Appointment Letter Template

An appointment letter is a formal document issued by an employer to confirm a candidate’s selection and start of employment. It records all the essential details of the role, such as job title, department, salary, work hours, and terms of employment.

This letter serves as an official acknowledgment that the hiring process is complete and provides the employee with written proof of their new position.

An appointment letter is one of the most important HR documents because it establishes the foundation of the employment relationship. By clearly outlining expectations, benefits, and policies, it prevents confusion between employer and employee.

It also acts as a legal record that can be referred to in case of disputes, performance reviews, or future promotions. Having everything in writing ensures transparency and builds trust from day one.

A standard appointment letter usually includes:

• Employee’s full name and address
• Job title and department
• Start date of employment
• Employment type (e.g. full-time, contract, probation)
• Reporting manager
• Monthly salary and benefits
• Working hours
• Confidentiality clause
• Termination conditions
• Acceptance section with signature

Yes. Once signed by both employer and employee, the appointment letter becomes a legally binding agreement. It sets out the agreed terms of employment and serves as an important reference document throughout the employee’s tenure.

Yes, the appointment letter template is fully customizable. Employers can add clauses about probation periods, bonuses, or industry-specific requirements. The template is flexible enough to adapt to different organizational structures and policies.