What is an appointment letter?

An appointment letter is a formal employment confirmation document that every HR professional must get right. It’s more than just a welcome note, it’s a legally binding agreement that lays the foundation of the employer-employee relationship.

Issued after a candidate accepts a job offer, this letter includes critical details like:

• Job title and department
• Reporting manager or team
• Date of joining
• Work hours and office location
• Salary structure and benefits
• Probation period terms (if any)
• Code of conduct and confidentiality clauses

For startups, where roles and teams evolve quickly, a clear and structured appointment letter helps avoid future confusion. It protects both the company and the employee by clearly defining what’s expected, on paper, not just in conversation.

Once signed by both parties, it holds legal value, making it a key document during onboarding and audits.

How to write an appointment letter for a job?

Drafting a clear, well-structured appointment letter can save you from future misunderstandings and legal headaches. Here’s a step-by-step breakdown to help you get it right:

• Use the company’s official letterhead: This gives the letter legal and formal weight.
• Mention the candidate’s full name and address: Along with the issuance date for reference.
• Clearly state the job title, department, and reporting manager: So there’s no confusion about the role or reporting structure.
• Include the joining date: This sets the employment timeline in motion.
• Mention work hours and work mode: Define if it's a full-time, part-time, or contract role, and clarify remote/hybrid/on-site details.
• Add salary details and payment structure: Include CTC, bonuses (if any), and mode of salary disbursement.
• Outline the employee’s key responsibilities and performance indicators: This keeps expectations aligned from day one.
• Highlight core company policies: Include leave policy, notice period, termination process, and code of conduct.
• Mention probation terms: If applicable, clarify duration and criteria for confirmation.
• Request acknowledgment and signature: Close with a line asking the employee to sign and return the letter to confirm acceptance.

When you write an appointment letter with this level of clarity, you protect both the employee experience and your startup’s operations.

Elements of appointment letter

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Differences between appointment letter and joining letter

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Appointment letter format (get it in Word and PDF)

Below are editable and downloadable templates for different types of roles. You can customise them based on your business needs.

Sample format for appointment letter: full-time position

[Company Letterhead]

Date: [Insert Date]  

‍

To,  

[Employee Name]  

[Employee Address]  

Subject: Appointment Letter

Dear [Employee Name],  

We are pleased to offer you the position of [Job Title] at [Company Name], reporting to [Manager Name]. Your joining date will be [Start Date].  

Salary: ₹[Amount] per month.  

Work schedule: [Days] from [Start Time] to [End Time].  

Responsibilities:  

-[Task 1]  

-[Task 2]  

You will be on probation for [X] months. Company policies, code of conduct, and other rules apply.  

Please sign and return a copy of this letter to confirm your acceptance.  

‍

Sincerely,  

[HR/Manager Name]  

[Company Name] 

Employee Acknowledgment:  

I accept the terms.  

Signature: ___________    Date: ___________

—--------------------------------------------------------------------------------

Sample format for appointment letter: part-time position

[Company Letterhead]

Date: [Insert Date]  

‍

To,  

[Employee Name]  

[Employee Address]  

Subject: Appointment as Part-Time [Job Title]

Dear [Employee Name],  

We are pleased to appoint you as a part-time [Job Title] at [Company Name], starting on [Start Date].  

Hours per week: [X]  

Pay rate: ₹[Amount] per hour  

Schedule: [Agreed working days/timings]  

Please review and sign the letter below.  

‍

Sincerely,  

[HR/Manager Name]  

Employee Acknowledgment:  

Signature: ___________    Date: ___________

—--------------------------------------------------------------------------

Sample format for appointment letter: contract position

[Company Letterhead]

Date: [Insert Date]  

‍

To,  

[Employee Name]  

Subject: Appointment as Contract [Job Title]

Dear [Employee Name],  

We are pleased to appoint you as a contract-based [Job Title] for a duration of [X] months, starting from [Start Date] and ending on [End Date].  

Monthly pay: ₹[Amount]  

Primary responsibilities include:  

-[Task 1]  

-[Task 2]  

This contract may be extended by mutual agreement. Please sign below to confirm your acceptance.  

‍

Sincerely,  

[HR Name]  

Employee Acknowledgment:  

Signature: ___________    Date: ___________

—------------------------------------------------------------------------

In summary

An appointment letter is a formal record of employment and an essential part of onboarding. Whether you’re hiring for a full-time role or a contract gig, issuing a well-structured appointment letter ensures compliance, clarity, and trust between you and your employees. Always tailor the appointment letter format to your company's culture and legal needs.