When a candidate is selected for the job, an appointment letter is given to him by the HR department of the company. This is a kind of confirmation from the company that the person has been selected for the job and he can join the organization from so and so date. Usually, the companies follow a fixed appointment letter format while recruiting candidates. The letter of appointment includes details on what the new employee is supposed to do and the role he will play in the business. 

Features of Job Appointment Letter

Writing a Standard Letter of Job Appointment 

Essential Elements of An Appointment Letter

How is a job appointment letter different from the offer letter

Benefits of An Job Appointment Letter

Features of Job Appointment Letter

• The key components of employee work must be explicitly specified in an appointment letter. 
• It must also not contain any mistakes or inconsistencies. 
• This letter is essentially a contract and the terms and conditions of the business be met for jobs.
• It must determine how many hours of work the employee is supposed to work every day, sick leaves and salaries. 
• The letter should be addressed in-depth, but not each word. 
• These provisions should be left for a job handbook for an employee. 
• An appointment letter with the logo of the company at the top of the paper should always be published on the letterhead of an organisation.
• It should be dated at the top and have a simple identifying reference number. 
• The future employee address used during the application process should be included.

Writing a Standard Letter of Job Appointment 

Step 1:

The letterhead should be produced and the block style of the writing of appointment letters should be followed. 

• All lines should be left also 
• The date should be the top line 
• Four spaces below, the name and address of the next line should have one distinction between lines 
• Enter the greeting after two space 
• After two spaces, start your document.

Step 2: 

You should open the letter warmly and with a description of your writing intent. 

Step 3: 

The letter should define duties, general hours of service, probation, etc. When the work involves travel, determine the number of hours on road or abroad on an appointment letter with a value of approximately. 

Step 4:

The employee’s salaries, health insurance, and other terms addressed at the Interview should be included in the letter of appointment. Have a business manual that offers employees details on weekends, workplace activities, dress codes, or other policies the employee should follow. 

Step 5: 

In the following section, ask the employee to acknowledge the letter and indicate the date you wish to sign and return the letter. Notify the employee that after the signing authority has signed a copy will be sent to him/her. 

Step 6 :

The closing should have a positive note for the last part of the message. Finally, we are looking forward to your reply to this document. This position will benefit from your expertise and experience. You can contact the company’s contact number for any questions or further information. We are looking forward to developing a good partnership in the name of the organisation. 

Step 7:

Finish off the letter with the name, designation, and signature ‘sincerely.’ 

Step 8:

Thoroughly read the appointment letter before sending it to get rid of any mistake that can cause conflicts in the future.

The format of the job appointment letter is given below.

Essential Elements Of An Job Appointment Letter

• Organization name and address (employer) 
• Applicant’s name and address 
• Name of the Designation  
• Roles and responsibilities of the job
• Working conditions: permanent or temporary, office time, concurrently carrying out another task. 
• Monthly/ Annual Salary
• Contract time-span 
• Date of Joining
• Documents to be presented during joining 
• Requirements for health and safety 
• Commitment or assertion and 
• Termination requirements

How is a job appointment letter different from the offer letter?

There is just a minor distinction between a letter of an offer and a letter of appointment, both documents that have a significant role in the recruiting cycle. 

After a nominee accepting the offer letter, an appointment letter is issued. This letter is, therefore, a document that guarantees a job with the terms and conditions stated in the nomination letter to the applicant. This letter and a letter of offer or two important letters are important for the recruitment stage.

On the other hand, if you happily accept the offer letter and send the documents for review, a letter of appointment would be given if the applicant suggests the next move after a letter.

Benefits of An Job Appointment Letter

• A job appointment letter shall provide details on compensation for workers-gross salary, net compensation, insurance including profit-sharing ratio stock options and leave and tax deduction policies. 
• A letter of appointment can also be used for foreign countries when applying for VISAs. 
• In the event of any potential disputes between the employer and the employee, a letter can also act as a legally binding document on both the parties.