52+ Free Appointment Letter Templates
Applying for a job entitles every aspirant to a selection process. After the candidates are finally selected for the job, the employer will then send an official appointment letter to those who have completed the selection process. The appointment letter is used to inform and invite the selected candidate to take on the specified position and states the conditions of the job and its duty and responsibilities. The candidate will then examine the terms and conditions fully disclosed by the employer on the appointment simple letter and sign it if these are acceptable to him.
On this page, we have gathered some Free Appointment Letter Templates, for any employer or anyone in need of these to download and use. Use our samples to send letters to a hotel manager, government worker, software developer, graphic designer, corporate consultant, sales executive, freelance driver, and more. They can also be used as a reference to create a unique but professional one for your small business or organization. Plus, you can easily simple outline details like biometric data and meeting attendees. These blank templates are free to download so you can change the details and edit them according to your preferences and needs. What are you waiting for? Feel free to browse through these sample templates as we made sure we have all that you need.
Appointment Letter Format
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An appointment letter is a sample letter given to a new employee when he/she first joins a position in a company. The basic letter is generally prepared when a prospective candidate completes all the formalities of the interview process. The company selects a candidate for a position if the company feels the candidate is fit for the job. The appointment letter has details, such as the date of joining the company, the roles and responsibilities of the employee(s), salary details, and company policies. The employee needs to follow all the rules and regulations of the company during his/her tenure of employment. If you are looking for ideas to write an appointment formal letter, you can check out Appointment Letter in Google Docs.
Free Sample Appointment Letter with Biometric
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semioffice.comThe Definition of an Appointment Letter
An appointment printable letter is defined as a word document that usually serves as the culmination of all the discussions and negotiations made during the job interview of the employment process. It can also be used as a legally binding document that confirms that a company or an organization has offered a position to an individual and that individual has considered and agreed to accept the terms and conditions pending the compensation details. It also indicates the duties and responsibilities expected from the new employee and the role he or she will play in the company.
The Contents of an Appointment Letter
By reviewing the sample templates on this page, an appointment job letter has different variations based on the kind of job you’re offering. However, some standard contents should be included in every appointment letter outline and they are listed below.
- Employer details. This is the first part of the professional letter which shows the employer or small business’s name and the address of the organization.
- Applicant details. After the employer details are the applicant details which consists of the name and address of the applicant.
- Position. An appointment letter is a guarantee of the specific job and position offered by the company; therefore, it should be carefully stated.
- Job description. Together with the name of the position, the description of the job, such as the duties and responsibilities, are stated in the appointment letter.
- Job conditions. Job conditions include whether the position is permanent or temporary. (See Interview Appointment Letter Templates.)
- Salary packages. This includes the monthly salary as well as how the salary is computed, whether it is hourly or per output. It also includes when the salary is given.
- Contract length. The appointment letter should also include the date of joining and the length of the contract if the position is contractual.
- Documents required. It should also include the documents that are needed upon joining the company. It could include security or benefits requirements.
These contents can also be found in Job Offer Letters, but they differ because they are given before the appointment letter. They are used to introduce the position and its description which the candidate examines and decides whether to accept the position or not; only then is the appointment PDF letter given.
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transnet.netThe Format of an Appointment Letter
Just like any other letters, such as Application Letters, an appointment letter follows a standard format, although the contents can vary differently depending on the type of job being or the industry to which the company belongs. Below is a discussion of the different parts of an appointment letter in pdf.
- Date of correspondence. It is important to indicate the date on which the word letter is written, especially if you need a response in a specific period. It provides the potential employee enough time to decide.
- Details of the employer. This includes the name and address of the employer to indicate where the letter comes from. It also includes contact information so that potential employees can easily reach them.
- The subject of the letter. The subject part indicates what the formal letter is all about and provides an idea about the contents and what to expect from the letter to the reader.
- Greeting. The letter greeting indicates the person which is the letter is intended. If you know the individual well, you can use their first name to make your letter personal instead of too businesslike.
- The body of the letter. The body of the letter contains the essential details of the employment process such as the job description PDF and conditions, so they should be presented in a concise, accurate, and logical manner.
- Salutation. The salutation or closing should indicate the person responsible for hiring or firing the employees. It could be the employer or CEO of the simple IT company, or the HR manager if there is any.
The Types of Appointment Letters
As you can see on this page, there are several types of appointment letters based on the type of position of the job being appointed to an individual. Let us examine some of them below:
- Job Appointment for New Employees. This is the most common type of job appointment letter which is given to potential employees inviting them to take on a certain position in the company. This letter includes the terms and conditions of the job being offered.
- Appointment Letters for Employees. Unlike the Job Appointment Request Letter, the appointment letters for employees on this page are for employees that are given new or higher positions, also called promotions, within the company.
- Appointment Letters for Teachers. The Appointment Letters for Teachers on this page are different from the common ones for employees as they indicate the subject and grade level they must teach. This could also be used to present a promotion for teachers.
- Request for Appointment Letters. The type of printable letter asking for a job appointment is given by employees to their employers to request a change in position in the company. It could also be used to request a meeting with a business partner or health personnel.
- Missed Appointment Letters. This type of letter is usually given to health personnel in cases where patients missed their appointed schedules for consultation. They contain an apology as well as the reasons for missing the appointment schedule.
- Appointment Confirmation Letters. These are written as a response to the request for an appointment confirming its acceptance. Appointment Reminder Letters can also be given before or after confirmation. Another type of response is the Appointment Cancellation Letter.
- Appointment Acceptance Letters. The Appointment Acceptance Letters you can see on this page can be used as a response to other appointment letters, such as the job appointment for employees and teachers.
For more appointment letter ideas, take a look at other compilations of Appointment Letters in Doc.
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shorelineortho.comTips on How to Write an Effective Appointment Letter
As you can see on this page, Appointment Letters have different formats and they can be written in different ways. Here are some tips on how to write an effective appointment letter in Word, no matter what type it is:
- Open with a positive message. Start with a congratulatory remark for being selected for the position and a warm welcome to the company, In this way, the person will feel that he or she is bound to be accepted as the new member of the large organization.
- State important start details. Aside from the other information stated above, make sure to provide the start details, such as the start date and time, as well as the length of the probationary period if there is any. Also, include the rate of pay and reporting relationships.
- At-will employment. Although sometimes unnecessary a sample statement that the employment is “at-will” should be included which means that the employer has the right to fire the employee for any cause that the employer may deem unhelpful to the company.
- Repeat the details discussed in the interview process. Make sure to reiterate the details you have discussed with the candidate during the interview process. These details may include company requirements before employment like drug tests or background checks.
- Don’t include details of an employment contract. Avoid mentioning details such as the grounds for termination or resignation or details about compensation and benefits, although they can be discussed briefly and also intellectual property components.
- End with a positive simple note. You should end your letter as positive as to how you opened it. You can tell the candidate that you’re looking forward to a favorable response to the appointment letter and him or her being a part of the company.
- Follow the guidelines. To prevent any discrepancies in the terms and conditions of employment stipulated in the appointment letter, you should follow the sample outline and format on how to write this type of letter.
- Write your paragraphs sufficiently. The paragraphs of your letter should be sufficient enough to include all the necessary information. The first one should contain the job description while the second should consist of the job terms and conditions.
- Details should be brief and concise. Although the letter must go into important details, not every single term should be included in it as they can be discussed in the contract or employee work manual.
- Send two copies. Two copies should be sent to the potential employee to affix his or her signature which indicates simple agreement before the appointment is finalized. One copy should be signed, dated, and returned; and the other should be kept by the employee.
For other specific letter templates, you can check out our Doctor Appointment Letter Templates, too.
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