Draft an appointment letter, a probation confirmation, an experience letter or a relieving letter from your own details. Pick the letter, fill in what you know, and copy it out. Anything left blank stays a marked placeholder so an unfinished letter cannot be issued by accident, and nothing you type leaves your browser.
This produces a draft for review, not a legally checked document. Notice periods, probation rules, what a relieving letter must contain, final settlement and statutory dues all differ by country and often by state, and they change. Have every letter reviewed by a qualified employment lawyer where the person works before you issue it. Nothing here is legal advice.
Anything you leave blank appears as a clearly marked placeholder, so an unfinished letter cannot be issued by accident. Everything runs in your browser — no employee detail is transmitted.
11 placeholders still to fill in — shown in capitals and square brackets.
Subject: Letter of appointment - [DESIGNATION] Dear [EMPLOYEE NAME], Further to your acceptance of our offer, we are pleased to confirm your appointment with [COMPANY NAME] as [DESIGNATION], effective [START DATE]. Place of work: [WORK LOCATION] Reporting to: [MANAGER NAME AND TITLE] Compensation: [COMPENSATION AND HOW IT IS EXPRESSED] Your employment is subject to [COMPANY NAME]'s policies as they apply from time to time, and to any conditions set out in your offer. Details of leave, benefits and working arrangements are as described in the applicable policy documents, which govern in all cases. Please sign and return a copy of this letter to confirm your acceptance of these terms. We are looking forward to working with you. Yours sincerely, [YOUR NAME AND JOB TITLE] [COMPANY NAME]
Appointment, confirmation and relieving letters all pull from details you already captured when you hired the person. See how Pitch N Hire keeps the candidate record, the offer and the paperwork trail in one place.
Employment letters are read twice: once when they are issued, and once when something has gone wrong. The second reading is the one that matters. A letter that states the role, the dates and the terms plainly settles most disputes before they start; one that is vague, or that promises something the policy does not, creates the argument it was meant to prevent.
The most common avoidable mistake is restating entitlements — leave, benefits, notice — directly in the letter, where they immediately drift out of step with the policy documents that actually govern them. Referencing the policy is duller and far safer. The second most common is issuing an experience letter with performance commentary in it, which converts a verifiable record of employment into an unverifiable opinion.
Everything above is general practice, not law. What a letter must contain, how long a review period may run, and when final dues must be settled are set locally and change — so treat every draft this tool produces as something to take to your employment counsel, not something to issue as-is.
Pitch N Hire is an applicant tracking system with recruitment analytics. Time to hire, pipeline conversion, and source performance come from your own hiring data rather than a manual estimate.
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Name, designation, start date, reporting line — all captured when you hired the person. Pitch N Hire keeps the candidate record, the offer and the paperwork trail together so nothing is retyped. Start free with the 1-user plan.
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