Letter of Appointment

Unit 4 -  Personnel Correspondence 

B. Com Semester 4 (MKBU

(Appointment Letter)

What is Appointment Letter

An appointment letter is a formal document sent out by companies whenever a candidate gets selected for a position. Usually, the HR department handles this letter writing process.

In more simpler terms Appointment letters are a type of letter which confirms your selection for an applied post. And it is also a call for joining. It consists of relevant details concerning the candidate's roles and responsibilities.

Format of the Appointment Letters

• First Address: Address of Sender (Optional - Because In most cases, the appointment letter is given in person when the employee joins the company/organisation, so it is not necessary to write the sender’s address as you do it in a formal letter. In every other aspect, the appointment letter is more or like the format of a formal letter. 
• Date: (Mention the date on which you are writing this Letter)
• Name: (Full name of the candidate)
• Address: Full address of a person to whom you are writing an appointment letter. In an appointment letter, it is important to mention the name, address, contact details and email address of the employee at the beginning of the letter. 
• Subject (Optional)
• Salutation: Always begins with appropriate salutation like…Dear Sir, Dear Ma'am, Mr….. etc.
• Body: First paragraph always includes the basic information like reason for writing a letter, any includes the past references of conversation.
• Designation: Mention the position for which you are appointing a person.
• Date of Joining: Your working will be effective from(Date)
• Job Location: Company's Address (Type of Work: Offline Work, Online Work, Visiting Sites etc)
• Salary: Mention the salary for the confirmation which is offered to the candidate during the interview
• Working Hours: Add essential working hours either on daily basis office hours or Weekly (As per your Company Rule)
• Probationary Period: Probationary period is a period of engaging an employee to test his/her performance on the suitability of a position. If an employee's performance is found to be unsatisfactory he/she can be terminated for the same and  cannot be considered illegal.
• Leave Policies: Mention number of leaves granted per year. Details of sick leave, earned leave, casual leave, maternal leave, paternal leave, etc.
• Time length of contract or Appointment (if any)
• Terms and conditions of company
• Checklist of documents which needs to be submitted at the time of joining
• Provision of Termination
• Notice Period Clause: If the employee desire to leave the company, he/she needs to serve the notice period as per stated by the present company in the appointment letter
• Concluding Paragraph: Always end with a positive note. Congratulate a person for their achievement. Keep a enthusiastic and generous welcoming attitude at the end.

Appointment letters can also be sent by mail as a confidential document that is password protected.