12 Samples of Temporary Appointment Letters

Many companies hire staff on temporary, short-term contracts to meet specific needs or goals. These temporary employees are typically hired through staffing agencies, which help them find organizations with temporary staffing needs. Temporary employment can be a good option for both employers and employees. It allows employers to hire additional staff as needed.

Additionally, employees may gain experience and transition to a permanent position. It is commonly used to cover unexpected workloads, evaluate an employee before giving them a permanent contract, hire someone when permanent employees are on leave, or when specialized skills or expertise for a specific project or task are needed.

This article will provide a complete guide and specific considerations to help you draft an appointment letter for a temporary employee. Free downloadable templates will also be provided to help you write a professional letter.

Given below are the temporary appointment letter templates that you can download for free:

What is a Temporary Appointment Letter?

A letter to notify an employee of their appointment as a temporary employee is usually issued by a hiring manager. Since it is not a permanent contract, it only specifies information on the duration of employment, duties, and responsibilities of the employee, pay rate, and other relevant details. 

A temporary appointment letter may also include information about the benefits and any additional terms and conditions that apply to their employment. The letter may include a clause stating that the employment is at-will.

At-will employment can be terminated at any time by the employer for no reason, and similarly, the employee is also free to quit employment without notice as well. This is in contrast to permanent employment, which typically has specific conditions for the termination of the contract for both parties.

When to Use a Temporary Appointment Letter?

There are a few situations when you need a letter to hire temporary employees. For example, you might need to temporarily appoint someone to cover for an employee on maternity leave or an employee taking a sabbatical. In both cases, the temporary employee must understand that the role is only for a specific period and that there is no guarantee of a permanent position afterward.

Another situation is when you are recruiting for a role that is only required for a specific project or period. In this case, it is essential to state in the letter that the project is only temporary and the employment would end as the project ends.

A letter to appoint temporary employees is a formal business letter and should be formatted accordingly. It should clearly state that the position is only temporary. This information should be clear to prevent future misunderstandings.

The following is a step-by-step guide to drafting this letter:

Step 1: Provide the date and candidate’s information

Write the current calendar date followed by the name, address, and contact information of the candidate to whom you are addressing the letter, as shown in the example below:

 July 13, 2023
Claire Bundy
13 Woodstone Dr.
Mandeville, Louisiana (LA), 70471
(850) 235-6144

The candidate should be certain that the letter is for them. Present this information accurately.

Step 2: Include a formal salutation

Write a polite salutation below this information.

The following salutations are acceptable:

–Dear Sir or Dear Madam,
–Dear [First Name], or
–Mr., Ms., or Mrs., followed by the candidate’s last name.

Step 3: Write a congratulatory statement

In the first paragraph, congratulate the candidate on their selection for the position and convey your excitement regarding their appointment in your organization.

For example:

We are thrilled to welcome you to our team for this short-term, temporary position. We are confident that you will be a valuable asset as a staff member. Congratulations on your appointment, and we look forward to a successful collaboration.

Step 4: Include the job title and its terms

Specify the position the candidate will fill and outline the terms of the temporary appointment.

Include the start and end dates of the appointment, or specify that employment will continue until otherwise notified. If needed, mention the at-will clause, and you or the candidate can terminate employment at any time. You should also specify to whom they shall report while at your organization.

For example:

We are pleased to offer you a temporary appointment as [Position] with [Company Name]. This appointment will be effective on [start date] and continue until [end date].

Note: The terms of employment in a temporary appointment letter should be succinct, as this helps ensure that your employee clearly understands their roles and responsibilities. Do not misrepresent the job as permanent just to get a candidate. It would be best if you also mentioned additional conditions for employment, such as drug testing, references, or background checks, to guarantee you hire the best candidate.

Step 5: Explain the details of the job

Outline the duties and responsibilities of the candidate. This should include any specific tasks they will be expected to perform and any general obligations that are part of the job.

For example:

Your primary duties as a temporary [position] will include [duties and responsibilities]. In addition to these specific tasks, you will also be responsible for [General Responsibilities].

Step 6: Specify the compensation package and benefits

Indicate the candidate’s salary, including any overtime or other additional compensation. If they are eligible for any benefits, such as vacation or sick leave, include this information in this section.

For example:

Your rate of pay as a temporary [position] will be [rate of pay] per [Hour/Week/Month]. This rate includes any overtime or other additional compensation that may be applicable.

Be clear and specific when outlining the pay rate for the employee to avoid any misunderstandings.

Step 7: Provide a specific date to respond

Include a definite deadline for the candidate to respond to the letter. It is imperative to let the employee know that the position needs to be filled by a specific date. Inform the candidate that a signed copy of the letter needs to be returned to you.

For example:

If you accept this offer, please sign and return a copy of this letter to confirm your acceptance by [date].

Step 8: Guide the candidate on the next steps

Explain the next steps in the hiring process, such as whether the candidate needs to complete additional paperwork, take a drug test, or attend an orientation. You should also include the contact information of the individual responsible for these steps.

For example:

If you accept the offer, please come to our HR office to complete the mandatory background checks. Please bring a signed copy of this document along with your ID documents. You can contact us for further clarification.

Step 9: Signoff the letter appropriately

Thank the candidate for their interest in the position and reiterate your enthusiasm for the candidate’s appointment at your organization.

After this, close the letter with a formal salutation such as “Yours Sincerely” or “Yours Truly,” followed by your name and signature.

For example:

We appreciate your interest in [Company Name]. We are really thrilled to have you on our team and look forward to working with you.

Yours Sincerely,
[Your Name]
[Your Signature]

Note: You can download and utilize one of our pre-made downloadable temporary templates for letters for temporary appointments. This can save time since most of the information is already in placeholders. In addition, a template has a preset structure that helps you avoid making mistakes during the drafting process.

To ensure your letter is well presented, there are some specific details that you must consider. You must include all the necessary information and confirm that your candidate clearly understands the terms of employment.

It would be best to pay attention to the following when drafting an appointment letter for a temporary position:

Follow up if necessary

Depending on the position’s urgency and the candidate’s availability, give the candidate a week to respond to the letter. If you do not get a response from the candidate after the specified period, you can send them a follow-up email or make a phone call to confirm their decision.

Get a signed copy

Send the candidate two copies of the letter, preferably on different colored papers. The candidate should sign and date one and then mail it to you. The candidate should retain a copy for their records and future reference. A signed copy is legally binding and confirms the terms of employment.

Avoid vague generalization

Be specific and clear about the terms of employment in the letter. Vague generalizations can lead to misunderstandings and create uncertainty for the employees about their roles and the terms of their appointment.

Do not make promises you cannot keep

Avoid making promises you cannot keep, as it can lead to disappointment and frustration for the candidate. This can negatively impact their performance and satisfaction when working for you. Be honest and realistic when making commitments in the letter to help foster a productive relationship with your candidate.

• An appointment letter for a temporary position outlines the terms of employment for a temporary employee.
• It includes the employee’s name, the position they will hire for, the duration of the employment, their duties and responsibilities, the rate of pay, and additional benefits the company will provide.
• The letter may also have a clause stating that the employment is at-will and provide information on subsequent steps in the hiring process.
• By acquiring a signed copy of the letter, you and your candidate agree to the specified terms, reducing the risk of misunderstandings or disputes. 
• Avoid vague generalizations and do not make promises you cannot keep to build trust and uphold your credibility.
• Download one of our pre-made templates to help you draft a professional letter that effectively communicates your message.
• By following the guidelines outlined in this article, you can ensure that the appointment letter you draft effectively communicates the employment terms and helps foster a successful employer-employee relationship.