Recruiting template

Appointment Letter Format

An appointment letter formally appoints a person to a job once they have accepted the offer: it confirms the designation, date of joining, place of posting, pay, probation, notice period and the main terms of employment. Pick the version below that matches the role, fill in your details and copy it onto your letterhead.

Updated October 27, 2026

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Company name

Company address

Date of the letter

Reference number

Employee name

Employee address

Designation

Department

Category or grade

Date of joining

End date (fixed-term or trainee)

Place of posting

Reporting manager

Annual CTC or salary

Monthly stipend

Working hours

Probation period

Notice period

Documents to bring on joining

Accept by

Signatory name

Signatory job title

HR email

Email versions open straight in your email app with the subject and text filled in. You add the recipient there.

Your company and sender details are remembered, so the next template starts with them filled in.

Note

In India, the OSH Code, 2020 (in force since 21 November 2025) requires an appointment letter for every employee in a prescribed format, and state rules may add more; in the UK, the main written terms are due by day one. Check local law; this is not legal advice.

Appointment letter format (India, permanent employee)

When to use it: A permanent, full-time employee in India, issued once they have accepted the offer and before or on the date of joining.

[Company name] [Company address] Ref: [Reference number] Date: [Date of the letter] To, [Employee name] [Employee address] Subject: Letter of appointment for the post of [Designation] Dear [Employee name], With reference to your application and the interviews you attended, we are pleased to appoint you as [Designation] in the [Department] department of [Company name], on the following terms and conditions. 1. Date of joining: You will join on [Date of joining]. 2. Designation and category: [Designation], [Category or grade]. 3. Place of posting: [Place of posting]. You may be transferred to any other office or role of the company, as per company policy. 4. Reporting: You will report to [Reporting manager]. 5. Remuneration: Your annual cost to company (CTC) will be [Annual CTC or salary]. The break-up is given in Annexure A. Salary is paid monthly, subject to deduction of applicable taxes. 6. Social security: You will be covered by Provident Fund, Employees' State Insurance and gratuity, as applicable under law. 7. Working hours: [Working hours]. Leave and holidays are as per company policy. 8. Probation: You will be on probation for [Probation period] from the date of joining. On satisfactory completion, your appointment will be confirmed in writing. 9. Notice period: After confirmation, either party may end this employment by giving [Notice period] of notice in writing, or pay in lieu of notice. During probation, the notice period is as set out in company policy. 10. Confidentiality: You will keep confidential all information about the company, its clients and its business, during and after your employment. 11. Documents: Please bring [Documents to bring on joining] on your date of joining. This appointment is subject to verification of these documents and of the details you have given us. 12. Company policies: You will follow the rules, policies and code of conduct of the company in force from time to time. Please sign and return the duplicate copy of this letter by [Accept by] as your acceptance of these terms. For any questions, write to [HR email]. We welcome you to [Company name] and wish you a successful career with us. For [Company name] [Signatory name] [Signatory job title] Acceptance I have read and understood the terms of this appointment and accept them. Signature: ____________________ Date: ____________ [Employee name]

Fixed-term appointment letter (India)

When to use it: A contract or project role in India with a set end date, where the letter must state that the employment ends on that date.

[Company name] [Company address] Ref: [Reference number] Date: [Date of the letter] To, [Employee name] [Employee address] Subject: Appointment on a fixed-term basis as [Designation] Dear [Employee name], We are pleased to appoint you as [Designation] in the [Department] department of [Company name] on a fixed-term basis, on the following terms. 1. Term: Your employment begins on [Date of joining] and ends automatically on [End date (fixed-term or trainee)], unless it is extended in writing by the company. 2. Place of posting: [Place of posting]. 3. Reporting: You will report to [Reporting manager]. 4. Remuneration: Your annual cost to company (CTC) will be [Annual CTC or salary], with the break-up in Annexure A, paid monthly after deduction of applicable taxes. 5. Benefits and social security: You will receive the benefits set out in Annexure A, and Provident Fund, Employees' State Insurance and gratuity as applicable under law to fixed-term employees. 6. Working hours: [Working hours]. Leave and holidays are as per company policy. 7. Notice period: Either party may end this employment before [End date (fixed-term or trainee)] by giving [Notice period] of notice in writing, or pay in lieu of notice. 8. Confidentiality and policies: You will keep company and client information confidential, during and after your employment, and follow the company's policies and code of conduct. 9. Documents: Please bring [Documents to bring on joining] on your date of joining. Please sign and return the duplicate copy of this letter by [Accept by] to accept these terms. For any questions, write to [HR email]. For [Company name] [Signatory name] [Signatory job title] Acceptance I accept this fixed-term appointment on the terms above. Signature: ____________________ Date: ____________ [Employee name]

Trainee or intern appointment letter (India)

When to use it: A trainee or internship role in India paid a stipend, often for freshers joining from campus.

[Company name] [Company address] Ref: [Reference number] Date: [Date of the letter] To, [Employee name] [Employee address] Subject: Appointment as [Designation] (trainee) Dear [Employee name], Congratulations. We are pleased to appoint you as [Designation] (trainee) in the [Department] department of [Company name]. 1. Training period: From [Date of joining] to [End date (fixed-term or trainee)]. 2. Place of training: [Place of posting]. 3. Mentor: [Reporting manager] will guide your training and review your progress. 4. Stipend: You will receive a monthly stipend of [Monthly stipend], paid after deduction of applicable taxes. 5. Working hours: [Working hours]. 6. Completion: At the end of the training period, the company will review your performance. Any offer of regular employment will be made separately in writing; this letter does not promise one. 7. Notice: Either party may end the training early by giving notice in writing, as per company policy. 8. Confidentiality and conduct: You will keep company and client information confidential and follow the company's policies and code of conduct. 9. Documents: Please bring [Documents to bring on joining] on your date of joining. Please sign and return the duplicate copy of this letter by [Accept by] to accept. For any questions, write to [HR email]. We look forward to having you with us. For [Company name] [Signatory name] [Signatory job title] Acceptance I accept this appointment on the terms above. Signature: ____________________ Date: ____________ [Employee name]

Joining letter (from the employee)

When to use it: The short letter a new employee gives HR on the first day, confirming that they have joined on the terms of their appointment letter.

[Date of the letter] To, [Signatory name] [Signatory job title] [Company name] [Company address] Subject: Joining report for the post of [Designation] Dear [Signatory name], With reference to your appointment letter [Reference number], I am pleased to confirm that I have joined [Company name] as [Designation] in the [Department] department today, [Date of joining], at [Place of posting]. I accept the terms and conditions set out in the appointment letter. I have submitted copies of [Documents to bring on joining], and I will provide any further documents the company needs. Thank you for the opportunity. I look forward to working with [Reporting manager] and the team. Yours sincerely, Signature: ____________________ [Employee name] [Employee address]

Letter of appointment (UK)

When to use it: Employers in the UK, confirming an appointment alongside the employment contract or written statement of particulars, which is due on day one.

[Company name] [Company address] [Date of the letter] Dear [Employee name], Letter of appointment: [Designation] Following your acceptance of our offer, I am pleased to confirm your appointment as [Designation] in the [Department] team at [Company name]. Start date: [Date of joining] Place of work: [Place of posting] Reporting to: [Reporting manager] Hours: [Working hours] Salary: [Annual CTC or salary] a year Probation period: [Probation period] Notice period after probation: [Notice period] Your employment contract, enclosed, sets out the full terms, including holiday, sick pay and pension. Please read it, then sign and return a copy by [Accept by]. On your first day, please bring [Documents to bring on joining]. If you have any questions before you start, email [HR email]. We look forward to welcoming you on [Date of joining]. Yours sincerely, [Signatory name] [Signatory job title], [Company name]

Appointment letter email

When to use it: The email you send with the appointment letter attached, so the employee knows what to sign and what to bring.

SubjectYour appointment letter: [Designation] at [Company name]

Dear [Employee name], Congratulations again on accepting our offer. Please find your appointment letter for the post of [Designation] attached. It confirms your date of joining, [Date of joining], your place of posting, your remuneration and the terms of your employment. Please read it carefully, then sign and return a copy by [Accept by]. On your date of joining, please bring [Documents to bring on joining]. If anything in the letter is unclear, reply to this email or write to [HR email]. We look forward to welcoming you to [Company name]. Regards, [Signatory name] [Signatory job title], [Company name]

How to use this template

1Send the offer letter first. Issue the appointment letter once the candidate has accepted, on or before the date of joining.
2Pick the version that matches the role: permanent, fixed-term or trainee in India, a letter of appointment for the UK, or the joining letter the employee returns.
3Fill in every field above. Anything left empty stays as a [Label] in the copied text, so you can see what is missing before you print it on your letterhead.
4Attach the salary break-up as Annexure A, and make sure the CTC, designation and dates match the accepted offer exactly.
5Print two copies, have an authorised signatory sign both, and keep the copy the employee signs and returns in their personnel file.

Mistakes to avoid

Figures in the appointment letter that differ from the accepted offer, such as a different CTC or joining date.
Stating only the CTC with no break-up, so the employee cannot work out their monthly take-home pay.
Leaving out the probation period, the notice period or the place of posting, which are often the first terms disputed later.
Using a permanent-employee format for a fixed-term or trainee role, so the end date and the terms of the engagement are unclear.
No space for the employee to sign their acceptance, or no date to return the signed copy by.

Questions

What is an appointment letter?

An appointment letter is the formal letter from an employer that appoints a person to a job and sets out the main terms: designation, date of joining, place of posting, pay, probation, notice period and conduct rules. The employee signs a copy to accept.

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

An offer letter makes the offer and asks the candidate to accept it. The appointment letter follows acceptance and formally appoints them, with the terms of employment in more detail. Some employers combine the two.

Is an appointment letter mandatory in India?

Under the Occupational Safety, Health and Working Conditions Code, 2020, in force since 21 November 2025, every employee is to be given an appointment letter in the prescribed format. Check the central and state rules that apply to your establishment for the format and timing.

What should an appointment letter format include?

The employee's name and address, designation and category, date of joining, place of posting, reporting manager, CTC with a salary break-up, social security, working hours, probation, notice period, confidentiality, documents to submit, and spaces for both sides to sign.

Is a joining letter the same as an appointment letter?

The terms are often used loosely. In this template, the appointment letter comes from the employer, and the joining letter is the short letter the employee gives HR on the first day to confirm they have joined on those terms.

Who signs the appointment letter?

An authorised signatory of the company, usually the head of HR or a director, signs for the employer. The employee signs the duplicate copy to accept the terms and returns it.

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