- The letter is sent right after the company selects the candidate for a particular job or position.
- Like other business letters, an appointment letter does not include long paragraphs.
- In one read, the individual should understand everything that the company is trying to say.
Business letters have always been a crucial part of human resources. HR managers write a host of letters, from offer letter to experience letter, on a daily basis. Although we are living in a digital era, it is important to know the basic principles of writing. Since HRs are the individuals who represent their companies in the market, they are supposed to have a clear understanding of every business letter they draft.
In this blog, we will talk about the appointment letter that is a written form of communication between a company and an employee or prospective employee.
Keep reading to know more about appointment letters!
Let’s start with the definition of an appointment letter.
An appointment letter is given to a new employee to inform him/her about the date of joining, place, and other important information. The letter is sent right after the company selects the candidate for a particular job or position. In short, it is a professional way to welcome a new individual to the company.
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Like other business letters, an appointment letter does not include long paragraphs. That being said, it is the duty of the HR professionals to keep it short and relevant that in turn, will give a good impression in front of the new employee. Coming to its purpose, an appointment letter is a contract between an employee and the employer that even acts as written proof.
Appointment Letter Format?
As we discussed earlier, the appointment letter format should be to the point. In one read, the individual should understand everything that the company is trying to say. Hence, HRs should know the right way of writing an appointment letter. Fortunately, you can find a number of appointment letter formats or templates on the internet today. To make your job a little easier, here is a step-to-step guide you can follow while writing an appointment letter:
First things first, appointment letters should be written on the letterhead of the organization. Along with that, HR managers should ensure that the letter follows the block style of business letter writing.
The second thing HR managers should make sure of is that they use warm words and a welcoming tone. For instance; “We, XYZ, are pleased to offer you the role of ABCD with a starting date of Tuesday, December 07, 2020.”
In order to keep the appointment letter format short, do not end up skipping the important details. Now, these details can be different for every company; however, here is some information a company should include in an appointment letter:
- Joining date
- Name of the role, position, and responsibilities
- Working hours
- The correct address of the company
- Name of the company
This step is optional; however, it can add value to the letter, if included. Here, HRs can include details such as the salary of the employee, employee benefits such as EPF, gratuity, etc, medical benefits, and other terms that were discussed in the interview.
Next, HRs should clearly mention the date by which the employee is supposed to sign and send back the letter. Most times, HR managers ask employees to just acknowledge the letter. And, employees, on the other hand, do the same whenever they feel like. To avoid such a situation, HRs should keep it clear in the letter itself.
An appointment letter should always close with a positive note. For instance, “We look forward to your response or “In case of any query, feel free to contact us”.
The final part is ending the appointment letter with ‘Sincerely’ followed by your name, designation, and signature.
This is one of the important steps that is overlooked by a good number of HR professionals. Do not forget to proofread the letter and check every information before sending it forward.
That is it!
We hope this blog helped you to learn more about the appointment letter format.