Formal letter format for Appointment Letter – How to Write, Format and Samples

Employers will need to create appointment letters for every new hire. It is crucial to understand the details required for an appointment letter. This article will provide guidance on how to format an appointment letter.

Formal letter format for Appointment Letter - How to Write, Format and Samples

Format of Appointment Letter – What to Include and How to Write

In most cases, the appointment letter is given in person when the employee joins the company/organization, so it is not necessary to write the sender’s address as you do otherwise in a formal letter. The appointment letter must conform to formal letters in all other aspects. You can also send appointment letters by mail, but it must be password protected.

It is important that you include the name, address, contact details, and email address of your employee in an appointment letter. You have to clearly state the date of joining, job location, designation, emoluments, period of probation/employment, etc.

Appointment Letter Samples

It is crucial to include all details about the job, including the role and responsibilities, the location, salary, benefits, and job location in an appointment letter. Below are some examples for your convenience.

You can find more examples of letters in the article Letter Writing.

Appointment Letter for Employees

Date: 03/01/2022

Name: Ashish Suresh

Address: 8/33, Navy Nagar

Meera Estate

Coimbatore – 641028


Phone: xxxxxxxxxx

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event of you failing to join us on or before 1st February, 2022, this offer for appointment will stand automatically withdrawn/cancelled without any further obligation from our side.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: xxxxxxxxxx

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: xxxxxxxxxx

Frequently Asked Questions on Appointment Letter Format

What is an appointment letter?

An appointment letter is a formal correspondence sent to the candidate after they have been chosen for the job. The candidate must sign it as confirmation or proof of acceptance.

How can I make a simple appointment letter for my client?

The following should be included in an appointment letter:

  • The date that the appointment letter was issued
  • Name, address, and contact details for the candidate selected
  • Salutation
  • The body of the letter should include the job title, emoluments and job location.

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