Appointment Letter - Format & Sample

An appointment letter or employment letter is a formal letter provided in writing to a candidate joining for employment. Appointment letters are usually provided after

offer letter on the first day of the candidate starting work. This letter describes in length the position offered, salary, benefits, confidentiality policy, work policy, starting date, and important information about the employment. The candidate usually would receive the letter of appointment on the first day after beginning employment and would return a signed copy back to the employer indicating acceptance of the letter of appointment. This article explains the letter of appointment and gives the downloadable file of the Appointment Letter Format in Word and PDF format as well as joining letter format in Word and PDF.

When is the Appointment Letter Provided?

This appointment letter can be used by an HR Manager of the Company or a Manager of a Company offering a job to a prospective hire. This letter of appointment puts formally and in writing all else that was still left unsaid at the time of employment, fills in the blanks connects the dots about any questions or details the employee may still have had and gives him a feel about the daily work and day to day responsibilities expected of him. These letters are provided on the day of joining of the employee, printed on the letter head of the business. One copy of the mutually signed letter of appointment is retained by the Employer, while another signed document is retained by the Employee.

Download Appointment Letter Format in Word & PDF Format

You can also download the Appointment Letter Format in word and PDF format in the following formats.

Download Word

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How to Create an Appointment Letter?

Appointment letters are printed on letterhead of the employer and signed by the Management or HR Manager authorized to hire the candidate. In case the candidate accepts the position, the candidate must sign a copy of the letter and return it to the employer to indicate acceptance of employment, after which a contractual obligation to be fulfilled by both parties has come into existence and become binding.

Sample-Appointment-Letter

What is a Joining Letter?

A letter of joining, also known as a job acceptance letter, is a formal document sent to your new employer as a response to your letter of appointment. It officially confirms your acceptance of the job offer and its terms (salary, start date, etc.) as outlined in the original offer letter. This letter serves as a record of your employment agreement and marks the beginning of your official relationship with the company. You can use the joining letter format in Word to craft your letter as best as possible.

What to include in the Joining/ Job Acceptance Letter?

These are some of the elements taken from the various joining letter formats in Word, which can be incorporated into your letter:

Your Contact Information: This section provides your contact details (name, address, phone number, and email) for the company's reference.
Date: Include the date you write the letter.
Recipient Information: Here, you address the hiring manager by name and title, along with the company name and address.
Acceptance of Job Offer: This is the core part of the letter. You clearly state your acceptance of the offered position (job title) at the company, referencing the date of the offer letter.
Confirmation of Start Date: Reiterate your official start date as mentioned in the offer letter.
Reporting Manager: If you know who you'll be reporting to, mention their name and title here.
Acceptance of Terms: Briefly acknowledge that you've reviewed and accepted the terms of the offer, including the salary and benefits package.
Closing and Signature: Close the letter with "Sincerely" followed by your typed name and a signature (if sending a physical copy).

Download Format of Joining Letter PDF

Use the following to download the joining/job acceptance letter format in PDF.

Download in PDF Format

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Frequently Asked Questions

Common questions about Appointment Letter Format & Sample for Employment.

An appointment letter, also known as an employment letter, is a formal document provided to a candidate after they have accepted a job offer. It outlines the details of their position, including job title, salary, benefits, start date, and other important information about their employment.

An appointment letter is usually provided to the new employee on their first day of work after they have accepted the job offer and completed any necessary paperwork or formalities.

An appointment letter typically includes details such as the job title and description, salary and compensation package, benefits, confidentiality and work policies, start date, and any other relevant information about the employment terms and conditions.

Yes, employees are typically required to sign a copy of the appointment letter to indicate their acceptance of the employment terms and conditions outlined in the letter. The employer will also retain a signed copy for their records.

Yes, an appointment letter can be considered a legal document as it outlines the terms and conditions of employment agreed upon by both the employer and the employee. It serves as a record of the employment agreement between the two parties.

No, an appointment letter is not the same as an offer letter. An offer letter is typically provided first, outlining the initial job offer and basic terms. The appointment letter is a more detailed document that follows after the offer has been accepted and provides comprehensive information about the employment.

A joining letter, also known as a job acceptance letter, is a formal response from the employee to the employer, confirming their acceptance of the job offer and the terms outlined in the appointment letter.

The article provides downloadable formats for the appointment letter in both Word and PDF formats, which can be used as templates for creating a professional and comprehensive appointment letter.

A joining letter should typically include the employee's contact information, the date, the recipient's information (hiring manager's name and title, company name and address), a clear statement of acceptance of the job offer and terms, confirmation of the start date, the name of the reporting manager (if known), and a closing with the employee's signature.

Appointment letters and joining letters are important because they formally document the employment agreement between the employer and the employee, outlining the terms and conditions of the job, and serve as a legal record of the employment contract. They help establish clear expectations and responsibilities for both parties.