The appointment letter is the first document provided to the candidate who has gone through the interview and has been selected for the position. This is a confirmation that the person has been appointed for a particular job. This letter is a formal letter issued by the organisation where the candidate has been employed. It is an intimation letter given to the selected employee for a particular designation like a graphic designer, a web designer, an accountant, etc., or for an internship.
The appointment letter contains the name of the person being employed for the job and also the designation name, company name and date of appointment. In this article, we will see the format of the appointment letter along with some samples. These samples are provided in words and are simple appointment letters that can be easily prepared.

A well crafted Appointment Letter Format must give full disclosure to all employment  clauses and other terms and conditions offered from the employer’s side so that the candidate convey his / her joining date by accepting all  term and conditions.   The followings Points should be covered in an ideal appointment letter format:
  1. Company’s Letterhead with name & address of the organization (employer)
  2. Issuance Date of the Appointment Letter
  3. Full Name and address of the Candidate
  4. Job Title / Position offered
  5. Job Role & responsibilities
  6. Nature of Job
  7. Permanent    b.   Temporary    C.  Contractual
  8. Office timing
  9. Annual & Monthly salary
  10. Perks and Benefits
  11. Employment Terms & Conditions
  12. Brief of various company policies
  13. Reference or attachment of Employee Handbook or HR Manual
  14. Time length of the contract / Appointment ( if any)
  15. Date of joining
  16. Checklist of Documents need to be submitted at the time of  joining
  17. Security requirements
  18. Commitment or declaration
  19. Provision regarding termination

How to Write an Appointment Letter?

If you find yourself in the position of having to write an appointment letter for someone here are a couple of things to remember.

Appointment letters are always printed on the letterhead of the company and signed by the Management, HR Manager or the person authorized to hire the candidate.

The appointment letter format should follow a formal business format because it is a legally binding document. The job appointment letter marks the beginning of an employee’s journey and should signify the origin of something new and exciting. The tone of the letter should instill expectations but clearly present the agreed upon terms of employment.

Open on a congratulatory note and end with a warm welcome, but make sure the body of the letter contains the exact details of the offer. Remember to mention essential start information, like job title, start date, start time, office location, rate of pay and the name of the immediate superior. If the company requires background checks for new employees, prior to employment, make sure that this is stated clearly in the letter. It would be a good idea to let your legal team have a quick glance at the letter before you send it to the candidate.

Note: If you want to edit these letters online, then please make a copy of the google document before editing.


 Joining Letter 


Dear {Name},

I am pleased to inform you that you have been appointed as the Graphic Designer Post in our organisation {Organisation Name} on the basis of your performance during all the interviews and discussion conducted. We expect the same attitude and performance during your tenure with us. As per discussion your joining date is 1 April 2021. Please note that for security purposes, you will be asked for a valid ID Proof on your first day.

The terms and conditions regarding your appointment along with details of your job are provided in the attached document. You are requested to sign the agreement attached to this letter and revert back as a token of your acceptance.

We are eagerly looking forward to working with you.


Regards,

{HR Name}

HR Manager, {Organisation Name}


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 Appointment Letter Format 


Dear {Name},

Good day!

On behalf of the {Organisation Name}, I am pleased to inform you that the Board of Directors of the company has appointed you as the Graphic Designer in our organisation.

As a Graphic Designer, you are required to maintain the highest order of secrecy with regards to the work and all other confidential information of the company. In case of any breach of trust, your appointment may be terminated by the firm without notice.

I have attached your offer letter and all the necessary documents to process your appointment. Should the proposed terms and conditions be favorable to you, and if you are therefore willing to accept this appointment, please sign the appointment agreement attached to this letter. Your job responsibilities will be discussed with you on the date of your joining.

Welcome to the team, the company is looking forward to working with you.

Regards,

{HR Name}

HR Manager, {Organisation Name}


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 Interview Letter Format 

Dear {Name},

I am writing to you in response to your job application with our company, {Company Name}, situated at {Company Address}. Your application for the position of Graphic Designer has been shortlisted for the interview process.

Your interview for the Graphic Designer position is scheduled on 23rd March 2022 at 03:30 P.M. You are required to bring all pre-employment documents along with your proof of educational attainment. The interview may last for a period of 24 hours and if necessary, you may be requested to wait for the final round of interviews. As we have May candidates for the position scheduled for an interview on the said day, please be present on time for the job interview without any delay.

In the event that you are unable to attend the scheduled appointment for any valid reasons, please contact the Human Resources Department at 9123456798 3 days prior to the scheduled date and they will be rescheduling your appointment date.

We are looking forward to your confirmation of the interview appointment soon.

Regards,

{HR Name}

HR Manager, {Organisation Name}


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 Appointment Letter For Business Partner 


Dear  {Name},

Good day!

{Your Company Name} pleasantly confirms that your company {Partner's Company Name} has been chosen and is duly appointed as our Designing business partner effectively on 23rd April 2021 and shall continue until terminated.

In accordance with such an appointment, I would like to request a meeting with your representative to discuss the details and other terms and conditions necessary to a date suitable to your schedule. To further orient you with the preliminaries of the partnership, I have enclosed herein a letter of the draft of the partnership agreement for your approval and reference.

If you have further questions or suggestions to speed up the transactions for the affectivity of the partnership, please reply to this letter or email us at support@yourdomain.com, whichever is convenient.
Regards,

{Manager Name}

Manager, {Organisation Name}




 Appointment Letter For Graphic Designer 



(Date)

(Address)

Dear,

I am pleased to formally offer you the position of Graphic Designer in Creative Services at NB Digital Studio. Your appointment will be forwarded to the Board of Trustees for confirmation at their next meeting.

This appointment will be effective before 31 March 2021. Your annualized salary will be 2.4 Lac per annum. In addition to your salary, you will be eligible for fringe benefits extended to our Executive, Administrative and Professional staff. Your appointment is subject to the provisions of our Administrative Manual. Information on this, as well as your benefits orientation, will be sent to you from Human Resources. The Administrative Manual can be found at our website. Also, you will be invited to attend a new staff orientation meeting. Information about this will be sent to you after your appointment begins. In the meantime, please enjoy a “virtual” new staff orientation by visiting our website.

Please sign, date and return the original copy of this letter by 25 March 2021 as official acceptance of the appointment conditions imposed. A copy of this letter is provided for your personal files.

Welcome to NB Digital Studio!


Sincerely,

Name:                                                      Signature:


Title:                                                         Date:


cc: Executive Officer
     Budget Office
     Human Resources
     Department




Appointment Letter Sample Template



                                                                                                                                Dated_________



Name:-______________,

Father’s Name:-_______,

Address:-____________

____________________



SUBJECT:- APPOINTMENT TO THE POST OF GRAPHIC DESIGNER


We are pleased to confirm that you are in our employment w.e.f. 2021/12GD/201 Presently you are in our employment as Graphic Designer at a salary of Rs.25,000 H.R.A. Rs.7533 per month. Further you are in the service on the following terms and conditions:

1. That the services are liable to be terminated with one month notice or payment of salary in lieu thereof on either side.

2. On confirmation you will be further entitled to other benefits as may be admissible to other confirmed employees of your category.

3. That it will be the discretion of the Management to assign you any work and regulate the working hours The normal working hours or duties shall be 9 hours with one hours as rest.

4. You will be a full time employee of NB Digital studio and will not work anywhere else nor accept any payment in cash or kind from the other candidates / organization.

5. You will discharge your duties faithfully and observe the timings regulated by the Management from time to time.

6. That if any misconduct is alleged against you, you can be suspended from duty without wages. However, if you are held guilty of all or any of the charges leveled against you, you will be treated absent from duty during the period of suspension.

7. In all other matters including removal from service on disciplinary grounds or any other matter, you will be Governed by the Govt of India rules as in force or which may be enforced from time to time.

8. This office is subject to your being declared medically fit by our medical officer (Medical checkup) and verification of original certificates.

9. You are requested to sign the duplicate copy of this letter as a token for acceptance of the duties and responsibility as token of acceptance of the above terms and conditions.



For NB Digital Studio (Regd.)



President

I confirm the contents of the letter as correct and accept the Employees Service Rules of the Society.



Signature of Employee




Appointment cum Offer Letter



[Date, Month, Year]                      



[Candidate Name]

[Address Line 1]

[Address Line 2]

[City], [State] [Pincode]


Subject: Appointment for post of [Designation]


Dear [Mr.] [Candidate Name],

We are pleased to offer you, the position of [Designation] with [Company name] (the ‘Company’) on the following terms and conditions:


1. Commencement of employment

Your employment will be effective, as of [Starting Date, Month, Year]


2. Job title

Your job title will be [Designation], and   you will report to [Mr.] [Name], [Supervisor Designation].


3. Salary

Your salary and other benefits will be as set out in Schedule 1, hereto.


4. Place of posting

You will be posted at [City, State]. You may however be required to work at any place of business which the Company has, or may later acquire.


5. Hours of Work

The normal working days are [Start Day] through [End Day]. You will be required to work for such hours as necessary for the proper discharge of your duties to the Company. The normal working hours are from [Start Time] to [End Time] and you are expected to work not less than [Number of Hours] hours each week, and if necessary for additional hours depending on your responsibilities.


6. Leave/Holidays

6.1 You are entitled to casual leave of [Casual Leave] days.

6.2 You are entitled to [Sick Leave] working days of paid sick leave.

6.3 The Company shall notify a list of declared holidays in the beginning of each year. 


7. Nature of duties

You will perform to the best of your ability all the duties as are inherent in your post and such additional duties as the company may call upon you to perform, from time to time. Your specific duties are set out in Schedule II hereto.


8. Company property

You will always maintain in good condition Company property, which may be entrusted to you for official use during the course of your employment and shall return all such property to the Company prior to relinquishment of your charge, failing which the cost of the same will be recovered from you by the Company.


9. Borrowing/accepting gifts

You will not borrow or accept any money, gift, reward or compensation for your personal gains from or otherwise place yourself under pecuniary obligation to any person/client with whom you may be having official dealings.


10. Termination

10.1 Your appointment can be terminated by the Company, without any reason, by giving you not less than [Notice] months’ prior notice in writing or salary in lieu thereof. For the purpose of this clause, salary shall mean basic salary.

10.2 You may terminate your employment with the Company, without any cause, by giving no less than [Employee Notice] months’ prior notice or salary for unsaved period, left after adjustment of pending leaves, as on date.

10.3 The Company reserves the right to terminate your employment summarily without any notice period or termination payment, if it has reasonable ground to believe you are guilty of misconduct or negligence, or have committed any fundamental breach of contract or caused any loss to the Company. 

10. 4 On the termination of your employment for whatever reason, you will return to the Company all property; documents and paper, both original and copies thereof, including any samples, literature, contracts, records, lists, drawings, blueprints, letters, notes, data and the like; and Confidential Information, in your possession or under your control relating to your employment or to clients’ business affairs. 


11. Confidential Information

11. 1 During your employment with the Company you will devote your whole time, attention and skill to the best of your ability for its business. You shall not, directly or indirectly, engage or associate yourself with, be connected with, concerned, employed or engaged in any other business or activities or any other post or work part time or pursue any course of study whatsoever, without the prior permission of the Company.

11.2 You must always maintain the highest degree of confidentiality and keep as confidential the records, documents and other Confidential Information relating to the business of the Company which may be known to you or confided in you by any means and you will use such records, documents and information only in a duly authorized manner in the interest of the Company. For the purposes of this clause ‘Confidential Information’ means information about the Company’s business and that of its customers which is not available to the general public and which may be learnt by you in the course of your employment. This includes, but is not limited to, information relating to the organization, its customer lists, employment policies, personnel, and information about the Company’s products, processes including ideas, concepts, projections, technology, manuals, drawing, designs, specifications, and all papers, resumes, records and other documents containing such Confidential Information.

11.3 At no time, will you remove any Confidential Information from the office without permission.

11.4 Your duty to safeguard and not disclose Confidential Information will survive the expiration or termination of this Agreement and/or your employment with the Company.

11.5 Breach of the conditions of this clause will render you liable to summary dismissal under clause  above in addition to any other remedy the Company may have against you in law.


12. Notices

Notices may be given by you to the Company at its registered office address. Notices may be given by the Company to you at the address intimated by you in the official records.


13. Applicability of Company Policy

The Company shall be entitled to make policy declarations from time to time pertaining to matters like leave entitlement, maternity leave, employees’ benefits, working hours, transfer policies, etc., and may alter the same from time to time at its sole discretion. All such policy decisions of the Company shall be binding on you and shall override this Agreement to that extent.


14. Governing Law/Jurisdiction

Your employment with the Company is subject to Indian laws. All disputes shall be subject to the jurisdiction of [High Court] [State] only.


15. Acceptance of our offer

Please confirm your acceptance of this Contract of Employment by signing and returning the duplicate copy.


We welcome you, and look forward to receiving your acceptance and to working with you.


Yours Sincerely,



[Name of Supervisor]

[Supervisor Designation]

[Date]

Schedule I - Compensation Details


Salary Structure

Basic Salary

14,533

House rent allowance

5,813

Medical allowance

1228

Leave travel allowance

2500

Additional Benefits

3500

Performance incentive

3,242

PF Contribution

3,339

ESI Contribution

212

Food

Nil

Car

3200

Telephone

1,233



Note: You will receive salary, and all other benefits forming part of your remuneration package subject to , and after, deduction of tax at source in accordance with applicable law.




Schedule II - Employee Duties & Responsibilities


Duties: 






Responsibilities: