Effective Writing of Appointment Letter

Published: 11th May 2011
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Appointment letter is written to confirm a job offer for a specified position in a company or an organization. After the rounds of job interview get over, the employer scans the personification, abilities, and credentials of the candidate and then if satisfied sends across a letter of appointment. The letter should include the designation, specify duties to be performed, and the salary package offered. It should be presented in a professional manner with a purely official approach.

To help you write an appropriate letter, here are some of the best tips:

• First make sure that the letter is addressed to the person whom you have appointed.
• Use a cordial, positive, and congratulatory tone.
• Give specific details of the work profile and a complete break-up of the salary package.
• This is a formal business letter and hence it should be printed on the company’s letter head.
• Start with a greeting and the subject line in clear words. Clearly state the confirmation of the job.
• Mention the date of joining and request the candidate to reply at the earliest of any change in dates have to be considered.
• Also mention the details if in case you wish to fix an appointment for discussions. State clearly the date, place, and time of meeting.
• Mention your contact details including your official number, personal number, email id, and contact address. This enables the reader to contact you for any kind of further discussion or resolve any query regarding the job profile.
• Ensure that there are no grammatical and spelling errors in the letter.
• Close the letter in a welcome note in a way to send a warm welcome to the reader for joining the organization.

To help you more on writing effective appointment letter, here is a sample letter of appointment:

Sender’s Name
Sender’s Address

Date: dd/mm/yy

Receiver’s Name
Receiver’s Address

Dear Sir/Mam,

We are pleased to offer you the designation of Content Developer in XYZ Company. In accordance to the job requirements and company’s need, you seem to be the most competent candidate.

Your job appointment will start on Monday, dd/mm/yy at 8 am. You are offered a package of 3.5 Lac per annum along with some bouquet of benefits and bonuses in accordance to the company’s policies.

For further queries and discussion you are free to contact the HR department.

We look forward to hearing from you to accept the appointed job.


XYZ Company

For more, check Appointment Letters.

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