What is the best thing that can happen to a candidate who has applied for his or her dream job? The answer is to get an appointment letter. The employee appointment letter informs the candidate that he or she has been selected to join the company under question for employment. Such letters are generally drafted by the recruiters of that organization. Employee Appointment Letter Templates help in the making of such letters.
6 Steps On How to Write an Appointment Letter
Step 1: Provide Sender and Receiver Details
The appointment letter should start like any other formal letter. The first thing you need to provide is the details of the recipient. Start with ‘To’ followed by the full name, and title of the person, along with his or her address. Next, you need to write your details, such as your name, contact information, organization address and other relevant information. Also, keep in mind to address the letter to a specific person. You cannot use the phrase ‘To whom it may concern.’
Step 2: Define the Intention
The primary purpose of an employee appointment letter is to inform the recipient of the letter that he or she has been selected to join the particular company or institution. Now your choice of selection must have some specific reasons. In other words, you must have decided after considering certain stuff. This is what you need to explain in the letter. You need to tell the candidate why you have chosen him or her.
Step 3: Mention the Job
The next section of the letter will include information about the job position and title that you are offering. Start by writing about the organization a bit, provide some background, and then proceed to tell the person what exactly the person’s job is and what will be his or her position in the company. If the person is currently working on another job that you know of, you need to mention the current job title and position of the employee. This should also include the date and time from when the promotion will be effective.
Step 4: Define the Roles and Responsibilities
The most important part of the appointment letter, besides the title or the position, is perhaps defining the roles and responsibilities that the new job demands. In the letter body, you have to first list all the duties and tasks that need to be performed. Then you need to explain those duties and how the person should go about performing them. This should be followed by the new salary and salary structure of the employee being promoted.
Step 5: Close With Conclusion
Just like any other letter, you need to close the letter of appointment with a proper conclusion. The conclusion should be a short and precise paragraph. The general items facts that you can include in the conclusion are the details of the organization, the fact that you are happy to receive the person into the company, your contact information, and the fact you are available to clear any doubts or answer any queries that the candidate has.
Step 6: Be Formal and Professional
An appointment letter is a formal document. Which is why you need to keep to the structure of a formal letter. This would also help to ensure that the letter has a professional tone. Write the letter in such a way that it does not have any grammatical or spelling mistakes. Also, remember not to use any flowery words and get straight to the point.
6+ Employee Appointment Letter Templates
1. Employee Interview Appointment Letter
When an interviewer wants to inform the interviewee that he or she has been selected for the job, then the interviewer needs to draft an employee appointment letter. To do that task, we are offering you this appointment letter template in Word. This template has been designed to help you make proper appointment letters that you can provide to your chosen candidates.
2. Simple Employee Appointment Letter
An appointment letter should be drafted in such a way that the candidate does not have any problem in interpreting or understanding it. With this letter template in Google Docs format, you can make simple appointment letters that the chosen person finds it easy to discern. The template can also be downloaded in other formats that include Word and Pages.
3. Company Appointment Letter for Employee
The best thing that you as a recruiter can provide to a prospective candidate is the appointment letter. That is why you need to know how to write such a letter. Even if you don’t, it is what this letter template in Pages is here for. You can write good appointment letters if you make use of this template. The template is fully editable so you can make changes as per your needs.
4. Appointment Letter for Contract Employee
Have you already chosen a candidate to join your company? Then what are you waiting for? Give him or her the good news by writing an appointment letter. And do not worry, you will not have to do that task alone. You can make use of this appointment letter template that we are providing. This template will help you write appropriate such letters.
5. Appointment Letter Template for Employee
Appointment letters are issued to applicants by recruiters to inform them that they have been chosen by the organization to work for that company. To help you write letters like this, we are giving you access to this company appointment letter template that is very simple and easy to use. The template is compatible with both Mac and Windows operating systems.
6. Formal Employee Appointment Letter
Lots of candidates had applied for the job and given the interview. Now you have chosen one of them. To inform the person of this, you have to provide the candidate with an appointment letter. This letter template has been made to lessen your burden of making the letter from scratch. The template features an appointment letter example for an employee that you can use as a guide.