Appointment Letter: Updated Format, Sample & Best Practices for 2025-26

A formal letter, that a boss gives to a person who has been picked for a job within the company is known as an appointment letter. It shows that you have a job and makes clear the rules, standards of the job. It's important to know how an appointment letter is put together, what its parts are, and how it differs from an offer letter, whether you're an employer writing one or an employee getting one.

This article will show you the most important parts of an appointment letter, give you a sample, and answer common questions like what the difference between offer letter and appointment letter.

What is an Appointment Letter? An official document that certifies employment and outlines the essential terms and circumstances of the position, an appointment letter is given by an employer to a chosen applicant.  It is sent out prior to (or at) the start of work and following the candidate's acceptance of the job offer (also known as the offer letter).

By outlining the function, compensation, reporting structure, responsibilities, work location, and other details, it creates the employment relationship.

Key Components of an Appointment Letter Format

It's important to include the following things in an interview letter to make it complete and professional:

• Date, address, and logo on business letterhead.
• Complete name, address, and phone number (or email) of the candidate.
• "Appointment Letter for [Job Title]" is an example of a title or subject line.
• Salutation and the first paragraph (confirmation of appointment and a congrats tone).
• Details of the role include start date, work hours, department/location, reporting manager, job title, and probationary period.
• Salary basis, payment schedule, bonus or incentive structure, and perks (wellbeing, retirement, leave, and health) are all examples of compensation and benefits.
• Workplace and attendance (including expectations for onsite, remote, and hybrid work).
• Roles and responsibilities: an overview of the main tasks and requirements.
• Terms and conditions include notice period/termination, probation confirmation, contract type, and corporate rules (code of conduct, confidentiality/NDA, intellectual property, remote work protocol, and non-compete if applicable).
• Acceptance clause and digital/physical signature: the candidate signs (and returns) a copy to attest to acceptance.
• Acceptance deadline and subsequent actions (orientation, equipment issuance, and onboarding).

Appointment Letter Format in Word

Making an appointment letter format in Word is easy. Here is a methodical guide:

• Open Microsoft Word either starting with a blank document or choosing a professional template.
• At the top add the company letterhead.
• Enter the date and staff information.
• Arrange the material using bullet points and headings.
• Before forwarding the paper to the staff, save it in a safe format, like PDF.

Word lets you quickly update and personalize the letter as required. To get going, find a sample appointment joining letter format below.

Sample Appointment Letter

[Company Letterhead]
[Company Name]
[Company Address]
[Zip Code, City, State]
[Date]

[Employee Name]
[Employee Address]
[City, State, ZIP Code]

Subject: Appointment Letter for [Job Title]

Dear [Name of Employee]

We're happy to officially name you for [Job Title] at [Company Name]. The start date of your job is [Start Date] and you will be reporting to [Name of Reporting Manager] in [Name of Department].

Terms of the job:
Probation: [Duration]
Hours of Work: [Begin Time] to [End Time], [Days of Work]
Salary: [Amount] per month, due on [Payment Date].
Benefits: [List of Pros, such as health insurance and paid time off]

Roles and Responsibilities:

As a [Job Title] your primary responsibilities will include:

[Responsibility 1]
[Responsibility 2]
[Responsibility 3]

Please look over our company rules which are attached for your convenience. These rules include our code of behavior and confidentiality agreement.

Please sign and return a copy of this letter by [Deadline Date] to show that you agree to this meeting.

We are excited to have you on our team. If you have any questions, please feel free to get in touch with [HR Employee Name].

Sincerely,
[Employer’s Name]
[Job Title]
[Company Name]

Acknowledgement: 
As [Employee Name], I agree to the terms and conditions set out in this letter of employment.

Signature: ___________________________
Date: _____________________________

Difference Between Offer Letter and Appointment Letter

While linked, the offer letter and appointment letter serve different purposes in the hiring process:

• When issued: The offer letter is sent after selection but before the candidate formally accepts the role; the appointment letter is issued after the offer is accepted and confirms the appointment.

• Content depth: The offer letter covers the essential terms (position, salary, joining date) and invites acceptance; the appointment letter provides full detail of role, terms, policies, start date, responsibilities, probation, etc.

• Legal status: The appointment letter acts as formal confirmation and becomes part of the employment record; the offer letter is typically less detailed and not always legally binding unless accepted.

Understanding this difference helps avoid confusion and ensures clarity between employer and employee.

How to Write Appointment Letter

Follow these tips if you don't know how to write appointment letter:

• Be precise and succinct:  Steer clear of superfluous legalese and speak plainly.
• Discuss all pertinent details:  Make sure to include information on the position, pay, perks, work location (remote, hybrid, or onsite), probation, and policies.
• Be professional but approachable:  To start off on a good note, start with a congrats.
• Adjust for the position and situation, such as full-time versus part-time, contract versus permanent status, or remote or hybrid work environments.
• Verify legal compliance by going over pertinent local labor laws, regulations for remote employment, confidentiality/IP provisions, and notice periods.
• Enable digital ease: Take into account enabling digital upload and acceptance/signature through the onboarding system.
• Proofread: Carefully review all information, including names, dates, and salaries, as errors may lead to misunderstandings or legal problems.
• Save and distribute in a safe manner:  Save as a PDF for your records and send it to the HR and employee files.

By following these tips, you can make an appointment joining letter format that works and follows the rules of your organization and the law.

Read More: What is Difference Between Appointment Letter and Offer Letter?

Conclusion

More than just a formality, a well-written appointment letter establishes expectations, fosters trust, and serves as the foundation for the working relationship. Both the employer and the employee can get off to a good start in their employment by adhering to a clear format, including current provisions (remote work, digital onboarding, IP protection), and keeping a professional tone and accuracy.

Read More: Writing Winning Job Application Letter: Tips and Advices