An appointment letter is a type of employment contract or employment letter that contains the terms and conditions, tenure, and salary of the job.
An appointment letter is provided officially by the Human Resources Department, from the recruiting team of an organization to the candidate who will join the organization.
It contains information about the roles and responsibilities the candidates will be offered, the tenure of the Agreement or bond, if any, and other such information. Once sent to the candidate, the appointment letter is to be signed by the candidate and returned.
If you are from the HR department and responsible for writing an offer letter or appointment letter to the hired candidate for the position of sales and marketing executive, you have come to the right place.
What does an Appointment Letter contain?
Once a candidate applies for a position in a company, they are interviewed, and if shortlisted for further process, they are selected by the recruiting team.
When the hiring process is complete, the final process is sending an appointment letter to the candidate for an official purpose.
An appointment letter itself means “appointing” someone for a specific position from a respective organization. It is a critical piece of information sent by an employer who is requesting a candidate for the
Let us see what an appointment letter contains:
- Start with an introduction about your organization/company
- The Name of the employer (who is writing the letter)
- The Name of the candidate
- Duties or responsibilities of the position
- Terms and conditions
- Annual or Monthly Salary (if target-based, mention the conditions)
- Clear instructions of things to be followed
- Norms and rules regarding termination of employment
- Contract or Agreement based or not
- Tenure of appointment
- When to join from (dd/mm/yyyy)
- Necessary documents to be submitted
- Contact information for query purposes
- Details of the student
These are some essential contents that are provided in all types of employment contracts or appointment letters.
Suppose the terms and conditions, norms, termination rules, and other instructions are acceptable to the candidate. In that case, the candidate must sign the appointment letter and provide all their details, and necessary documents scanned, sending it back to the employer.
This keeps an official original record of the appointment letter conducted by the company and the conditional agreements between the employer and the candidate.
Sample Appointment Letter
Let us discuss this with an example of an Appointment letter for the position of Sales and Marketing Executive.
The position of Sales and Marketing Executive sounds like a job with responsibilities of targets. So the appointment letter may mention that it is a target-based job role along with some additional responsibilities.
So, let’s write an appointment letter to a candidate for a sample purpose:
Appointment letter
From,
Steven Salvatore
HR Manager
XYZ Company
52 Street, DO8 Road
LA XXXXX
Date: dd/mm/yyyy
To,
Mr. Enzo Victor
324 House, VH Street
LA XXXXX
Subject: Letter of Appointment for the position of Sales and Marketing Executive
Dear Mr. Enzo Victor,
This letter is in context to your interview held on [so and so date], which you have successfully cleared. We are pleased to inform you that you have been selected for the Sales and Marketing Executive position in our X Y Company.
We are sending you this Appointment Letter for the Assistant Sales and Marketing Executive role with our prestigious X Y company, and we want you to join us on dd/mm/yyyy.
Your working hours will be from 9:00 a.m. to 6:00 p.m., and you will be working on all days except Saturday and Sunday. Your salary will be [xx, 000] for the probation period and training for 3 months. After you have completed your probation period, your salary will be [ab, 000] or an annual CTC of [x.yz LPA].
Provided below are some terms and conditions concerning your employment:
- As stated above, you will be provided with a salary [xx, 000] till your probation period. The incentives will be added once you satisfactorily complete your working hours.
- You have to learn new traditions of work and coordinate with other team members.
- Once the probation period of 3 months is over, our company will provide you with another appointment letter that will be an official statement of your employment with this organization.
- The terms and conditions of your employment will be revised once you complete your probationary period or training period.
- You will be trained for four weeks and be given several instructions during that period which you must follow at all times.
- There will be specific targets that will be provided to you by the team leader. It may get challenging with your experience ahead. Those targets must be completed within the instructed time.
- If unable to do so, you will be given another opportunity to complete all the targets and present the required results to your team leader.
- The incentives will be added to your salary after the completion of your probation period.
- There are no paid leaves or holidays during the probation period.
- If you are found to be involved in any activities related to fraud or malfunction, you will have to face severe disciplinary consequences.
- If you wish to terminate this contract at any time, you must provide the organization with a notice period of at least 30 days.
These terms and conditions are to be followed at all times during your employment with the organization. We hope that you will follow and be willing to put your efforts into the position. You must behave professionally and show decency to all the employees and your team members.
If you agree with the above terms and conditions, you are expected to sign the duplicate copy of the appointment letter and revert to this email id [[email protected]]. Furthermore, if you have any questions regarding the appointment or duties and responsibilities associated with the position, please feel free to contact our support team at [[email protected]] or consult HR in this regard.
You are also requested to provide us with the following documents for official verification:
- 2 passport photographs [self-attested]
- Identification Proof
- Mark sheet of graduation certificate
Again, I would like to congratulate you and welcome you onboard.
With best wishes and regards,
Steven Salvatore,
HR Manager
XYZ Company
- So this was all about writing an appointment letter.
If a candidate doesn’t agree with any of the above terms and conditions, the appointment letter will be discarded, and the communication will be terminated. Hence, you will not move forward with the candidature of the person.
- Whereas mostly the candidates are aware of the working conditions and rules of the position, they agree and join the organization with much ease and enthusiasm.
- Hence, we have discussed appointment letters and the contents to be mentioned in them.
If you want to learn more about types of appointment letters, please click on the link below for your reference: http://www.lettersandtemplates.com/appointment-letter
To learn more about the contents of an appointment letter, please refer to the link below:
You can visit this link if you are looking for another format: http://www.lettersandtemplates.com/appointment-letter-format-for-sales-executive
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