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
- 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.
- Job Details: The letter includes critical details about the job such as the position title, job description, duties, and responsibilities.
- Compensation Details: It outlines the salary structure, benefits, and other forms of compensation such as bonuses, incentives, and allowances.
- Start Date and Work Schedule: The letter specifies the start date of employment and the work schedule, including work hours and days.
- Terms of Employment: Conditions of employment, including probation period, employment duration (if fixed-term), confidentiality agreements, and termination clauses, are detailed.
- Company Policies: References to company policies that the employee is expected to adhere to, including codes of conduct, compliance requirements, and other relevant policies.
- 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?
- Selection Process Completion: Once a candidate successfully completes the selection process, the employer decides to extend an offer of employment.
- 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.
- Review and Approval: The draft may go through a review and approval process within the organization to ensure accuracy and completeness.
- Issuance: The finalized letter is issued to the candidate, either through email, postal mail, or personal delivery.
- Acceptance: The candidate reviews the offer, and if acceptable, signs and returns the letter by the specified deadline, officially accepting the employment offer.
- Record Keeping: A copy of the signed letter is kept on file by the employer as part of the employee’s official records.