Appointment Letter Template
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.
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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.
Appointment Confirmation
[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 & Reporting
Designation: [JOB TITLE]
Department: [DEPARTMENT NAME]
Reporting authority: [MANAGER NAME, JOB TITLE]
Grade / Band: [GRADE OR LEVEL, IF APPLICABLE]
Place of Posting & Effective Date
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.
Terms Annexed
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.
Acknowledgement
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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How to use this template
- Confirm the candidate has accepted the offer and cleared any pending conditions before you issue this letter.
- Fill in the designation, department and reporting authority exactly as agreed with the hiring manager.
- Attach the detailed terms of employment as an annexure rather than repeating them inside the letter itself.
- Set a reporting date and location that gives the new hire enough notice to plan their move or notice period elsewhere.
- Collect the countersigned copy back and file it alongside the offer letter and the employment contract.
Tips
Appointment Letter Template — FAQs
What is the difference between an offer letter and an appointment letter?
When should an appointment letter be issued?
Does an appointment letter need to repeat the salary and benefits?
Who signs the appointment letter?
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