Appointment Letter Format and Samples (10 Letters)

10 ready samples Copy, Word or print Checked 9 Oct 2026

An appointment letter is the formal letter an employer gives a selected candidate to confirm the job, the joining date, the salary and the main terms of work. This page has 10 samples: a private company appointment letter format, letters for a fresher on probation, a school teacher, an intern, a part-time employee, a sales executive, a remote employee, a fixed-term contract role and a confirmation after probation, plus a letter the candidate can send to accept the appointment.

Fill in the employer details (company or school, your name, your designation) in the form above, and all the samples update on their own. After that, enter the candidate's name, pay and dates, and print the letter on your letterhead.

Letter

Private Company Appointment Letter Format

For an HR manager issuing a standard full-time job appointment letter to an experienced candidate.

Company Name
Address
City
Date: Date
Ref. No.: Reference Number
To
Recipient Name
Candidate Address
Subject: Appointment as Job Title
Dear Recipient Name,

With reference to your interview and your acceptance of our offer, we are pleased to appoint you as Job Title in the Department department of Company Name, with effect from Joining Date.

Your place of work will be our City office, and you will report to the Reporting Manager. Your total salary will be Amount per year. The detailed salary breakup is attached as Annexure A.

You will be on probation for probation period. Working hours, leave, notice period and other terms will be as per the company's HR policy, a copy of which will be shared on your first day. You are expected to keep all business information of the company confidential during and after your employment.

Please bring your original educational certificates, identity proof, previous relieving letter and two photographs on the day of joining. Kindly sign the duplicate copy of this letter and return it to us by Last Date as your acceptance.

We welcome you to the team.
Yours sincerely,
For Company Name
Your Name
Designation
Enclosure: Annexure A (Salary breakup), HR policy summary
Letter

Job Appointment Letter for a Fresher (Trainee)

For a company appointing a fresh graduate as a trainee with a training period before the regular role.

Company Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Appointment as Graduate Trainee
Dear Recipient Name,

Congratulations on your selection through our campus recruitment drive at College Name. We are happy to appoint you as Graduate Trainee in the Department team, starting Joining Date.

For the first training period, you will go through classroom and on the job training. Your stipend during training will be Amount per month. On completing the training and clearing the final assessment, you will be placed as Job Title with a revised salary of Amount per month.

During the training period either side may end this appointment with notice as per company policy. Please report to the HR desk at 9:30 am on your joining date with your mark sheets, degree or provisional certificate, and identity proof.

Kindly confirm your acceptance by signing and returning a copy of this letter within seven days.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Appointment Letter for School Teacher

For a school principal or management appointing a teacher for a subject from the new academic session.

School Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Appointment as TGT (Mathematics)
Dear Recipient Name,

Following your interview and demonstration class, the school management is pleased to appoint you as Trained Graduate Teacher (Mathematics) at School Name from Joining Date.

You will teach Mathematics to Classes 6 to 10 and may be given class teacher duties for one section. Your monthly salary will be Amount. School timings are 7:30 am to 2:30 pm, and teachers are expected to attend staff meetings, parent teacher meetings and school events.

You will be on probation for probation period. Your service will be confirmed based on your teaching, results and conduct. Leave and other service conditions will follow the school's service rules.

Please submit attested copies of your B.Ed. and degree certificates, identity proof and a recent photograph to the school office before joining.

Yours sincerely,
Your Name
Principal, School Name

What Is an Appointment Letter

An appointment letter is given after the candidate is selected, and often after they accept an offer letter. The offer says "we would like you to join". The appointment letter confirms the job in writing and lists the terms both sides agree to. If you are asking "appointment letter kya hota hai", the simple answer is: it is the written proof that you have been hired.

Appointment letter format: parts in order

PartWhat to write
LetterheadCompany or school name, address and contact details.
Date and referenceDate of issue and a reference number if your HR uses one.
Candidate detailsName and address of the person being appointed.
Subject"Appointment as [Designation]" or "Letter of appointment".
Job detailsDesignation, department, place of work, joining date and reporting manager.
SalaryMonthly or yearly pay as [Amount]. Attach a salary breakup if needed.
TermsProbation, working hours, leave, notice period and confidentiality, as per company policy.
AcceptanceAsk the candidate to sign a copy and return it by a set date.
SignatureName and designation of the authorised person, with "For [Company Name]".

Probation length, notice period and leave rules differ by company and state labour rules, so copy them from your HR policy or the employment contract, not from a sample.

Letter

Internship Appointment Letter

For a company taking a college student as an intern for a fixed number of weeks.

Company Name
Address
City
Date: Date
To
Recipient Name
College Name
Subject: Internship appointment in the marketing team
Dear Recipient Name,

We are glad to offer you an internship in our marketing team for number of weeks weeks, from start date to end date.

During the internship you will help with social media planning, competitor research and the preparation of monthly reports. Your mentor will be Mentor Name, who will assign your tasks and review your work every week. You will receive a monthly stipend of Amount.

Interns are expected to follow office hours from 10 am to 6 pm and keep all company data confidential. This internship does not guarantee a job, but strong performers may be considered for open roles.

On successful completion, you will receive an internship certificate. Please share a no objection letter from your college before your start date.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Part Time Job Appointment Letter

For a small business or clinic appointing someone to work fixed hours a few days a week.

Company Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Appointment as part time accounts assistant
Dear Recipient Name,

We are pleased to appoint you as Part Time Accounts Assistant at Company Name from Joining Date.

You will work on Monday, Wednesday and Friday from 2 pm to 6 pm. Your work will include entering daily bills, preparing bank statements for review and keeping supplier files up to date. You will be paid Amount per month, credited by the 7th of every month.

Any extra hours will be paid only when approved in advance by the manager. Either side may end this arrangement by giving notice period written notice.

Please sign and return the copy of this letter to confirm that you accept these terms.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Appointment Letter Sample for Sales Executive

For a company hiring a field sales person with a fixed salary, targets and travel allowance.

Company Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Appointment as Sales Executive, Territory
Dear Recipient Name,

We are happy to appoint you as Sales Executive for the Territory area, effective Joining Date. You will report to the Area Sales Manager.

Your fixed salary will be Amount per month. In addition, you will be eligible for a monthly incentive based on the sales targets set by your manager, and a travel allowance as per the company's travel policy. Targets will be reviewed every quarter.

You will be expected to visit dealers in your area, collect orders and payments, and submit a daily visit report. Company samples and price lists given to you remain company property and must be returned when you leave.

Your probation, leave and notice terms will follow the HR policy. Please confirm your acceptance by signing the enclosed copy.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Appointment Letter for Work From Home Employee

For a company appointing someone who will work fully from home, with rules on equipment and availability.

Company Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Appointment as Job Title (remote)
Dear Recipient Name,

We are pleased to appoint you as Job Title in our Department team from Joining Date. This is a full time remote role, and you will work from your home in City.

Your annual salary will be Amount. The company will provide a laptop, which must be used only for company work and returned at the end of your employment. A monthly internet allowance will be paid as per policy.

You must be available online from 10 am to 7 pm on working days and join team calls on video when asked. You may be asked to visit the office for planning meetings a few times a year, with travel costs paid by the company.

All other terms will follow our HR policy. Kindly sign and email back a scanned copy of this letter to confirm.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Fixed Term Contract Appointment Letter

For a company hiring someone only for a set project period, such as six months.

Company Name
Address
City
Date: Date
To
Recipient Name
Candidate Address
Subject: Contract appointment as Project Coordinator
Dear Recipient Name,

We are pleased to appoint you as Project Coordinator on a fixed term contract for our warehouse setup project. The contract runs from start date to end date.

Your consolidated fee will be Amount per month. You will coordinate with vendors, track the project schedule and send a weekly progress report to the project head.

This appointment ends on its own on the end date, unless both sides agree in writing to extend it. It does not make you a permanent employee of the company. Either side may end the contract earlier by giving notice period written notice.

Please sign the attached contract terms along with this letter and return them before your start date.

Yours sincerely,
For Company Name
Your Name
Designation
Enclosure: Contract terms
Letter

Confirmation of Appointment After Probation

For HR to confirm an employee in a permanent role after they complete probation successfully.

Company Name
Address
City
Date: Date
To
Recipient Name
Job Title, Department
Employee ID: Employee ID
Subject: Confirmation of your appointment
Dear Recipient Name,

We are pleased to inform you that you have completed your probation period, and your appointment as Job Title is confirmed with effect from start date.

Your manager has noted your steady work on the vendor onboarding process and your support to new team members. With this confirmation, your revised salary will be Amount per year.

All other terms of your original appointment letter remain the same. Your notice period will now be as per the policy for confirmed employees.

We thank you for your contribution and look forward to your continued growth with us.

Yours sincerely,
For Company Name
Your Name
Designation
Letter

Acceptance Letter for Appointment (From Candidate)

For a selected candidate who wants to formally accept the appointment letter and confirm the joining date.

Your Name
Address
City
Date: Date
To
Recipient Name
HR Manager
Company Name
City
Subject: Acceptance of appointment as Designation
Dear Recipient Name,

Thank you for your letter dated Date appointing me as Designation in the Department department. I am happy to accept the appointment on the terms given in the letter.

I confirm that I will join on Joining Date and report to the HR desk at the time mentioned. I am returning the signed duplicate copy of the appointment letter with this letter.

I will bring my original certificates, identity proof, photographs and the relieving letter from my previous employer on the day of joining. Kindly inform me if HR requires anything more from my side.

Yours sincerely,
Your Name
Phone
Email
Enclosure: Signed copy of the appointment letter

How to Check if an Appointment Letter Is Real

Fake appointment letters are a common job scam. Before you resign from your current job or pay anything, check these points.

  • No fee is asked. A real employer does not ask for money for training, uniforms, security deposit or document checks.
  • You had a real selection process. Be careful if you got a letter without any interview or test.
  • The email comes from the company's own domain, not a free personal email address.
  • The details match. The company address, phone number and the signing person's name should match the company's official website.
  • Call the company directly using the number on its website, not the one in the letter, and ask HR to confirm.

Once you join, keep your appointment letter safe. You will need it with your joining letter, and later for your experience letter and relieving letter.

Tips for Writing an Appointment Letter

  • Print the appointment letter on company or school letterhead and keep a signed office copy.
  • Write the designation, joining date and salary exactly as agreed. A mismatch with the offer letter causes confusion later.
  • Put the full salary breakup in an annexure instead of the main letter, so the letter stays easy to read.
  • Do not copy probation or notice periods from a sample. Use what your HR policy or employment contract says.
  • Give a clear last date for the candidate to sign and return the copy.
  • List the documents the candidate must bring on the first day, so joining goes smoothly.
  • Get the letter signed by someone with the authority to hire, such as the HR head, a director or the principal.

Questions people ask

What is an appointment letter?

It is a formal letter from an employer that confirms a person has been hired. It states the designation, joining date, salary, place of work and main service terms. The employee usually signs a copy to show they accept.

What is the difference between an offer letter and an appointment letter?

The offer letter comes first, asking whether the candidate wants the job. Once they say yes, the appointment letter follows, often on or before the joining date, and lists the full terms. Some small companies combine both into one letter.

Appointment letter kya hota hai?

It means the written letter a company gives when your job is final. It mentions your post, joining date, salary and the conditions of work. You sign a copy and return it to HR, and keep the original as proof of employment.

Is an appointment letter needed for a part-time job or internship?

It is a good idea. A short letter with the hours, pay, duration and duties protects both sides and gives the person proof of work for future jobs.

How can I tell if an appointment letter is fake?

Be careful if the letter asks for any payment, comes from a free email address, or arrives without an interview. Call the company on the number listed on its official website and ask HR to confirm the letter.

Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.

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