An appointment letter is the formal document an employer issues after a candidate accepts an offer, confirming their designation, reporting authority, place of posting and effective date of appointment. Employers send it to formalise the appointment itself, separate from the earlier offer letter, with detailed terms attached as an annexure for the new hire to countersign.
Use this letter once a candidate has accepted your offer and cleared any conditions, to formally appoint them to the post. Unlike the offer letter, which persuades a candidate to join, the appointment letter simply confirms the appointment and points to the detailed terms annexed to it.
[COMPANY NAME]
[COMPANY ADDRESS]
[TODAY'S DATE]
Ref: [APPOINTMENT REFERENCE NUMBER]
Dear [EMPLOYEE FIRST NAME],
Further to your acceptance of our offer dated [OFFER DATE], we are pleased to confirm your appointment with [COMPANY NAME].
Designation: [JOB TITLE]
Department: [DEPARTMENT NAME]
Reporting authority: [MANAGER NAME, JOB TITLE]
Grade / Band: [GRADE OR LEVEL, IF APPLICABLE]
Place of posting: [LOCATION / OFFICE NAME]
Effective date of appointment: [DATE]
You are required to report for duty on [REPORTING DATE] at [REPORTING TIME AND LOCATION].
This posting may be reviewed in line with business needs; any change will be communicated in writing.
Your salary, benefits, working hours, leave entitlement and notice period are set out in the terms of employment annexed to this letter as Annexure A.
This appointment is subject to the conditions noted in our offer letter dated [OFFER DATE], including any documents or checks still outstanding.
Please treat the annexed terms as forming part of this letter.
Where the annexure and this letter conflict, the annexure governs unless stated otherwise.
Please sign and return the enclosed copy of this letter as acknowledgement of your appointment.
For [COMPANY NAME]: [SIGNATORY NAME], [SIGNATORY TITLE]
Acknowledged and accepted by: ______________________ Date: ____________
Employee ID (once issued): [EMPLOYEE ID]
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