Appointment Letter - How to Write, Format and Samples

If you are an employer, you would definitely have to draft appointment letters every time you hire a new employee. It is important to know the details that have to be included in an appointment letter. This article on appointment letter format will help you with it.

Appointment Letter Format – Details to be Included and How to Write

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 in a formal letter. In every other aspect, the appointment letter conforms to the format of a formal letter. Appointment letters can also be sent by mail as a confidential document that is password protected.

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. You have to clearly state the date of joining, job location, designation, emoluments, period of probation/employment, etc.

Appointment Letter Samples

When writing an appointment letter, it is important to mention all the important details regarding the job profile, roles and responsibilities, job location, salary, benefits, etc. Here are a few samples for your reference.

For more sample letters, check out the article on Letter Writing.

Appointment Letter for Employees

Date: 03/01/2022

Name: Ashish Suresh

Address: 8/33, Navy Nagar

Meera Estate

Coimbatore – 641028


Phone: 012345

Dear Ashish Suresh,

On behalf of TCL Technologies, we are pleased to offer you the position of SOFTWARE DEVELOPER. Attached are the terms and conditions of our offer; kindly read these important details carefully, including your compensation and benefits.

Date of Appointment: Your appointment will be effective on your date of joining, which shall be as soon as possible but no later than 20th January, 2022. Please contact us immediately if you require an alternative joining date. In the event of you failing to join us on or before 1st February, 2022, this offer for appointment will stand automatically withdrawn/cancelled without any further obligation from our side.

Designation: Software Developer

Job Location: Bangalore

Working Hours: Your working hours will be from 10 am to 7 pm, 5 days a week (Monday to Friday).

Emoluments: Your per month cost to the company will be INR 35000/-. Your individual remuneration is purely between yourself and the company. We expect you to preserve all the information and any changes made from time to time as personal and confidential.

Posting and Probation: Your service is transferable to any other place or branch of the company, whether now existing or still to be formed, whether in India or abroad. You may also be deputed to any of our customer’s locations. You will be on a probation period of 3 to 6 months, and the company reserves the discretion to extend your period of probation.

We welcome you to our company and wish you a long and successful career with us.

Best Wishes

Yours sincerely,



HR Manager

Job Appointment Letter

Date: December 23, 2021

Name: Rashith Nehra

Address: 6 B, S V R Street


Hyderabad – 500013

Email id:

Phone: 012345

Dear Rashith Nehra,

This is with reference to your application and interviews you had with us on the 22nd of December, 2021. We are pleased to offer you the position of Executive Trainee in the Banking Operations of Fincorp International Private Limited (Company).

The Total Employment Cost (TEC) applicable to you is INR 215,000/- (Two Hundred and Fifteen Thousand Only) per annum. Further details of your TEC package are affixed. You will be eligible to be part of the Performance Linked Bonus Plan that is designed to reward superior performance.

The detailed appointment letter will be handed over to you on the date of joining.

This provisional offer of appointment is subject to the following conditions:

  • Your acceptance of this provisional offer.
  • You join the Company latest by February 1, 2022.
  • Your submission of educational certificates, ID proof, address proof, PAN card within the next 3 months.

Kindly sign the duplicate copy of this provisional offer if you accept the terms and conditions stated above.

We welcome you to be a part of our organisation and wish you a successful career with us.

Best Wishes

Yours sincerely,



Head – Talent Acquisition

I accept

Name _____________

Signature _____________

Date _____________

Appointment Order by Mail

Recipient’s mail id:

Subject: Appointment Order

Dear Serena Joy,

Congratulations! This is to inform you that we are pleased to offer you the full-time position of Academic Counsellor at Edutech International, Hyderabad. Based on your performance in the interview and your portfolio, we are looking forward to having you join us on 07/01/2022 and latest by 17/01/2022.

Owing to the conversation we had, we would like to offer you an annual compensation of INR 150,000/-. The job description is attached herewith for your reference.

You will have access to comprehensive benefits, including twelve casual leaves, HRA, travel allowance and health insurance. Kindly download the detailed offer letter attached with this mail, sign, scan and mail it to us on or before 07/01/2022 so that we can initiate the onboarding process.

Yours sincerely,


Hiring Manager

Mail id:

Contact: 012354

Frequently Asked Questions on Appointment Letter Format


What is an appointment letter?

An appointment letter is a formal letter written to the candidate who has been selected for the particular job role. It is to be signed by the candidate as proof or confirmation of acceptance.


How do I write a simple appointment letter?

An appointment letter should include the following:

  • The date on which the appointment letter is issued
  • The name, address and contact details of the selected candidate
  • The salutation
  • The body of the letter stating the job title, emoluments, job location, probation period and other details


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