Appointment letter format

The appointment letter is the detailed terms of employment a company issues once a candidate has accepted the offer, usually on the day they join. This template covers designation, date of joining, place of work, salary, probation and confirmation, working hours and leave, notice period, confidentiality and verification, and ends with a CTC breakdown annexure.

Templates

• Appointment letter (document): An appointment letter issued on joining, confirming designation, date of joining, CTC, probation, working hours, leave, notice period and confidentiality, with a CTC breakdown annexure in the Indian format.
• Offer letter (document): A job offer letter that sets out the role, start date, salary or CTC, benefits, probation and acceptance deadline, ready to send on company letterhead.

How to use these templates

1. Open the appointment letter and enter your company details, a reference number and the employee's name and address.
2. Give the AI the designation, department, date of joining, location and annual CTC, and ask it to "split the CTC into basic, HRA, special allowance, employer PF and gratuity" for Annexure A.
3. Set probation, notice period, working hours and leave to match your HR policy, and delete clauses that do not apply.
4. Have an authorised signatory sign two copies, give one to the employee and keep the signed duplicate in their personnel file.

Getting the terms of an appointment letter right

• Keep it consistent with the offer letter. If the designation, CTC or joining date changed, the appointment letter should state the final figures and the offer should be superseded.
• Show the CTC breakdown in an annexure, with monthly and annual amounts, and say which parts are fixed, which are employer contributions and which are variable and not guaranteed.
• State probation, how it can be extended and how confirmation is communicated, and give separate notice periods for probation and after confirmation.
• Courts in India generally do not enforce bans on working for a competitor after employment ends, so a long non-compete clause adds little. Confidentiality and non-solicitation clauses are more useful; take legal advice for senior roles.
• In the UK, employees must get a written statement of their main terms on or before their first day. In the US, the letter usually confirms at-will employment. Have HR or an employment lawyer review your template once.

Frequently asked questions

When is an appointment letter issued?

After the candidate accepts the offer, most often on the joining date or within the first few days. Some companies issue it after verification of documents and background checks are complete.

What is the difference between an appointment letter and a joining letter?

A joining letter is usually written by the employee to report for duty on the joining date. The appointment letter comes from the employer and sets out the terms of employment.

Does an employee need to sign the appointment letter?

Yes. The employee signs the duplicate copy to confirm acceptance of the terms, and HR keeps it on file. Ask the employee to read it fully and raise questions before signing.

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