Appointment Letters

An appointment letter, also known as a “job offer letter” or “job letter,” is an official notice by the company or organization to the selected candidate that he has been hired for the position applied for. An appointment letter is a guarantee about the given post in the company.

An appointment letter is an integral part of the entire job process as it provides details to the new employee. It is a valuable record and a contract between the company and the employee that defines the terms and conditions in exchange for the salary being paid by the organization.

How to write an appointment letter?

The header:

  • On the top left side, mention the date.
  • Followed by the date, mention the employee’s name.
  • After the employee’s name, mention the address.
  • Start with the salutation by addressing the employee’s name or surname.
  • Mention the subject and designation of the appointment.

The body:

  • Open up with a warm welcome and mention the purpose of writing.
  • In the next paragraph, describe the probation period if required, the employee’s job, responsibilities, terms and conditions, salary, working hours, etc.
  • State the benefits that the company is providing that have been discussed in the interview. Be sure to highlight the company procedures, vacation policies, and dress code.
  • Ask the employee to return one copy to the department with the employee’s signature and date at the bottom of the letter.
  • Close the letter with a positive note and ask for their response to this letter. Also, assure them that they are important to the organization and that the company is looking forward to them.


End up with your employer’s name and signature. Also, give a space for the employee’s signature and date.

Keys and guidelines:

  • Open with congratulations or greeting statements.
  • An appointment letter signifies the start of something good.
  • Set expectations.
  • Should mention the terms and conditions.
  • Do not mention the condition of employment, the basis for termination, or the time and duration of the job.
  • Ends up with a warm welcome to the organization.
  • There must be two copies; one should be returned to the organization signed and dated by the employee, and another copy should be retained by the employee.
  • It can be more than one page, but be precise and accurate. Use a paragraph or a paragraph with bullet points, depending on what you want to declare.
  • The letter must be written in easy-to-understand language.
  • The letter must be professional.
  • Use a font size that is readable.

Sample Letters


I hope this letter finds you well. I am writing this letter to officially inform you about your hiring decision regarding the XYZ job offer at ABC Organization.

Your resume as well as your interview were remarkable, which made it easier for us to hire you. Although your salary package was in discussion, $[X] is the final offer for this position. I hope you will find it justified. If you wish to continue with our organization, kindly submit this appointment letter with the required documents at the ABC organization reception before __/__/__ (due date).

You will be required to start working on the 1st of next month; therefore, kindly go through all the terms and conditions of our organization before joining. If you have any queries related to this letter or your job, kindly feel free to contact us at our official email address, i.e. [X]


I am writing this letter to officially inform you about your hiring at XYZ organization for the ABC position. It was a very crucial hiring decision with a great position comes great responsibilities but we are glad out of all the other applicants, you checked all the required boxes.

Hiring experienced staff is always messy because of a change in the working environment, employees fail to perform well and mark a blank on their hiring. We hope that this decision will not be regretful for us. We would require you to submit a copy of this appointment letter at our office on __/__/__ so that your official process does not take long to start. Although your documents have been received by HR we have found missing NOC from your previous employment, therefore, we would require you to submit them as soon as possible.

Kindly go through all the rules and regulations of our company before joining to stay ahead on your first day. Read through your company’s handbook regarding all the major projects as this will help you in setting a foundation at our organization.


I hope you are enjoying good health. It is to inform you that your application for joining our ABC company as an intern has been approved and you are welcome to work with us from __/__/__ (start date) to __/__/__ (end-date).

At ABC Company, we have never arranged internship programs therefore, your hiring is unique and surprising. Hiring and teaching interns is a difficult task that no senior employee prefers because it requires time and extra effort therefore, you would have to work hard and make your place among all other employees. It will be your duty to learn from experienced and skilled personnel because they will not be teaching you to follow orthodox methods. Consider this internship as a challenge for learning and gaining practical experience in your field.

Going through your report cards, I am aware that you are a bright student and have been a part of many internship programs therefore, I have high hopes from you that you will be successful at the end of this challenge.

If you agree to all the above-mentioned rules and wish to try your luck then join our team on __/__/__. I wish you good luck in your future.


We are writing this to inform you about your appointment confirmation as an intern to Dr. _________ at XYZ Hospital. We hope that you will be excited to be a part of our team.

Dr.________ is a valued medical personnel at XYZ and has gained enormous experience in his field since last decade. Your job will be to assist him in managing his patients each day, collecting history, and making diagnoses. Your resume has impressed him profoundly and it is only a matter of time before you will be a specialized doctor yourself but shadowing an experienced doctor can increase your knowledge manifold. If you seek to learn from this opportunity, kindly submit your relevant document by __/__/__ (due date) and wait to hear from us.

You will be asked to join our medical facility as early as __/__/__ therefore, make sure that you are ready to tackle all the hurdles that may come your way. We hope that you will learn from this opportunity. I wish you good luck.



Employee name


RE:  Appointment letter for HR manager

Dear Mr. or Mrs. [NAME HERE],

I am pleased to confirm your appointment in the [Company] as the HR manager with reference to your application and successful interviews for a fixed tenure of one year. The following terms and conditions will be applicable:

  • You will receive a salary of [X] per month.
  • You will be allowed 20 days of vacation per year.
  • The company will also provide the PTOs.
  • The working hours will be from 9 a.m. to 5 p.m.
  • Your job is transferable, and your posting in our different branches across the country is possible.
  • The company will provide free medical care for you and your family.
  • The company will bear education expenses up to [X] for one child.
  • Your appointment will be effective from the date of joining.

If you accept the terms and conditions, then please sign a duplicate copy of this letter and send it to us. We congratulate you on the appointment and wish you a successful career in our organization. We assure you of all our support and have a strong belief that your skills will make a difference in increasing the sales of our company. We are looking forward to your response to this letter. Your early response will be highly appreciated.



Preview and Details of Template

Appointment letter sample

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