Appointment Letter

An Appointment Letter is a formal written notice from an employer confirming a candidate's selection and basic terms of employment. It sets out key facts such as role, start date, salary and reporting line and serves as the first formal record after a job offer is accepted.

What is an Appointment Letter?

An appointment letter briefly explains the employer-employee relationship to follow. It is less detailed than a full employment contract but more specific than an informal offer. The letter clarifies expectations and provides proof of employment for HR, payroll and compliance purposes.

How Does it Work

The hiring manager or HR issues the letter once background checks and approvals are complete. The candidate signs to acknowledge acceptance or returns a counter-signed copy. The document often references a full contract, company policies and probation conditions.

Practical Usage in HR

Common uses include initiating payroll, setting benefits eligibility, starting onboarding workflows and documenting authorized start dates. A typical appointment letter will name the position, start date, salary, probation period and reporting manager.

Example line: We are pleased to appoint you as Senior Analyst effective 1 June 2026 at an annual salary of USD 60,000.

Realistic HR Scenarios

• New hire receives letter to begin payroll setup
• Internal transfer confirmed with revised terms
• Temporary appointment converted to permanent role after probation

Related HR Concepts

Closely related terms include offer letter, employment contract, onboarding, probation period and job description. These documents work together to manage hiring, compliance and workforce records.