The sample appointment letter made available here is for comparison with your organization's present format of appointment letter. See whether you need to make any improvement.
There are many websites that provide samples of such appointment letters and other documents.
Use the samples as a guide. Do not copy every word used which is described by some as "lock, stock and barrel."
When preparing letters of appointment, remember to include all the fundamental terms.
Having a good appointment letter is an important part of the recruitment activity.What is an Appointment Letter?
An appointment letter is a legal document that serves as a written confirmation that your organization has agreed to employ someone and that person has agreed to work for your organization in return for pay.
In it are listed all the main terms and conditions of employment. It must state all the fundamental terms without fail.
Fundamental terms are those terms described as going to the root of the contract. The contract stands or falls depending on whether these terms are stated or not.
If appointment letters fail to mention the fundamental terms complications can arise later on.
But it is not wise or recommended to state every conceivable terms and conditions. It will become too long and difficult to manage. You will see that this is so as shown in sample appointment letters.
In any event some terms and conditions of employment are implied. These are binding although not stated.How an Appointment Letter Looks Like
It is dated and has a reference number.
It is addressed to the successful applicant using the address that he or she has given in the application letter or form.
The heading is usually in bold capital letters positioned at the centre of the page.
There is a one-line space between the heading and the commencing paragraph.
The first paragraph informs the applicant that he or she is offered the position that had been advertised and for which he or she had applied for. For example, the vacancy being filled is that of an HR professional.
The following paragraphs list out the fundamental terms and conditions of employment.
One fundamental term that an appointment letter must contain is that the employee is subject to deployment or transfer to any area of the organization's operations including subsidiaries and even associated "companies".
The appointment letter must state that the selected candidate must accept the offer within a specified period of time such as within thirty days from the date of the letter. Do not leave the offer open "forever". In any case, it becomes impossible for the successful candidate to accept the offer after the lapse of a reasonable time period.
The executive who has the authority "to hire and fire" must sign the appointment letter. This is usually the CEO, otherwise it is delegated to the HR Head.
The board of directors can delegate responsibility to an executive whose rank is lower than the CEO by whatever he or she called such as Managing Director, Executive President, and so on.
Number of Copies of Appointment Letter and Distribution
Prepare at least three (3) copies of the appointment letter.
The original copy is forwarded to the successful candidate.
One duplicate copy is for filing.
The third copy of the appointment letter is forwarded to the successful job applicant if you want the person to indicate his or her acceptance on the appointment letter itself. It is returned after signing.
This is a sample appointment letter. Your organization can make modifications as the situation requires or as your organization deems appropriate. On the other hand, you may want to use a sample of appointment letter.
(Company's Letterhead, Address and Logo)
(Name of Successful Applicant and Address)
Dear Sir/Madam, (or State Name)
APPOINTMENT AS ....................................................
We are pleased to offer you employment in the position of (State Title of Position and Grade, if any with effect from ... (state date).
This appointment is subject to the following terms and conditions:
Example: You are entitled to ... (state type) allowance of ... (state amount) per month.
Example: You are required to serve a probationary period of ... (state period in weeks) after which your service will be confirmed subject to satisfactory performance. The probationary period may be extended or shortened at the absolute discretion of the Company. During the probationary period, the appointment may be terminated by either party giving ... (state period in weeks) notice in writing to the other party or on payment of one (1) month salary in lieu of notice.
Example: "You are required to perform the duties and responsibilities related to your position at any division, department or section in the Company or within the Group of Companies. You will be deployed at .......... (state place)."
"Monday to Friday: 8.00 a.m. to 5.00 p.m.
Lunch time: 12.00 noon to 1.00 p.m.
Two (2) tea breaks of 15 minutes each.
The Company reserves the right to change your working days and hours."
(Note that the working hours for shift workers are different.)
You are entitled to ... (state number of days) annual leave in addition to ... (state number of days) gazetted holidays observed by the Company."
You are subject to transfer or secondment to any place where the Company has an office or when required in the course of performing your duties.
"You shall at all times, devote your full attention and skill to the affairs of the Company and will endeavor to your utmost ability to promote and advance the interests of the Company.
Accordingly, you undertake that:
Sub-paragraph 2 may specify that information available in the public domain is excluded.
"After confirmation of your employment, notice of termination of employment will be three (3) month’s notice in writing or three (3) month’s salary in lieu of notice from either party.
Notwithstanding the aforementioned, the Company shall be entitled to terminate your employment without notice, indemnities and compensation in any of the following events:
i) if you are, in the opinion of the Company, guilty of dishonesty, misconduct or negligence in the performance of your duties;
ii) if you have been found to have committed a serious breach or continual material breach of any of your duties or obligations;
iii) if you are found to have made illegal monetary profit or received any gratuities or other rewards, in cash or in kind, out of any of the Company’s affairs or any of its subsidiaries or related companies."
The retiring age is at fifty-five (55) years.
In the absence of evidence of the exact date of birth the employee shall retire on 31st December of the year the employee attains fifty-five years of age. You can include this in the appointment letter.
(Note: The retirement age may differ from country to country, from organization to organization and whether you are working in the public or private sector.)
**If you find that the terms are favorable, please indicate your acceptance within thirty (30) days from the date of this letter.
This offer will automatically lapse and can no longer be accepted if we do not hear from you by the stipulated date.**
for and on behalf of ... (Name of organization)
(Name of CEO and designation)
Alternatively, you may want the selected candidate to indicate acceptance on the duplicate copy of the appointment letter with wordings such as:
"If you find that the terms are favourable, please indicate your acceptance within thirty (30) days from the date of this letter by signing on the duplicate copy of this letter and thereafter returning it to the Human Resource Department."
If we do not receive your reply by the stipulated date, this offer will automatically lapse and can no longer be accepted.
(This paragraph is included on the lower part of the appointment letter if this is the format used. See the paragraphs between the two asterisks **. However, you may want to use your own words other than those used in this appointment letter sample.)
I have read and understood the terms and conditions stated in the appointment letter and hereby confirm my acceptance / rejection of the offer of appointment as ____________________.
It appears that there are not many organizations that use this type of format as seen from sample appointment letter.
The sample appointment letter found herein is just one of many possible versions.
Check out other formats of sample appointment letter.
It is important to know the legal requirements in the preparation of appointment letters. You may observe evidence of this in any sample appointment letter.
Find out provisions of the law in your country or in the country where you are carrying out your activities. Ensure that the terms and conditions of appointment in the appointment letter comply with the current law.
You may also want to find the best sample appointment letter currently available on-line. Even if this is not available, you may draw guidance from the explanation above in preparing the appointment letter for your organization.
When you have some doubts on the implications of the wordings you use, ask your legal adviser.
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