Appointment Letter – How to Write, Format and Samples

Appointment Letter

Every time you recruit a new employee as an employer, you will definitely need to prepare appointment letters. Understanding the information that must be included in an appointment letter is important. You can get assistance by referring to this page about appointment letter formats.

Appointment Letter Format – Details to be Included & How to Write

It is not required to put the sender’s address as you would in a formal letter because, in the majority of circumstances, the appointment letter is handed in person when the employee joins the business/organization. The appointment letter follows the rules for official letters in all other respects. Additionally, appointment letters may be mailed in the form of a secure, password-protected confidential document.

It’s crucial to provide the employee’s name, address, phone number, and email address at the start of a letter of appointment. You must be very specific about your starting date, work location, title, pay, probationary term, and other details.

Samples of Appointment Letter

It is crucial to provide all pertinent information in an appointment letter, including the job profile, duties, location, compensation, and perks. For your reference, the following are some examples.

Visit the Letter Writing article for more sample letters.

Appointment Letter for Employees

Date: 03/01/2022

Name: Jason Derulo

Address: Santa Monica Blvd #300,

Los Angeles, CA



Phone: xxxxxxxxxx

Dear Jason Derulo,

On behalf of (Company Name), We’re glad to extend the job of SOFTWARE DEVELOPER to you. Please carefully review the terms and conditions of our offer, as well as your remuneration and perks, which are attached.

Your appointment will take effect on the day you join, which must occur as soon as possible but no later than January 20, 2022. If you need a different joining date, please get in touch with us right away. This offer of employment will immediately be withdrawn or cancelled without additional obligation from our end if you do not join us by February 1st, 2022.

Designation: Software Developer

Job Location: Los Angeles

Working Hours: Five days a week, from 10 am to 7 pm, will be your working hours (Monday to Friday).

Emoluments: The corporation will pay you $3500 each month. Your specific compensation is a private matter between you and the business. We anticipate that you will treat all the data and any alterations as private and confidential.

Posting and Probation: You are free to transfer your service to any other location or branch of the business, whether it is already established or is still being created, inside or outside of India. Additionally, you can be sent to one of our clients’ locations. There will be a 3- to 6-month probationary term for you, and the employer has the option of extending it.

We are happy to have you join our team and wish you a prosperous and long career.

Best Wishes

Yours sincerely,



HR Manager

Job Appointment Letter

Date: September 30, 2022

Name: Matthew Young

Address: 1430 Mattson Street

Tigard, OR


Email id:

Phone: xxxxxxxxxx

Dear Matthew Young,

This relates to your application and the interviews you had with us on September 30, 2022. We are glad to provide you with the Executive Trainee post in the (Company).

The Total Employment Cost (TEC) that applies to you is $2,500/- (Two thousand five hundred Only) annually. Additional information on your TEC package is attached. You will be qualified to participate in the Performance Linked Bonus Plan, which honors excellence in performance.

On the day of joining, you will receive the comprehensive appointment letter.

The following conditions apply to this temporary offer of appointment:

Your consent to this conditional offer.
At the latest by December 1, 2022, you join the company.
Your next three-month submission of your PAN card, ID proof, address proof, and academic transcripts.
Please sign this provisional offer’s duplicate copy to indicate that you agree to the terms and conditions listed above.

We invite you to join our team and wish you the best of luck in your career here.

Best Wishes

Yours sincerely,


Holly F. Ritter

Head – Company

I accept

Name _

Signature _

Date _

Appointment Order by Mail

Recipient’s mail id:

Subject: Appointment Order

Dear Kimberly P. Cato,
Congratulations! This is to let you know that Edutech International, Hyderabad, is happy to offer you a full-time position as an academic counsellor. We look forward to having you join us on or before January 17, 2022, based on how well you did in the interview and in your portfolio.

We would want to offer you a 150,000 $ annual salary as a result of our talk. Please see the attached job description for your reference.

You will have access to a wide range of perks, such as twelve unpaid leave days, an HRA, a travel reimbursement, and health insurance. Please download the comprehensive offer letter that is attached to this email, sign it, scan it, and submit it to us by July 1, 2022, at the latest, so that we may start the onboarding procedure.

Yours sincerely,

Daniel L. Exum

Hiring Manager

Mail id:

Contact: xxxxxxxxxx

Frequently Asked Questions on Appointment Letter Format

What is an appointment letter?

A formal letter informing the candidate they have been chosen for the position is known as an appointment letter. The candidate must sign it as evidence of or confirmation of acceptance.

How do I write a simple appointment letter?

The following information should be in an appointment letter:

  • The day the appointment letter is sent out
  • the chosen candidate’s name, address, and phone number
  • The body of the letter should include information on the position’s title, pay, location, trial time, and other factors.

About The Author

Knowledge Glow

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