22+ Appointment Letter Templates & Examples


After numerous sets of different tests and taxing rounds of interviews, a job applicant or candidate will surely expect to receive an appointment letter after such a grueling screening process. While receiving one can be exhilarating, sending one can be quite a responsibility if you have no idea on how to make an appointment letter.

Send a candidate the good news of finally reaping the fruits of his or her labor with the use of the appointment letter templates provided in this article. In addition to that, we have also provided some discussions on how to come up with your own appointment letter and the elements that make one.

Elements of an Appointment Letter

Depending on your company’s preferences, here are the possible elements of what makes up an appointment letter:

1. Job Title: The job title and a brief job description of the position applied for by the new employee must be written in an appointment letter.

2. Commencement Date: Indicate the target date and time as to when the new employee should report to work for his or her first day in your company.

3. Initial Basic Salary, Allowances, and Deductions: The salary that you and the new employee have agreed upon must be indicated in the appointment letter, as well as the allowances that he or she is qualified in receiving upon employment, and the default and possible deductions, such as contributions, tax deductions, and late or absences deductions. You may also see job appointment letter examples.

4. Probation and Confirmation: Specify the span or period of time of the new employee’s probation period, along with the conditions that will enable him or her to achieve a permanent employee status in your company.

5. Duties and Responsibilities: This clarifies the tasks the new employee must only be doing and sets boundaries to his or her role in the company.

6. Working Hours: Indicate the number of hours that the new employee must serve every single working day. Along with that are the expected log-in and log-out times, the number of working days within a week, and weekly off or rest days.

7. Holidays and Leave Policy: Depending on your company policy, make sure you clearly outline the holiday and leave policy on the appointment letter, along with the conditions and requirements that must be compiled and provided in order to qualify for leave.

8. Company Rules and Regulations: Depending on your company, cite the rules and regulations that are being enforced. Be clear and specific with it and give it utmost regard so the new employee will be compelled to comply.

9. Termination and Resignation: In the event of termination and resignation, make sure the new employee knows the terms on the resignation process resign and the terms of the company’s termination process.

10. Other Terms and Conditions: Aside from what has been mentioned above, you may also include other terms and conditions that you would like to include. It must be relevant to your company and have been agreed upon by both parties. You may also see appointment notice examples

11. Employee Signature: Since appointment letters are also considered as a binding legal document, you have to affix your signature to provide formality in his or her acceptance to his or her appointed position.

22+ Appointment Letter Templates

Interview Appointment Letter Example

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Restaurant Confirmation of Interview Appointment Letter Example

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Letter to Customer Not Home for Service Appointment Example

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Interview Appointment Letter

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Appointment Letter for Employment Interview and Testing

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Not at Home for Service Appointment Letter to Customer

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Agent Appointment Letter for Marketing

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Appointment Letter for Accountant

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Appointment Letter for General Manager

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Appointment Letter for Managing Director

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Appointment Letter Template for Teacher

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Business Meeting Appointment Letter

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Cancellation of Appointment Letter

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Doctor Appointment Letter

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Hospital Appointment Letter

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Job Appointment Letter Template for New Employee

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Missed Appointment Letter

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Private School Teacher Appointment Letter

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Real Estate Agent Appointment

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Simple Appointment Letter

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Subcontractor Appointment Letter

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Teacher Appointment Letter

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Temporary Appointment Letter

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How to Make an Effective Appointment Letter

Here are some guidelines on how you can make an effective appointment letter that you can easily follow:

  • Have a clear layout: Having a clear layout will enable you to also lay out the specific terms, conditions, and details accordingly.
  • Make sure its packed with information: Never provide incomplete information because in the event you miss providing some important information will only lead to confusion and complications. You may also see offer letter examples.
  • Make sure the details have been agreed upon: Do not include any details that have not been agreed with the new employee prior. You may also include exploring possible questions and/or issues regarding the workplace.
  • Do not forget including the contact information: The person receiving the appointment letter might have further inquiries. To accommodate these, make sure you include your contact details.
  • Do not discuss other things: Do not forget that you still have to provide an employment contract so make sure you avoid writing any details that should only be in an employee contract.
  • Write in an engaging tone: An appointment letter is already a formal legal document and if you also write in a strict formal tone, it can only intimidate the new employee.

Appointment Letter FAQs

Here are the answers to the frequently asked questions regarding appointment letters:

What is an appointment letter and what purpose does it serve?

After discussions and negotiations regarding a job offer with a candidate, an appointment letter will serve as the official document that will issue or inform to a candidate that he or she is qualified to join the organization he or she applied to, along with the terms and agreement both agreed upon by the company and the candidate.

What is the difference between appointment letters and offer letters?

Appointment letters will always be preceded by offer letters. Offer letters are given to reiterate the decision of the employer regarding the employment opportunity offered to a candidate while appointment letters are given after the acceptance of the offer. Appointment letters can basically serve as proof that the company has finally hired the candidate.

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