further information on our Company Superannuation Program.

10. Gratuity: You will be entitled to an equivalent of 15 days of your last salary drawn for every completed year of service as per the terms of the scheme, subject to a maximum of Rs._________/- (Eligibility after 5 years of completed service).

11. Corporate Attire: You will have a choice to select corporate attire worth Rs. ________/- from the options provided by the Company every year. If you indicate your desire to opt for this scheme, the Company will contribute 50% of this amount and the balance will be deducted from your salary. For more details, you can refer our Corporate Attire Policy on our _________site.

12. a) This order of appointment can be terminated on either side by giving three months´ notice or payment of salary (basic) in lieu thereof.

b) The Company reserves the right to terminate your services without assigning any specific reason whatsoever for such termination by giving you a 3 months´ notice in writing or an equivalent of three months´ salary in lieu thereof.

c) The Company also reserves the right to terminate your services without any notice or salary in lieu thereof on the grounds of misconduct, or even in the case of reasonable suspicion of misconduct, disloyalty, commission of any act involving moral turpitude, or any act of indiscipline or inefficiency or for loss of confidence.

13. Initially, you will be posted at ___________ and report to ___________or any other person nominated by the company. However, your services could be transferred to any other Departments / Divisions / Factories of the Company, anywhere in India. Notwithstanding your initial appointment in this Company, your services may be assigned by the Company to any other Company of the (Organization Name) Group. You may also be assigned such other duties as may become (Organization Name) at the discretion of the Management in any Branch or Office of the Company and/or its subsidiaries or to any of its other Associate Companies.

14. This appointment is subject to your being medically examined and found fit. The Management has the right to get you medically examined by any qualified medical practitioner during the tenure of your service. In case you are found medically unfit to continue with the assignment for which you have been employed, you will lose your lien on the job.

15. This appointment is also subject to a satisfactory report from your former employers, based on the references given by you.

16. You will automatically retire from the service of the Company on attaining the superannuating age of 58 years. You will be expected to provide acceptable evidence of your date of birth at the time of joining the company.

17. All other standard and general rules, practices and policies of the Company as existing now and which may be amended from time to time will be applicable to you and you will be expected to abide by the same.

18. In the event of the State/Central Government enacting any law conferring the same or similar benefits as extended to you under this letter, you would be entitled to such benefits which are more beneficial of the two, but not both. This shall be at the discretion of the management.

19. You are required at all times to maintain the highest order of discipline and secrecy as regards the work of the Company and/or its Subsidiaries or Associate Companies, in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You are also required to sign the Secrecy Agreement upon your joining. All inventions, improvements, discoveries made by you either alone or with other persons, will become the sole property of the company. You will ensure that patent protections are obtained for such inventions/improvements and discoveries in India or elsewhere and assign the same to the company.

20. You are required to devote your total attention and abilities exclusively for the business of the Company. You will respect, obey and conform to all the regulations from time to time framed and issued by the Company and made applicable to you. You shall not, while in the employment of the Company, be engaged in any other employment, conduct business whatsoever or hold any office of profit or accept any other emoluments without previous consent in writing of the Company. Breach of this condition could lead to immediate termination without notice.

21. During the course of your employment and if the nature of your business so requires, the Company may send you for specialized training within India or overseas in order to enable you to perform more effectively. In such an event you will be required to execute a training bond with the Company.

22. This offer of employment is based on the information furnished in your application for employment. If, at any time in future, it comes to the knowledge of the management that any of this information is incorrect or any relevant information has been withheld then your employment based on this letter of appointment is liable to be terminated without notice or any compensation in lieu thereof.

23. The emoluments/benefits due to you will be liable/subject to tax in accordance with the provisions of the Income Tax Act and Rules made there under as also other applicable laws, if any, as may be in force from time to time.

24. The Company lays emphasis on all statutory compliances and you should ensure compliance with various statutes in your area of operations including Insider Trading Regulations.

25. Your appointment is with effect from the date of joining, which should in any case be not later than ___________.

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards

Name of the Business Leader



How to Write an Appointment of EU Representative Letter. There's not a lot of.

How to Write an Appointment Request Letter to a Client

make an appointment letter

How do you write an appointment email?

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use in an email to do this concisely and clearly.

Asking for an appointment

(formal situations)
I would like to arrange an appointment to discuss….
Please would you indicate a suitable time and place to meet?

Would it be possible to meet on (date) at your / our offices to discuss…?

Can we meet (up) to talk about…?

Suggesting a time

Would Tuesday suit you?
Would you be available on Tuesday?

What about…?
Let’s say…

Agreeing to an appointment

Thank you for your email. I would be available to discuss…. on (date) at (time and place).

(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?

Saying a time is not convenient

Unfortunately, I will be away on business during the week of July 6 – 11, so I will be unable to meet you then. However, if you were available in the following week, I would be glad to arrange a meeting with you.

I will be out of the office on Wednesday and Thursday, but I will be available on Friday afternoon.

Cancelling an appointment

Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.

Would it be possible to arrange another time later in the week?

I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.

Would you be free to meet early next week?


I apologise for any inconvenience.

I’m sorry about cancelling.

Asking for confirmation

Please confirm if this date and time is suitable / convenient for you.

Can you let me know if this is OK for you?

Writing to someone you don’t know

If you don’t know the person, you’ll need to give some background information about yourself or your company.

I am… and I would be interested to meet you to discuss…

I would be grateful if you could indicate a convenient time to meet during this week.

I look forward to hearing from you.

Need to change an appointment on the phone?

See our page on making appointments

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How to confirm a meeting by text

How to Write an Appointment Confirmation Email for Your Client

make an appointment letter


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I am writing to you to ask if it would be possible for me to set up an appointment with you next week.

The Spring Ball is coming up, and I wish to speak to you regarding the various arrangements that will have to be organized for the event.

3MayI perhaps suggest that we meet at the Richmond Hotel on Saturday at 3 pm?

I look forward to hearing your reply.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter asking for an appointment. Sample letter.

Further things to consider when writing appointment letters to whom it may concern

Appointment Letters

Appointment letters are letters issued after offer letters as a guarantee of the given position or job in the company. In other words, appointment letters are legally binding documents that confirm that the company has offered the job or position to an employee and that he/she has accepted the terms in exchange for a salary. These letters confirm the details of the said position and the start date. Appointment letters are used to give details of what is expected of new employees and the roles they will play in the company.

Appointment letters must provide all the information necessary for employees to start working for the company. They should follow a basic outline to prevent any future discrepancies between the employer and the employees. Appointment letters ultimately serve as a contract, so remember to write formally stating the company's terms and conditions of employment. Express your interest and desire to appoint the reader as your employee. State all the important details including what the position or job entails and every detail surrounding it. Date and reference the letter properly for easy identification. At the end of the letter, remember to include the appropriate signature and contact information.

Letters to Whom It May Concern

Letters to whom it may concern are letters addressed to unknown recipients. The term "To whom it may concern" is, basically, a letter salutation that has been used over the years in business correspondence when a sender doesn't have a specific recipient or doesn't know the name of the recipient. This may happen many times during your job search. For instance, you may be sending a recommendation letter, cover letter or any other job application material to someone you don't know. It is also appropriate to address a letter to whom it may concern if you're making an inquiry but don't know who to address your letter to.

Although sending letters to whom it may concern has been a common practice, other options such as, "To hiring manager", "To customer service manager", etc., can be used at the start of a letter. Of course, you should make an effort to find the recipient's name. You can look it up on the recipient's company website, LinkedIn or other professional social sites, or contact the office and ask the assistant for advice. However, when this is not possible, you can still use "To whom it may concern".

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Sample appointment letter and how to write a letter of appointment

make an appointment letter

When it comes to almost any kind of business, you need to know how to confirm an email. Every now and then, you will need to send out an appointment confirmation email or reply to meeting confirmation email.

And yes, there is a right and a wrong way to do it.

If you are not sure how to confirm an appointment, you have come to the right place because we are about to give you some basic tips.

We will help you understand how to confirm appointments, we’ll show you confirmation email sample, and we’ll explain how to write meeting confirmation emails.

So let’s get straight to the point!

Why is Appointment Confirmation Email Important?

There are many reasons why confirmed appointments are important. By confirming an appointment, you let the host know you are taking the meeting seriously. It also lets them know you are available.

Sometimes it even happens that the host forgets they have made an appointment and an appt confirmation email is a great way to remind them. That’s why we value these emails within Amelia, the WordPress booking plugin we created (You should check it out, btw).

Let’s imagine several different scenarios to explain why the process of confirming appointments is important.

First, imagine that you send an appointment email to your client yet you don’t receive an appointment confirmation text. When the time of the appointment comes, the client is no-show. You have wasted your time and you have a gap in the schedule that could have been filled with a meeting with another client.

If something like this happens multiple times a month, just imagine all the lost revenue at the end of the month. Confirmed appointment saves you both time and money.

Another important thing to keep in mind whenever you run a business is the level of efficiency. If you plan ahead and make the most out of your time, you will operate more efficiently and it will pay out in the long run. Confirmation appointment allows you to do that.

Consider using a text reminder app or an appt reminder app to always know when your appointments are scheduled. Not only does that give you a better idea of when all your meetings are supposed to take place but it also gives you time to prepare for them properly.

With that in mind, imagine a situation where you have taken the time to prepare for the meeting as well as for the meeting itself and the other party does not show up. It would disrupt your workflow, you would waste your time, and you would have a gap in your schedule.

For all the reasons mentioned above and for many more, it is important to send out appointment confirmation emails whenever possible. Of course, you could also confirm an appointment via phone. However, even if you do that, it is a good idea to send text confirmation as well. Apart from it being a good reminder, it is always good to have those things “on paper”.

How to Write a Confirmation Letter / Email?

Here are some basic tips that will teach you how to confirm appt via email. We will also show you a useful confirmation email template.

Keep it Short and Clear

When you want to make an appointment email, you need to keep it short and clear. Clarity is a sign of professionalism and it makes your meeting confirmation effective. If you make it too long, the most important details will get buried under a lot of unnecessary information.

An example would be this one that can be sent automatically with Amelia, our WordPress booking plugin (click the image to see more info about our plugin).

Example II: Confirming Email Sample

RE: confirmation of appointment with JOHN FOND

Dear Mr. Stevens,

I would like to confirm your appointment with John Fond tomorrow, September 21st at 2 pm. Please contact me with any questions and keep me informed if there should be any changes.


Ava Stone,

Secretary, Fond & Associates

Use It as a Reminder

An appointment confirmation email is a great way to remind the other party when and where the appointment is supposed to take place. Appointment emails should always include the specific date, time, and place. Think of them as the free text reminders.

Example II: Confirmed Email Sample

RE: Jane Smith – Appointment Confirmation

Dear Mark,

This is a special reminder to confirm your meeting with Jane Smith tomorrow May 2nd at 11 am.

Your meeting is scheduled to hold at Lintel Scraps, Office 12 on the ground floor at Lanceman Street, Mainland China. The place is accessible by cabs.

This is Jane’s cell phone number, just in case, +98157479837.

Please feel free to contact me if you have any question. I would be ready to give necessary assistance.

Thank you and have a great meeting.

Best Regards,

Alice Maxwell

Administrative Assistant to Jane Smith, Lintel Scraps Limited


You should also consider using an appointment reminder app to always keep track of your schedule and the meetings you are supposed to attend. Or you can use a booking app like Amelia that has that integrated.

Stick to the Point

One of the main things to keep in mind when thinking about how to confirm a meeting is to always stick to the point. Don’t waste any time and get to the point immediately. Nobody wants to scroll down through a lot of insignificant text and information to finally get to the important bits.

You should confirm an appointment one day before the meeting itself. Keep the email short, clear, concise, friendly, and informative. Stick to the vital information and keep the tone professional.

3 Basic Types of Appointment Confirmation Emails

Here are appointment confirmation email samples for 3 types of appointment emails that the clients usually receive. Let’s take a look at them:

  1. New Appointment by Client

When the client books themselves for a meeting, this type of appointment e mail is sent to them for confirming an appointment.

Let’s take a look at appointment confirmation email sample used when the new appointment is made by client:

This email confirms your ___________(Service Name) appointment on______________(Date & Time) with______________ (Staff Name) at_______________ (Location). If you have any additional questions, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for booking with__________ (Business Name)!

Location Name Address:

Address Line 1,

Address Line 2

Location City, Location State, Location Zip

Location Directions

You can contact us at:

Staff Signature Section

  1. New Appointment by Staff

When the staff person schedules an appointment for the client, this type of email is sent to confirm the appointment.

Meeting confirmation email sample:

Hey__________(First Name of the Client),

Our staff member has confirmed you for a___________ (Service Name) appointment on______________ (Date & Time) with____________ (Staff Name) at__________ (Location Name). If you have questions before your appointment, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for scheduling with Business Name!

Location Name Address:

Location Address Line 1

Location Address Line 2

Location City, State Zip

Location Directions

Staff Signature section

  1. New Repeating Appointments by Staff

When the staff person schedules a repeating appointment with a client, this type of email is sent to confirm the appointment.

Confirm email template:

Hey__________(Client’s Name),

This email confirms your appointments for____________ (Service Name) with____________(Staff Name) at____________ (Location Name) on______________(Start Date – End Date Start Date) on _______________ (Days of the Week) at______________(Time).

You will get an individual reminder email before each scheduled appointment. If you have questions before your appointment, us the contact details below to get in touch with us.

Thanks for scheduling with Business Name!

Location Name Address:

Location Address Line 1

Location Address Line 2

Location City, State Zip

Location Directions

Staff Signature section

Ending thoughts on writing an appointment confirmation email

So how to write an appointment confirmation email for your client?

There are several different ways to do that but you should always stick to the basic principles of professional communication. Keep things clear, concise, and brief, and always respond in a timely matter.

An appointment confirmation email or a reply to a meeting confirmation email is really helpful to your clients. One of the smarter ways to do it is to automate these responsibilities. Amelia is an online booking plugin with integrated appointment confirmation which saves you time and makes online booking a breeze. Here’s how easy it is to set notifications within Amelia:

Use reminder texts app or another kind of free text reminder service to always keep track of your confirmed appointments. Use the appointment reminder email template we provided above if you are still not sure how to send a reminder text. Take a look at all the features you can take advantage of with Amelia WordPress Booking plugin to handle bookings in a professional manner.

If you enjoyed reading this article about appointment confirmation email techniques, you should also read these:


WATCH THE VIDEO ON THEME: Appointment Letter Ms word

An appointment letter is a formal letter that can be written to a person you.

make an appointment letter
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