An Appointment letter is a written document that confirms that an organization has agreed to offer a job to a selected candidate. The letter is typically straightforward, but if not written appropriately it could generate problems later on.
When a company is looking to fill a vacant position they look for applicants that are suitable for that position. Applications are sent in by potential candidates and the company will create a shortlist of the best applicants that they will interview. Once an applicant that is qualified for the job is chosen, the company will send out an Appointment Letter.
our appointment letters must be precise, has to deliver relevant information to the candidate, allow them to finalize their decision to sign on, and start preparing themselves for the first day in the office. Failure to include some aspects in the letter could generate problems later on, so it is important to understand how to write an appointment letter professionally. Below is a brief guideline on how you can write a strong and professional appointment letter.
What is an Appointment Letter?
An Appointment Letter is a formal document that an employer will send to an applicant who they have chosen for the vacancy in their company. The letter offers the position to the applicant and there is generally a lot of detailed information within the letter, such as:
- An outline of the job
- The responsibilities of the applicant
- Working hours
- Sick days and vacation
- A date for them to begin work
There are 3 Appointment Letter types that are commonly used:
- Fixed Term: This version of an appointment letter is used for people who are being hired for a period of one or more years, with the possibility of employment being extended for up to 2 years.
- Temporary: This version of an appointment letter is used for people who are being hired for a shorter time period than a fixed-term position. The time period is usually for less than a year.
- Continuing: This version of an appointment letter is used for people who are will be working for over 30 to 32 hours per week.
What is the Purpose of an Appointment Letter
The purpose of using an appointment letter when hiring a new employee is to both have a legal contract between the employer and employee, as well as to inform the new employee of all of the terms and conditions of accepting the offered position. It is important that, as a potential employee, you go over these terms and conditions carefully before signing and accepting the offered position.
Contents of an Appointment Letter
While every appointment letter will differ from one company to the next, there are some key sections that need to be included in it.
Your first paragraph is aimed at welcoming the new employee to the company and congratulating them for being chosen for the position. It confirms that they have been hired and that your company is pleased to have them work for you.
Terms & Conditions, Expectations
Your next paragraph should cover the expectations you have for the new employee, as well as the terms and conditions of employment. This would include a brief description of their responsibilities, the hours they are expected to work, and the agreed-upon salary and start date.
Your next section should go over information, such as the job title, benefits, pay rate, and the structure of reporting for the job title. This is meant to be a brief overview, as the job contract will go over this in more detail.
You need to include what is known as an “Employment at-will” statement. Its purpose is to inform the employee that the employer has the right to terminate employment without being required to give an explanation for the termination.
Other details that company’s include in an appointment letter is information regarding background checks and the process used, as well as any physical or medical tests required.
How to Write an Appointment Letter
It’s important to understand what should and should not be included in an appointment letter. This document is meant to give details and information as a brief overview and will not be the final document an employee receives. A formal job contract will be given to the employee that goes into more detail.
You can download one of our free templates or samples to get a better understanding of what an Appointment Letter should look like.
Beginning Your Appointment Letter
You should begin the appointment letter by writing your name, your title, and the address and name of the company. Below this, you will write the date that you are writing the letter. Next, you should write the name of the person being offered the position along with their address.
The next section is your subject line and should be clear, letting the person being offered the position know exactly why you are contacting them.
The body of the letter should begin with a paragraph that both confirms that the person has been given the job and congratulates them for being accepted. You should also include the date they should report for work. If the person needs to visit the office to go over contracts or other requirements, such as medical tests, the date and time of this visit should be included as well.
Your next paragraph should outline information that is related to the job itself, such as responsibilities, job title, start date, reporting structure, and hours expected to work. A third paragraph should be included that outlines the salary, any benefits packages, and compensation that was discussed during the initial interview.
If there is to be a probation period, your next paragraph should detail this, giving the probationary period and what this will affect, such as salary. You should also outline any bonuses and tax deductions, potential travel and how often, and any possibility of being transferred.
Your last paragraph should remind the person of your expectations regarding their obligations and duties that are relevant to the position being offered.
Once your letter is finished, you should sign it with your full name and use the stamp and seal of your company.
Sample Appointment Letter
43400, Adams Avenue
Dear Mr. Daynard
After a comprehensive review of your application, we are pleased to appoint you as an Associated Finance Manager at Grayson Inc.
Your roles will commence on September 2, 2018. You will be reporting every day to the Grayson store in Yorkton Rd in Illinois between 8:00 am to 5: 00 pm. You will be expected to work at least 40 hours per week. In your role as an Associate Manager, you will be reporting to the head of the department, Mr. Dean Wallington.
Your compensation for this position will be $2,000 every month minus appropriate withholdings. . Your role is exempted so you will be eligible for overtime compensation subject to the company policies. Your total compensation will be paid using a direct deposit to your bank on a monthly basis. You will be eligible to participate in our organization-sponsored plans.
This agreement between you and Grayson Inc. is classified as at-will, which means that either you or Grayson Inc. can terminate the contract at any time, with or without notice.
If you choose to accept this post, please sign the agreement form enclosed and return it before the 30th of August 2019.
You will be asked to present a copy of this letter and photo ID when you report to the facility. Welcome to Grayson Inc., in case you have any questions regarding this position, please use the contact information on the letterhead.
Sample Legal Appointment Letters
Sample Business Appointment Letters
How to Format an Appointment Letter
Knowing what to include in an appointment letter is just part of creating this formal document. You should also know how the letter should be properly formatted.
You should write your letter on paper that has your company details. If not, be sure to include this first. Skip two spaces and write the date. Skip two spaces. Your next line will include the full name of the employee and their address. Be sure to use single spacing between each line. After the address, skip two lines and then write your salutation. Be sure to address the individual with “Dear” and use their first name. Skip two spaces.
Body of the letter
Two spaces below the salutation are where you begin the body of the latter, starting with your welcome paragraph. This will confirm the job appointment and offer congratulations and should also include a short note welcoming them to your company. This paragraph should be no more than 2 lines.
Your second paragraph should have one space between it and the first paragraph. The purpose of the second paragraph is to go over your basic information, such as the job title, hours, date, and responsibilities of the person accepting the job.
Skip another space and begin your third paragraph, which should go over anything discussed during the initial interview, such as salary, benefits, and so on.
Your last paragraph is for your conclusion note, which should state that the company looks forward to having them join. It should also request that the person signs the letter if they are accepting the position.
Skip two spaces and then write “Sincerely”, then leave four spaces. You can then sign your letter and leave space for the person accepting the job to sign.
You can use different formats when drafting your appointment letter depending on individual situations, but it is important to include the following;
- Date: First indicate the date, especially if you want a response in due time from the candidate. Then address the letter to the candidate using their first name if the name is known. Your letter should be precise, detailed, and logical, but it should not exceed one page.
- Introduction: start by congratulating the candidate and then specify the commencement date of the employment.
- Job Details: State the title of the job, the immediate superior, the salary, the place of posting, and normal working hours, but note that some of these aspects may change or evolve.
- Contingencies: Mention that the offer is contingent upon completion of your organization’s terms. Depending on the rules of jurisdiction, includes a statement that notes employment is on an at-will basis.
- Close: Welcome the new hire and include the contacts they can use in case they have questions about the position.
Sample Appointment Request Letters
Sample Doctor Appointment Letter
123 Main Street, San Francisco, CA 94122
Home: 415-555-0000 Cell: 415-555-0000
Dear Mr. Killian,
It was a pleasure to speak with you today and welcome to the community of Baringo! this letter of appointment is to remind you and your family that you scheduled for July 21, 2014, at 2.30. Dr. Dickson is proud that you chose this practice to be the one that looks after your family for many years to come.
Attached are a set of forms with instructions that you, your wife, and son must fill. Please do not forget to fill out the medical release forms for each of your family members completely for us to be able to gather your medical records from your previous doctor. Shall you need to know anything, email me on [email protected] We need your child’s vaccination history your health insurance cards and your driver’s license. Please be punctual at least 15 minutes earlier to your first appointment time to ease the processing of paperwork quickly to have humble time to meet Dr. Dickson. Our dedication to our patients is well-known throughout the Baringo area.
We look forward to seeing you and your family!
More Samples for Doctor Appointment
Sample Missed Appointment Letter
P.O. Box 283 8562 Fusce Rd.
Frederick Nebraska 20620
Our records indicate that you missed your appointment. If you have a conflicting diary, we will be impressed to work with you in rescheduling a time that will be convenient for you. Missing appointments without cancellation and rescheduling prevent us from providing for your health care needs. Whenever you are committed and cannot keep your appointment make an effort of informing us in advance so that we can cancel your appointment and use it on another patient who may require special interest.
We are interested in health care for all our patients and hope to hear from you soon. However, if you continue to miss appointments without advance notice, we will be forced to dismiss you from care in our office if you have any questions, please contact the clinic at (333).
Sample Job Appointment Letters
What to Include in an Appointment Letter
Every appointment letter should be cordial and friendly. The letter should be written in a very professional manner. Of course, the appointment letter should also include important details about the job. For example, include terms and conditions of employment, starting date, department, supervisor, job position, and a few other details. The appointment letters included here are great samples to help just about anyone compose a very detailed appointment letter quickly and very easily. Simply download the selected Appointment Letter Format Sample and start editing in the details.
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Business, government, and private industry will find it necessary to write an appointment letter and might have a concern about proper Appointment Letter Format. An appointment letter is a necessary part of the entire job process. The appointment letter should look professional and provide important details to the new employee. The appointment letter is also considered official notice that the individual has been hired.
Therefore, the letter also serves as a very valuable record and contract between the employer and the employee. Proper format is important. The 8 different appointment letter samples here are representative of proper Appointment Letter Format. They are easy to customize to your specific requirements.
Common Appointment Letter Mistakes to Avoid
As noted, appointment letter is straightforward, but it is important to consider important aspects that can have negative implications to the business or the candidate.
Using vague terms: Using unambiguous terms can be easily misinterpreted, for instance, referring to compensation as a yearly can be interpreted as a commitment to retain the person for the entire year.
Not outlining the process of hiring: For most companies, the letter of appointment is a simple process that starts when the job is advertised to then the job is accepted. It is clear to state clearly the steps that the applicant will have to go through before he or she begins working.
Not asking for a copy: Always ask for a signed copy of the letter; it is not only good for business but also ensures that the employee understands the new role in the organization.
Most business letters are composed in the basic block format. However, other formats are also acceptable. Remember, that the appointment letter should include the business logo at the top. Therefore, it is advisable to compose the letter on company letterhead to make the letter look even more official. Begin with a cordial greeting to the recipient. Add all the important details in the body of the letter. Conclude with an official signature.