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Private Company Appointment Letter Format

Private Company Appointment Letter Format (2023)

Private company appointment letter format will assist you professionally in confirming the position of a recruit by describing the terms and conditions.

You may be responsible for composing an appointment letter if you are a hiring manager, recruiter, or HR professional. This is an official document outlining the employee’s new terms and conditions. Learning how to draft an appointment letter will help you successfully and professionally confirm a new team member’s job successfully and professionally. 

In this blog, we define a job appointment letter, present a step-by-step guide to writing one, and provide a template and several example letters you may refer to while preparing your own.

What is an appointment document?

A letter of appointment for employment is a formal document that offers employment to an applicant. After a final interview or negotiating a job offer, HR experts, such as hiring managers or recruiters, give this paper to the perfect candidate. 

Typically, HR professionals extend an offer of employment before allowing the candidate to evaluate and negotiate the terms and circumstances, including pay and benefits. Then, they can transmit a formal letter of appointment.

The letter is a separate document that verifies the terms and conditions for a new team member. After an employee has formally accepted the position and negotiated their perks, you can send this email. You may tailor a letter of employment appointment to your organization and the position you are filling. 

You might include the following in your document:

  1. Job description
  2. Job description
  3. Official commencement date
  4. Normal work hours Wage and benefits
  5. Additional employment conditions
  6. Next measures and due dates

How do you write an appointment letter?

How to compose a letter of employment appointment

Consider the following when you compose a letter of employment or appointment for a recruit:

1. Add a header

A letter of appointment is a formal document. Thus it is preferable to use a formal letterhead to maintain its professionalism. Include the recipient’s contact details, the date, and contact details at the beginning of your letter. You may make it simpler for the receiver to reach you by placing these details at the beginning of the message. If relevant, you may also include your company‘s logo or letterhead.

2. Include a salutation

You can insert a greeting and intro after your header. Use the person’s last name and a formal greeting such as “Dear” to maintain a professional tone. Alternatively, you may begin with a short introductory line expressing gratitude for the candidate’s time throughout the interview and subsequent talks.

3. Select a format

When composing the body of your letter, you can choose between two standard forms. You may compose the letter in classic paragraph format, using whole sentences for its content. Alternatively, you may employ a contemporary style, with the essential elements divided and presented in strong type. When composing an online appointment letter, it may be easier to see the material if highlighted and separated, but either style is fine. Consider the communication style and preferences of your organization when selecting a format.

4. Offer the place

In the introductory paragraph, offer the addressee the position formally. You may have already communicated this information in a separate job offer letter or email, but it is essential to include it in the appointment letter. This document can be kept in an employee’s personnel file and serves as an official record of the position’s requirements.

Include the official job title in the offer. Consider utilizing nice and professional language while composing a message of welcome. This might demonstrate your enthusiasm for the recipient’s employment with your organization.

5. Describe the function

The next section or paragraph briefly outlines the position and its major responsibilities. This can be accomplished in a simple paragraph or by enumerating many significant bullet points. Being transparent about your expectations guarantees that the potential team member completely comprehends their new position.

6. Include the beginning date

Next, specify the commencement date of the recipient. This date may have been discussed with the receiver during the interview or job offer phase, but it is essential to include it in the job appointment paperwork. You may quickly mention any preliminary talks if you have previously discussed a certain date.

7. List the position’s working hours

Include the position’s duration in the area that follows. This might vary according to the position and organization. For instance, you can include the daily hours with start and finish times or the weekly requirements. You may also indicate whether the position is full-time or part-time in this area. Include if the hours are fixed or flexible as well.

8. Include official compensation and perks

You may share pay expectations with candidates during the interview or job offer stages. Additionally, you may negotiate and choose the ultimate compensation. In the appointment letter, you may add the official remuneration for the position. In this box, indicate whether the employee will be paid hourly or salary.

9. Add supplementary conditions

If additional terms and conditions are pertinent to the position or your organization, include them after your cover letter. This may contain information like the formal contract, dress code, and staff handbook.

10. Close your letter

Include any next actions at the bottom of your message, such as if the recipient must sign a paper or submit an online form. Include the date you require a response if there is a timeframe for acceptance. Sign your name after a formal closing, such as “Sincerely,” and close the letter.

Private company appointment letter format

Here are some letter templates you may use while writing your own:

Example one

Here is a sample letter format in the conventional paragraph style:

[Recipient’s name]

[Recipient’s address]

[Phone number of recipient]


[Your name]

[Your business address]

[Your telephone number is]

Mr./Ms./Dr. [Last Name of Recipient],

[Introductory paragraph expressing gratitude to the receiver]

[Paragraph describing the position’s title, responsibilities, start date, and hours]

[Paragraph outlining compensation and perks]

[Brief paragraph outlining any extra factors, if applicable]

[End paragraph with further actions]


[Your title]

[Your name]

What is the difference between an appointment letter and an employment letter?

It is essential to understand that most appointment letters are not job contracts. This implies that your employer has the right to terminate your employment at any time, even before your formal start date. In most circumstances, you will only be compensated for the hours performed. However, this also implies that you can quit your work at any time. 

Employment contracts are comparatively rare. Unless you were a corporate executive, an independent contractor, or a commission-based salesperson, you generally do not have a legally binding employment contract. Consult with an employment attorney if you are unsure if you have a contract of employment or an appointment letter. Ideally, you must discuss this with the organization before signing any formal paperwork.

FAQ: Private Company Appointment Letter Format

1. Which paper is used in the appointment letter?

Appointment letters are written on the employer’s letterhead and signed by a Management or Human Resources member with authority to hire the candidate.

2. Is an appointment letter a legal document?

A letter of appointment is a kind of HR correspondence delivered to an applicant after the post has been offered and accepted. It is a formal and legal document produced by the firm or organization that selected the applicant. This letter certifies that the candidate for the post has been “appointed.”

3. Who is responsible for issuing an appointment letter?

A letter of appointment, also known as a letter of a job offer, is an official document issued by the employer or HR manager to the candidate to confirm their employment with the business.

4. Is an appointment letter an agreement?

The appointment agreement outlines the terms and circumstances of an independent director’s appointment by a firm and its shareholders.

5. Is the appointment and joining letter the same?

No, The employer provides the candidate with a letter of appointment when the candidate accepts an offer of employment. Conversely, the selected candidate submits a joining letter to the employer outlining his start date.


An employer writes a letter of appointment to the selected candidate following the interview process. Employers can compose appointment letters from scratch or utilize a template. The essential components of a Private Company Appointment Letter Format are the corporate letterhead, employee data, salutation, designation, date of joining, employment terms and circumstances, a celebratory comment, and the letter closing. Appointment letters must retain an upbeat tone throughout. Once the employee-to-be has signed the appointment letter, they are entitled to what was expressed in the letter, and ambiguity might be costly for the employer.

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