Appointment Letter : Dos, Don'ts and How to write one

An appointment letter is usually drafted by an organization after a job candidate has successfully made it through an interview. This article will cover the features of an appointment letter, its importance and how to write one.

What is an appointment letter?

An appointment letter is a formal document written by a company to a candidate that has just been offered a job. The letter often includes details about the job, duties and job description, resumption date and salary. In addition, some appointment letters may contain information about health insurance and work breaks. If an organization finds a candidate worthy of a job offer after an interview, they agree on the remuneration. Also, the candidate confirms and agrees with the terms and conditions; after all these, the company sends an appointment letter to the new employee. Often, the letter is handled by the human resource unit of the organization.

Features of an appointment letter

The purpose of an appointment letter is fulfilled only when it contains the correct information. The letter should include the following:

• A correct date 
• Name, address and contact details of the selected candidate
• Greetings
• The body of the letter ( position offered, job location, remuneration)
• Terms of probation
• Information on incentives
• Commitment and declarations
• Information about termination
• Terms and conditions 

Types of Appointment Letters

Since there are different types of jobs, depending on the duration and cause, appointment letters should be tailored appropriately. Appointment letters are specifically written for each of the following:

• Permanent job appointments
• Temporary job appointments
• Contractual appointments
• Part-time job appointments
• Internship appointments

How to write an appointment letter

Now, we know the vital information to include in an appointment letter. The formal document comes to life when it is appropriately crafted. Let's see how to do that.

Make use of a letterhead

Using a letterhead for an appointment letter makes it more official. The letterhead is a professional representation of the company, having the company's logo, name, address and contact details. If a candidate gets a branded letter, it sends a good signal and increases the credibility of such a company.

Do proper salutation

Greetings are essential; just like it is the best way to start any letter, it is the same with appointment letters. You can say "Dear Obafemi"; however, ensure you use the candidate's official name. 

Use the appropriate style for the body of the letter

To write the body of an appointment letter, there are two ways you can go about it. You can either use the paragraph style or the modern style. While the paragraph style allows you to write your sentences in full, the modern style bullets your points. The modern style, however, increases readability. The candidate finds it easy to go through every content of the letter without getting tired or confused.

Introduce the letter 

If you need to learn how to start the letter, please know that the introduction part should contain the position the candidate is offered. For example, "Sales Manager" or any other role the candidate applied for. 

Describe the duties and responsibilities 

After you have introduced the letter, you can go ahead to highlight the candidate's duties and responsibilities. It is always better to put this section into bullets. Be detailed about every task you include in the letter.

Start date and working schedules

During the interview, employers usually ask job candidates when they are ready to start a job. The dates and expected weekly working hours are included in the letter.

Include the salary, benefits, terms and conditions and close the letter

As concluded during the negotiation stage, include the salary and other incentives such as health insurance or pension. Also, outline the terms and conditions you think the candidate should know. To close the letter, you should do that on a cheerful note. Also, you can add "Yours sincerely", stamp and append a signature. If the candidate needs to sign, create a section for one.

Dos and Don'ts

• Refrain from making simple mistakes. Please read the document over again to be sure it is error-free.
• Keep extra copies of the letter after you have sent a copy to the candidate.
• Try to use detailed and explicit information.

Difference between an appointment letter and an offer letter 

Several times, people have concluded that both letters are the same. It's tempting to agree that there are no differences, but the letters are really different. When a company decides to hire job candidates, they send them a letter stating the job designation, salary offers, incentives and every other thing the selected candidates should know. This letter is an Offer Letter, and usually, it requires that the selected candidate send a response. The response will reveal whether the candidate is willing to take the job. 

An Appointment Letter is a confirmation letter sent to the candidate stating the resumption date, working hours, job location and the agreed salary. While the offer letter requires that the prospective employee sends a response, there is no need to reply to an appointment letter.

How to put an appointment letter to good use 

The letter is a document that binds the employer and the employee, which means that they must both agree to the terms stated in it. If there is ever a time any of both parties violates the term, they could always refer to the letter to fix the discord.

Conclusion

The appointment letter serves as a written record of the job offered to a candidate. It helps to protect the employer and employee by highlighting the terms of the employment agreement. It is crucial for both parties to carefully review and understand the contents of the letter, as it forms the basis of the employment relationship.