Appointment Letter

Appointment Letter Definition

An appointment letter, also known as a job offer letter, is a formal document issued by an employer to a candidate who has been selected for a job position. This letter outlines the terms and conditions of employment, including job title, start date, compensation, benefits, and other important details.

Appointment Letter Key Features

  1. Official Offer of Employment: An appointment letter is a formal offer of employment provided by an employer to a candidate who has been selected for a position. It signifies the official confirmation of employment.
  2. Job Details: The letter includes critical details about the job such as the position title, job description, duties, and responsibilities.
  3. Compensation Details: It outlines the salary structure, benefits, and other forms of compensation such as bonuses, incentives, and allowances.
  4. Start Date and Work Schedule: The letter specifies the start date of employment and the work schedule, including work hours and days.
  5. Terms of Employment: Conditions of employment, including probation period, employment duration (if fixed-term), confidentiality agreements, and termination clauses, are detailed.
  6. Company Policies: References to company policies that the employee is expected to adhere to, including codes of conduct, compliance requirements, and other relevant policies.
  7. Acceptance: It typically requires the recipient to sign and return a copy as an acceptance of the offer and the terms of employment.

How Does Appointment Letter Work?

  1. Selection Process Completion: Once a candidate successfully completes the selection process, the employer decides to extend an offer of employment.
  2. Drafting the Letter: HR or the hiring manager prepares the appointment letter, ensuring it includes all the key features and adheres to legal and organizational policies.
  3. Review and Approval: The draft may go through a review and approval process within the organization to ensure accuracy and completeness.
  4. Issuance: The finalized letter is issued to the candidate, either through email, postal mail, or personal delivery.
  5. Acceptance: The candidate reviews the offer, and if acceptable, signs and returns the letter by the specified deadline, officially accepting the employment offer.
  6. Record Keeping: A copy of the signed letter is kept on file by the employer as part of the employee’s official records.


An appointment letter should include the job title, start date, salary, benefits, work hours, reporting structure, and any other relevant information about the job offer. It should also specify any conditions that the candidate needs to meet before starting the job.

Yes, an appointment letter is a legally binding document that outlines the terms and conditions of employment between the employer and the employee. It serves as a reference point for both parties in case of any disputes or misunderstandings.

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